Legislative Matter

Miami-Dade Legislative Item
File Number: 200025

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Legislative Analysis

File Number: 200025

File Type: Resolution

Status: Before the Board

Version: 0

Reference: R-207-20

Control: County Commission

File Name: LIMO OF SOUTH FLORIDA CONTRACT

Introduced: 1/8/2020

Requester: Transportation and Public Works

Cost:

Final Action:

Agenda Date: 2/19/2020

Agenda Item Number: 8N1

Notes:

Title:

RESOLUTION AUTHORIZING A ONE-YEAR OPTION TO RENEW, PURSUANT TO RESOLUTION NO. R-611-17, EFFECTIVE FEBRUARY 28, 2020 WITH LIMOUSINES OF SOUTH FLORIDA, INC., FOR THE PROVISION OF TRANSIT SERVICES AT THE RATE OF $45.09 PER BUS REVENUE HOUR, AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR’S DESIGNEE TO EXECUTE DOCUMENTS NECESSARY TO EFFECTUATE THE SAME AND EXERCISE ALL PROVISIONS OF THE CONTRACT, EXCEPT THAT THE BOARD SHALL APPROVE THE EXERCISE OF ANY OPTIONS TO RENEW

Indexes:

NONE

Sponsors:

NONE

Sunset Provision: No

Effective Date:

Expiration Date:

Registered Lobbyist:

None Listed

Legislative History
Acting Body	Date	Agenda Item	Action	Sent To	Due Date	Returned	Pass/Fail

Board of County Commissioners	2/19/2020	8N1	Amended
REPORT:	Vice Chairwoman Sosa asked Ms. Alice Bravo, Director of the Transportation and Public Works Department (TPW), if the current amount of money to be paid to Limousines of South Florida, Inc. (LSF) was part of their one-year contract renewal with the County when the contract was approved. Ms. Bravo answered the amount was an established hourly rate of $45.09 and the contract was procured by the City of Miami. She explained this rate was not an increase, but a continuation for the company’s services to the County. Vice Chairwoman Sosa noted that according to the item’s language the rate was an increase and asked Deputy Mayor Jennifer Moon for clarification. Deputy Mayor Moon confirmed the contract extension was for an additional $11.6 million and the County was accessing Miami’s contract with LSF. The amount was not an increase and was already budgeted. She advised if this contract was not accessed then the County would have to pay an additional $12 million to LSF. Vice Chairwoman Sosa raised a concern with the contract. She read from page two of the item, “This future solicitation may include an option for a vendor to utilized DTPW vehicles to provide service, leveraging investments in vehicles, fuel facilities and maintenance facilities.” She questioned how this affected TPW employees and why this was in the renewal. She pointed out to Deputy Mayor Moon this would allow private employees to use public buses and facilities. Deputy Mayor Moon explained the option was included because there have been concerns from the public about the vehicles and if they were fully ADA compliant. She added the option would encourage more applications from vendors. Vice Chairwoman Sosa proposed an amendment to the item. She stated contracts had to come to the Board and for the Board to decide on procurements. Also, as part of the language of any procurement, ADA requirements must be included to ensure ADA compliance. She added the Administration would not decide on contracts; instead contracts would come to the Board for the final decision. Commissioner Levine Cava stated for the record if the County outsourced the bus routes then the vendors should be held to the same standards as the County-operated routes. She acknowledged LSF had improved its service with added buses, but there were still concerns voiced from elderly and disabled residents. These regarded equipment malfunctions such as faulty lifts, and slow boarding times. She stressed the need for addressing these concerns immediately and properly maintaining buses. She concluded she would not support the item. Commissioner Suarez asked for clarification on the state of the County’s ADA compliance with its buses. Ms. Bravo assured him the buses were ADA compliant and equipped with chair lifts. She added the contracted buses were targeted for lower volume routes with less traffic since they did not affect traffic as much during lift operations. Commissioner Suarez asked Ms. Bravo about the performance of some drivers with how they operated the lifts. She answered TPW conducted customer surveys on the contracted routes and received positive feedback. The department tracked complaints about the ADA lifts, sent out supervisors to the contracted routes for service spot checks, and held weekly phone conferences with the vendor and addressed the issues. She also stated there were only 13 ADA lift complaints in 2019 out of about 2.3 million boardings. Assistant County Attorney Bruce Libhaber told Commissioner Moss the County had the right to add or delete routes under the contract, dependent upon approval from the Board. Commissioner Moss declared his intent to run regular buses on the routes, which serviced his district, in order to address complaints from residents. Commissioner Higgins brought up concerns that some bus operators were not well trained in using the ADA equipment. She mentioned that residents complained a few buses operated by LSF bypassed disabled vehicles. These vehicles were Miami trolleys, which were not controlled by the County, but both entities used the same vendor. She added an amendment for required ADA training and certification for bus operators in the contract renewal as proof they were properly trained. Ms. Bravo clarified that complaints had dropped considerably and LSF provided ADA training. She stated TPW would work with LSF to enhance training and the vendor promptly addressed issues with personnel. Mr. Nick Mazorra, Chief Executive Officer of LSF, came before the Board and agreed to Commissioner Higgins’ request to amend the item to include training and certifying LSF’s bus operators. It was moved by Vice Chairwoman Sosa that the foregoing resolution be amended. This motion was seconded by Commissioner Higgins, and upon being put to a vote, the item passed 8-3 ( Commissioners Monestime, Moss and Levine Cava voted no; Commissioner Bovo was absent and Commissioner Heyman was excused). The amended version of this Resolution has been assigned Resolution No. R-207-20.

Board of County Commissioners	2/4/2020	8N20	4 Day Rule Invoked

County Attorney	1/9/2020		Assigned	Office of Agenda Coordination		1/9/2020
REPORT:	Item returned

County Attorney	1/9/2020		Assigned	Bruce Libhaber		1/9/2020

Jennifer Moon	1/8/2020		Assigned	Office of Agenda Coordination	1/8/2020	1/8/2020

Office of Agenda Coordination	1/8/2020		Assigned	County Attorney	2/4/2020
REPORT:	TPW - No Sponsor - Pending Jan Cmte - County Attorney: Bruce Libhaber - Attachments: Contract - Page Numbers: 43

County Attorney	1/8/2020		Assigned	Bruce Libhaber		1/9/2020

Legislative Text

TITLE
RESOLUTION AUTHORIZING A ONE-YEAR OPTION TO RENEW, PURSUANT TO RESOLUTION NO. R-611-17, EFFECTIVE FEBRUARY 28, 2020 WITH LIMOUSINES OF SOUTH FLORIDA, INC., FOR THE PROVISION OF TRANSIT SERVICES AT THE RATE OF $45.09 PER BUS REVENUE HOUR, AND AUTHORIZING THE COUNTY MAYOR OR COUNTY MAYOR�S DESIGNEE TO EXECUTE DOCUMENTS NECESSARY TO EFFECTUATE THE SAME AND EXERCISE ALL PROVISIONS OF THE CONTRACT, EXCEPT THAT THE BOARD SHALL APPROVE THE EXERCISE OF ANY OPTIONS TO RENEW

BODY
WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board, pursuant to Resolution No. R-611-17, authorizes a one-year option to renew effective February 28, 2020 with Limousines of South Florida, Inc., for the provision of transit services at the rate of $45.09 per bus revenue hour; and further authorizes the County Mayor or County Mayor's designee to execute documents necessary to effectuate the same and exercise all provisions of the contract, except that the Board shall approve the exercise of any options to renew. A copy of the Contract is on file with and available from the Transportation Strategic Planning Division, Department of Transportation and Public Works.

HEADER
Date:

To: Honorable Chairwoman Audrey M. Edmonson
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Resolution Authorizing a One-Year Option to Renew with Limousines of South
Florida, Inc., Effective February 28, 2020, for the Provision of Transit Services at
a Rate of $45.09 per Bus Revenue Hour

STAFF RECOMMENDATION
Recommendation
It is recommended that the Board of County Commissioners (Board) authorizes a second one-year option to renew with Limousines of South Florida, Inc. (LSF) from February 28, 2020 to February 27, 2021.

Scope
If approved, the current contractor, LSF will continue providing service beyond the existing term limit of February 27, 2020, for an additional year, at the same hourly rate of $45.09 per hour and under the same conditions of the current Agreement.

The impact of this item is countywide in nature. With approval of this item, the contractor will continue to provide service for transit routes 1, 29, 35/35a, 46, 56, 71, 72, 82, 101(A), 115, 202, 210, 211, 212, 217, 246, 248, 254, 267, 272, 286, 344 and the Biscayne Gardens Circulator (route 155), as well as Life Line routes Green Hills, Kings Creek, Sierra Lakes, Robert Sharp, Ahepa, and Federation Gardens (Exhibit A).

Fiscal Impact/Funding Source
The total estimated costs associated with the services described above is $11,609,818 annually, budgeted in the Department of Transportation and Public Works (DTPW) Operating Fund. Not renewing this contract may result in approximately $12,282,762 in additional costs not included in the Adopted Budget for FY 2019-20 for the bus routes to be operated by DTPW directly.

Track Record/Monitor
The Project Manager is Joel Perez, General Superintendent, Bus Operations, DTPW. The contracted routes are randomly monitored by DTPW Operation Supervisors throughout Miami-Dade County (County) for contract compliance including ADA and vehicles requirements and route performance. Additionally, DTPW Bus Operations staff monitor performance utilizing the vehicle locator system (GPS) to verify daily departures from facilities and random trips throughout the routes.

DTPW Bus Operations staff recently performed ride checks on contracted routes. Customer feedback was obtained for improvement of service. Approximately 91 percent of customers provided positive comments related to contracted Bus Operators friendliness, courtesy and attentiveness to customer needs. Out of vehicles inspected, 95 percent met DTPW�s operational requirements for A/C, cleanliness, destination signs (front and side), pull cords working and the required County decals. Vehicles found with deficiencies were reported to contractor. Additionally, 96 percent of the vehicles inspected started on time and 74 percent maintained their on-time performance throughout the route.

DTPW Bus Operations Staff and the Contractor hold daily conference calls to review complaints from the previous day and to address any concerns that may potentially impact service. Since the commencement of contract year 2019, complaints have been reduced by an average of 37 percent.

Background
On June 6, 2017, the Board approved Resolution No. R-611-17, authorizing the accessing of City of Miami Contract No. 18483 with LSF for the provision of public transit services for Miami-Dade County DTPW. The Board expressly required that any future options to renew be brought before the Board for approval. On November 18, 2018, the Board authorized a one-year option to renew, effective February 27, 2019, with LSF for the provision of transit services at the rate of $45.09 per bus revenue hour. The City of Miami has informed DTPW that they have exercised the option to renew for an additional one-year period (Exhibit B). DTPW recently performed a market research analysis and determined that continuing to access the City of Miami�s (City) contract at this time is more favorable then initiating a new procurement process for the provision of public transit services for Miami-Dade County (Exhibit C).

Per contract, vehicle capacity could range from eight to 25 passengers. However, the Contractor has surpassed the requirements of the contract by providing some larger vehicles to accommodate passenger demand/load at no cost to the County. Out of the 77 vehicles assigned to this contract, 14 have a capacity of 26-35 passengers. Prior to be being placed in service, all new vehicles are inspected by DTPW�s Bus Operations Staff for compliance with all contract requirements. All vehicles are wheelchair accessible and are equipped with illuminated electronic destination signs. Eighty-eight percent of the vehicles are equipped with bicycle racks and the remaining will have bicycle racks installed by the end of January 2020. Additionally, 18 percent of the vehicles assigned to this contract surpass the contract requirement of eight to 25 passenger capacity at no cost to the County. Five vehicles with a capacity of 35 passengers have been purchased to replace smaller vehicles and are currently being prepared to be put into service on routes 35 and 272.

At this time, DTPW is working with the Transit Alliance to develop a bus network redesign that will affect the capacity of the vehicles needed to run certain routes. It is beneficial to keep this contract in place until the network redesign is completed and approved. Once this occurs and fleet size requirements are known, a procurement can be initiated to replace this contract as necessary. This future solicitation may include an option for a vendor to utilize DTPW vehicles to provide service, leveraging recent investments in vehicles, fuel facilities and maintenance facilties.

Delegated Authority
If this item is approved, the County Mayor or County Mayor�s Designee will have the authority to exercise all provisions of the contract, excluding extensions or renewals, pursuant to Section 2-1.1 of the Code of Miami-Dade County and pursuant to Implementing Order 3-38.

Due Diligence
In compliance with Resolution No. R-187-12, due diligence prior to contract award was conducted in accordance with the Internal Services Department�s Procurement Guidelines to determine contractor responsibility, including verifying corporate status and review of performance or compliance issues. The lists referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. There were no adverse findings relating to contractor responsibility.

Applicable Ordinances and Contract Measures
� The two percent User Access Program does not apply due to accessing an awarded contract.
� The Small Business Enterprise Bid Preference and Local Preference Ordinances do not apply due to accessing an awarded contract.

_______________________
Jennifer Moon
Deputy Mayor