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L
TO Howard V. Gary
City Manager
CITY OF MIAMI, FLORIDA
INTEROFFICE MEMORANDUM
FPS'.'
Walter L. Pierce rr �'t,,y
Special Assistaw-
to the City Manager
Recommendation
DATE October 4, 1982
S U BJE Bus Shelters Contract
NEFE PENCES
E N._L OS �jPE.S
FILE
It is recommended that the City Commission be ura_ed to authorize
a new and revised Request for Proposals (RFP) for the selection of a
provider(s) for the placement of bus shelters throughout the City.
Background
_ The Initial invitation to submit proposals, pursuant to the passage and
adoption of Ordinance No. 9190 on October 30, 1980, was issued in February,
1981, delineated the specifications for providing a minimum of fifty (50)
bus shelters which would be without advertisinq at locations to be selected
by the City; the total number of shelters was to be 300. On March 17, 1981
the City Commission, at the request of the then City Manager, authorized a
reduction in the number of bus shelters without advertising to twenty-five
(25) and extended the bidding period from April 10 to April 24, 1981 to
permit City staff to meet with prospective bidders. On April 16 the City
Commission again extended the bidding period, this time until June 24, 1981.
During March, 1981, letters were received from two prospective bidders
requesting several changes in the proposal specifications. On March 30 a
pre -bid conference was held with several representatives of the industry who
requested several changes in the specifications.
Unfortunately, of the many concerns raised by the prospective bidders, only
the number of bus shelters without advertising and the bid submittal
deadline were considered. However, no response was given to those bidders
corresponding with the City nor to those who attended the conference.
Additionally, after the conference, concerns arose as to how the proposed
shelters would be illuminated and by whom, whether or not bus shelters and
benches could be included in one proposal and the status of a design panel
or committee to consider bus shelters aesthetics. All of these issues and
others should have been presented to the City Commission for its input prior
to the award of bids.
The City's failure to address the concerns of potential bidders resulted in
our receiving only two (2) proposals for bus shelters; Convenience & Safety
Corporation of South Florida, Inc., was deemed to be a good bid while
the bid by JCDecaur Paris was considered not in compliance with the
specifications aelineated in the RFP.
M.
-2-
Assistant City Attorney John Copeland and I met and discussed on several
occasions a proposed contract with Convenience & Safety and subsequently
with Ackerley Communications of Florida, Inc., the successor to Convenience
& Safety. Ackerly has now communicated to the City its desire not to enter
into a contract since Ackerly feels a contract under the existing
specifications would not be in its best interest. We are now without a
bidder as regards bus shelters.
It is therefore requested that a recommendation be made to the City
Commission to the effect that the administration be authorized to develop a
new RFP, one that addresses the concerns of prospective bidders as expressed
previously.
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