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AGENDA ITEM SUMMARY FORM
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�a ti Matter ID No. 15-1516
fr FILE ID: 15-00810
Date: 6/16/2015 Requesting Department: CITP
Commission Meeting Date:. 07/23/2015 District Impacted: All
Type: H Resolution ❑ Ordinance ❑ Emergency Ordinance ❑ Discussion Item ❑ Other
Subject: Authorizing the increase in capacity of Request for Proposals RFP, 274276 (17), On -Demand
Transportation Services with Transportation America, Inc, (Transportation America).
Purpose of Item:
To authorize the City Manager to execute Amendment No. 1 to the Professional Services Agreement with Transportation
America, Inc. (Transportation America), for the provision of On -Demand Transportation Services throughout the City for
the low income elderly and/or disabled, increasing the authorized expenditure limits and ridership capacity to a not -to -
exceed amount.of $465,000.00 and 25,000 trips respectively, for the third extension period (April 27, 2015 through April
26, 2016); and to a not -to -exceed amount of $580,000.00 and 30,000 trips respectively, for the fourth and final extension
period (April 27, 2016 through April 26, 2017), which represents an increase in capacity by $500,137.00 for the third and
fourth extensions. Additionally, to retroactively approve: a) an increase in authorized expenditure limit and ridership
capacity for the second extension period (April 27, 2014 through April 26, 2015) from $262,505.60 to $429,010.00 and
from 14,000 trips to 23,595 trips respectively, and b) the third option -to -renew period, effective as of April 27, 2015. The
total contract amount is not -to -exceed $1,979,970.00 (rounded to the nearest dollar). Funds are to be allocated from the
Charter County Transportation System Surtax Funds (Transit Surtax).
Backeround Information:
See attached.
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
. General Account No: N/A
Special Revenue Account No: Charter County Transportation Surtax Fund
CIP Project No: N/A
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost: N/A
Maintenance Cost: N/A
Total Fiscal Impact:, $6, 6,641 increase for 2nd 3"' and 4t' extension periods)
1�4ylll (SIGN AND DATE)
CITP Budget_
GrantsNJ_1
Risk Managen
Procurement _ Dept. Director
Chief City Manager!
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Background Information:
Pursuant to Resolution No. 12-0047 and RFP 274276 (17), the City Commission authorized the City Manager to execute a
Professional Services Agreement with Transportation America, to operate an On -Demand Transportation Service throughout
the City of Miami for the low income elderly and/or disabled, in an amount not -to -exceed $1,313,329, inclusive of all
extensions under the entire term.
The original contract ridership capacity of 14,000 annually has increased considerably based on increased marketing efforts
and community outreach. Ridership for the third extension is projected at approximately 25,000 (21,000 ambulatory and
4,000 non-ambulatory) and for the fourth and final extension period the projected ridership is 30,000 (24,000 ambulatory and
6,000 non-ambulatory),
The current remaining contract balance is insufficient to cover the costs associated with the increased ridership. Therefore, an
increase in expenditure limits is requested herein for the third and fourth extension periods. Additionally, there are
outstanding invoices for the second extension period due to the unanticipated increase in ridership. Consequently, retroactive
approval is being requested for an increase in authorized expenditure limit and ridership capacity for the second extension
period (April 27, 2014 through April 26, 2015) from $262,505.60 to $429,010.00 and from 14,000 trips to 23,595 trips
respectively.
Additionally, an oral City Commission directive issued at the Commission Meeting held on February 9, 2012, requesting that
extension options be subject to City Commission approval was not included in the final resolution. Through inadvertence,
the third extension period was not brought to the City Commission for approval; therefore; retroactive approval is being
requested for the third extension period.
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