C7G - Approve Amendment to Increase Service Level Wit...

Resolutions - C7 G

COMMISSION MEMORANDUM

RECOMMENDATION

The City Administration ("Administration") recommends that the Mayor and City Commission ("City Commission") approve the Resolution.

BACKGROUND/HISTORY

At the February 21, 2024 City Commission meeting, item R2 A to issue Request for Proposals (RFP) 2024-060-DF for Waterway Cleanup and Debris Removal was discussed and approved. However, during the discussion, a request for an enhancement of the budget to increase the level of service for waterway cleanup and maintenance was referred by the Mayor and City Commission to be heard at the Finance and Economic Resilience Committee.

At the May 15, 2024 City Commission meeting, item C2 D was approved, authorizing the Administration to enter into negotiations with AEI as the top-ranked proposer in response to Request for Proposals (RFP) 2024-060-DF (based on prior funding allocations).

At the May 24, 2024 Finance and Economic Resilience Committee, item eleven (11) was discussed and the Committee unanimously moved the item to be heard at City Commission with a favorable recommendation of increasing funding for waterway clean-up to $520,000 as well as staff to review a potential increase in the Environmental and Sustainability franchise fee rate for the future Waste Hauler agreement to help cover the additional cost.

At the June 26, 2024 City Commission Meeting, item C7 K was approved; accepting the recommendation of the Finance and Economic Resilience Committee to increase funding for waterway clean-up to a total amount of $520,000 in the FY 2025 budget and direct the Administration to review a potential increase in the Environmental and Sustainability franchise fee rate for the future Waste Hauler agreement to help cover the additional cost.

ANALYSIS

The Administration is requesting that the City Commission approve the increase in the level of service and funding for Adventure Environmental, Inc, (AEI) pursuant to (1) a competitive procurement process, and (2) the increased budgetary funding directed by the Mayor and City Commission for the FY 2025 operating budget. On May 15, 2024, pursuant to Request for Proposals (RFP) 2024-060-DF, the Mayor and City Commission approved a resolution authorizing the Administration to enter into negotiations with AEI as the top-ranked proposer. On August 5, 2024, the City and AEI finalized said negotiations and entered into an agreement for

three (3) years with one (1) two-year renewal term or two (2) one-year renewal terms, to be exercised at the sole discretion of the City. After the agreement was finalized, the Administration was then procedurally able to negotiate with AEI for additional cleanup services to include two (2) more days of service and for hot spots where trash may collect and specifically adding organic vegetation.

There are approximately 60 miles of waterways in and around the City which is equal to about 3,000 acres of canals, basins, and waterways. The City's waterways are defined as the waters within 1,000 feet from the shoreline incorporated by the City and includes, but is not limited to Tatum Waterway, Normandy Waterway, Biscayne Point, Biscayne Waterway, Surprise Lake, Surprise Waterway, Flamingo Waterway, Sunset Lake, Sunset Islands Canals, Indian Creek Waterway, Lake Pancoast, and the Collins Canal.

Maintaining clean waterways has always been a priority for the City of Miami Beach. Biscayne Bay and its associated waterways provide habitat for a variety of marine life and litter in the waterways harms that wildlife, creates unpleasant conditions for recreation, and is an aesthetic concern for residents and visitors. Currently, AEI works three (3) days per week removing litter from the waterways, including major hotspots for trash/litter accumulation. The litter is removed by hand by a barge operator so as to not entrap or harm living organisms.

Keeping waterways free from debris also aids in lowering the amount of nutrients like nitrogen and phosphorus entering the waterways and Biscayne Bay. This is important because increased nutrients are one of the main pollutants that are degrading the water quality and health of Biscayne Bay.

The current contract with AEI includes the removal of inorganic materials such as shopping carts and chairs as well as larger organic materials like branches, trees, and palm fronds, especially when creating hazards to navigation. However, the contract does not include the removal of organic material such as coconuts, floating seaweed, and grass clippings. On February 3, 2025, the advanced level of service was negotiated to increase the cost from approximately $192,000 to $504,000 annually for routine maintenance.

The elevated level of service for waterway cleanliness and resident satisfaction would include the following: • Increase from three (3) to five (5) days per week alternating days between North and South (inorganic only); • AEI agrees to remove all debris, including all organics, from Lake Pancoast (a known hot spot basin due to geography and tides) on every day that location is visited; • AEI agrees to remove anything that comes in via resident complaint regardless of whether the debris is organic or inorganic; • AEI agrees to add one (1) day per week (alternating N and S each week) including organics, regardless of resident complaint or Lake Pancoast location. Support for this enhancement request is based on direction from the City Commission, some resident complaints regarding vegetation and lawn clippings, and the 2024 Community Satisfaction Survey.

FISCAL IMPACT STATEMENT

$520,000 approved in the FY 2025 budget for the waterway cleaning contract, routine maintenance portion of the contract to include this elevated level of service was negotiated to $504,000 from the current level of service at $192,000. The increase accounts for additional service days and consideration for additional vegetation’s associated disposal fees for the increased mass.

Does this Ordinance require a Business Impact Estimate? (FOR ORDINANCES ONLY)

If applicable, the Business Impact Estimate (BIE) was published on: See BIE at: https://www.miamibeachfl.gov/city-hall/city-clerk/meeting-notices/

FINANCIAL INFORMATION

Public Works Sanitation 435-0430-000312-29-413-511-00-00-00

CONCLUSION

The Administration recommends the Mayor and City Commission adopt the resolution to approve an increase to the current level of service provided by Adventure Environmental, Inc., the City’s awarded waterway cleaning contractor, as approved in the FY 2025 budget. The additional level of service is designed to be directly responsive to residents by adding additional cleanup days, responding to complaints, improving cleanup at known hot spots, and adding a wider variety of organics which were not previously included.

Applicable Area

Citywide

Was this Agenda Item initially requested by a lobbyist which, as defined in Code Sec. 2-481, includes a principal engaged in lobbying? No

If so, specify the name of lobbyist(s) and principal(s):

Department

Environment and Sustainability

Sponsor(s)

Commissioner David Suarez

Co-sponsor(s)

Condensed Title

Amendment to Waterway Cleaning Contract. (Suarez) EN

Previous Action (For City Clerk Use Only)