C7X - Waive Bidding for Wet Screen Hauling

Resolutions - C7 X

C7 X A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY A 5/7TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT FOR WET SCREEN HAULING SERVICES PROVIDED BY WASTE MANAGEMENT INC. OF FLORIDA IN EXCESS OF THE EXISTING ITQ THRESHOLD, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY; AND FURTHER, AUTHORIZING PAYMENT TO WASTE MANAGEMENT INC. OF FLORIDA, IN THE AMOUNT OF $41,724.07, FOR SAID SERVICES. Applicable Area:

COMMISSION MEMORANDUM

RECOMMENDATION

The Administration recommends approving the Resolution.

BACKGROUND/HISTORY

The wet screen hauling service involves the rental of a 20-yard roll-off container and the semi- weekly collection of wet screen materials. These materials include, but are not limited to, sand, sediment, plastic bottles, ordinary waste, and other organic/inorganic substances collected during stormwater system cleaning. This service is essential as a preventive measure to avoid exposure to raw sewage debris and to safeguard the health of City residents, visitors, and businesses.

Historically, these services were secured through an informal Invitation to Quote (ITQ), as annual expenditures did not exceed $100,000. However, in fiscal year 2024, the increased demand for these services indicated that the City would need to issue a formal Invitation to Bid (ITB) to establish a long-term contract, with the anticipated need surpassing $100,000 annually.

ANALYSIS

On March 23, 2024, ITQ 2024-030-PW was issued and awarded to Waste Management, Inc. of Florida (Waste Management), the lowest bidder. The Public Works Department (Public Works) authorized services and issued purchase orders up to the amount of $100,000.

Due to the increased amount of debris being removed from the stormwater system and the additional cleaning requests placed on the Stormwater Division due to special projects assisting other departments citywide, the service needs to be increased from once-weekly to twice-weekly pickups.

It became evident that the City would need to establish a long-term contract for these services, as the anticipated need would exceed $100,000 annually. Therefore, Public Works began collaborating with the City's Procurement Department to issue a formal ITB. The ITB was issued on March 3, 2025, and awarded on May 21, 2025, to Coastal Waste & Recycling Inc.

During the period between the issuance and awarding of the ITB, Public Works continued to request services from Waste Management. These services exceeded the authorized amount under the ITQ by $41,724.07 (Attachment A).

Since the authority of the ITQ covered expenditures up to the formal bidding threshold of $100,000, any amount exceeding this requires City Commission approval of a waiver of the competitive requirements. This item seeks City Commission approval to pay Waste Management for the wet screen hauling services provided to the City in the total amount of $41,724.07.

FISCAL IMPACT STATEMENT

$41,724.07 427-0427-000325-29-413-517-00-00-00- Contract Maintenance

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/

CONCLUSION The Administration recommends approving the Resolution.

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

Public Works

Sponsor(s)

Co-sponsor(s)

Condensed Title

Waive Bidding/Authorize Payment to Waste Management, Wet Screen Hauling Services. PW 5/7

Previous Action (For City Clerk Use Only)

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Payment Terms

Total Due by 07/02/2025 If Received after 07/02/2025

2194000160226753009022618280000050115200004054336 1

10290059

CITY OF MB PUBLIC WORKS OPERATIONS DEPT 451 DADE BLVD MIAMI BEACH FL 33139-1508

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Customer ID:

16-02267-53009

Service Period: Invoice Date: Invoice Number:

$40,543.36

If payment is received after 07/02/2025: $ 41,724.07

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2261828-2194-3

16-02267-53009

Amount

Total Due

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Details for Service Location: City Of Miami Beach Wet Screen Hauling, 451 Dade Blvd, Miami Beach FL 33139-1508

Description 20 YD ROLLOFF DISPOSAL PER TON Ticket Total

20 YD ROLLOFF

DISPOSAL PER TON Ticket Total

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16-02267-53009

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DETAILS OF SERVICE - continued

Details for Service Location: City Of Miami Beach Wet Screen Hauling, 451 Dade Blvd, Miami Beach FL 33139-1508

Description PRORATE AUTO

20YD CONTAINER SVC CHG ADMINISTRATIVE CHARGE MIAMI BEACH FRANCHISE FEE 20% MB GREEN INITIATIVE 2.00% Late Payment Charge for 04/02/2025 Invoice 2214225 Late Payment Charge for 03/04/2025 Invoice 2192352 Late Payment Charge for 02/04/2025 Invoice 2156460 Total Current Charges

Page 3 of 3

Customer ID:

16-02267-53009

Customer Name:

CITY OF MB PUBLIC WORKS OPERATIONS DEPT

16-02267-53009

Customer ID:

PO#: 20231611-00

Date Ticket Quantity Amount

0.00

05/01/25 1.00 143.00 8.50 736.38 73.63 5.85 250.65 263.15 5,011.52

05/02/25 05/03/25 05/05/25

RESOLUTION NO.

_

A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER AND WAIVING, BY A 517TH VOTE, THE FORMAL COMPETITIVE BIDDING REQUIREMENT FOR WET SCREEN HAULING SERVICES PROVIDED BY WASTE MANAGEMENT INC. OF FLORIDA IN EXCESS OF THE EXISTING ITQ THRESHOLD, FINDING SUCH WAIVER TO BE IN THE BEST INTEREST OF THE CITY; AND FURTHER, AUTHORIZING PAYMENT TO WASTE MANAGEMENT INC. OF FLORIDA, IN THE AMOUNT OF $41,724.07, FOR SAID SERVICES.

WHEREAS, wet screen hauling services involve the rental of a 20-yard roll-off container and the semi-weekly collection of wet screen materials; and

WHEREAS, these materials include, but are not limited to, sand, sediment, plastic bottles, ordinary waste, and other organic/inorganic substances collected during stormwater system cleaning; and

WHEREAS, these services are essential as a preventive measure to avoid exposure to raw sewage debris and to safeguard the health of City residents, visitors, and businesses; and

WHEREAS, historically, these services were secured through an informal Invitation to Quote ("ITQ"), as annual expenditures and did not exceed $100,000; and

WHEREAS, accordingly, on March 23, 2024, ITQ 2024-030-PW was issued and awarded to Waste Management Inc. of Florida ("Waste Management"), the lowest responsive bidder;

WHEREAS, pursuant to this ITQ, the Public Works Department ("Public Works") authorized services and issued purchase orders up to the amount of $100,000; and

WHEREAS, due to the increased number of debris being removed from the stormwater system and the additional cleaning requests placed on the Stormwater Division due to special projects assisting other departments citywide, the service needs increased from once-weekly to twice-weekly pickups; and

WHEREAS, it became evident that the City would need to establish a long-term contract for these services, as the anticipated need would exceed $100,000 annually; and

WHEREAS, therefore, Public Works began collaborating with the City's Procurement Department to issue a formal Invitation to Bid ("ITB"); and

WHEREAS, the 1TB was issued on March 3, 2025, and awarded on May 21, 2025, to Coastal Waste & Recycling, Inc.; and

WHEREAS, during the period between the issuance and awarding of the 1TB, Public Works continued to request services from Waste Management; and

WHEREAS, these services exceeded the authorized amount under the ITQ by $41,724.07; and

WHEREAS, because the Administration's authority under the ITQ was limited to expenditures not exceeding the formal bidding threshold of $100,000, any amount above that threshold requires a waiver of the formal competitive bidding requirement by the Mayor and City Commission; and

WHEREAS, the City Manager recommends that the Mayor and City Commission waive, by 5/7 vote, the formal competitive bidding requirement to authorize payment to Waste Management in the total amount of $41,724.07, for wet screen hauling services provided in excess of the ITQ threshold during the interim period before the award of a formal 1TB contract to Coastal Waste & Recycling, Inc.

NOW, THEREFORE BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager and waive, by a 517th vote, the formal competitive bidding requirement for wet screen hauling services provided by Waste Management Inc. of Florida in excess of the existing ITQ threshold, finding such waiver to be in the best interest of the City; and further, authorize payment to Waste Management Inc. of Florida, in the amount of $41,724.07, for said services.

PASSED and ADOPTED this day of 2025.

ATTEST:

Rafael E. Granado, City Clerk

Steven Meiner, Mayor

APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION

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Date