C7AN - Waive Bid for Wet Screen Hauling

Resolutions - C7 AN

C7 AN 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