2004-25648 Reso
RESOLUTION NO. 2004-25648
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO ISSUE A
REQUEST FOR PROPOSALS FOR THE COLLECTION AND DISPOSAL OF
RESIDENTIAL SOLID WASTE, YARD TRASH AND BULK WASTE AND THE
OPERATION OF THE CITY'S GREEN WASTE FACILITY
WHEREAS, the City of Miami Beach has a need to contract for the collection and
disposal of residential solid waste, yard trash, and bulk waste; and
WHEREAS, the current contract with Browning Ferris Industries (BFI), expires on
October 31,2004; and
WHEREAS, the City has the option, at its sole discretion to renew the contract for the
last year; and
WHEREAS, BFI notified the City that they were not interested in renewing the
contract for the last one-year term under the current terms and conditions; and
WHEREAS, the current contract does not allow the City to negotiate different terms
and conditions; and
WHEREAS, the scope of work has been prepared by the Sanitation Division of the
Public Works Department for incorporation into a Request for Proposals (RFP) to be
issued by the Procurement Division; and
WHEREAS, the purpose of issuing an RFP is to obtain proposals from professional
waste collection vendors with the capability and experience to provide efficient and cost
effective waste collection and disposal services.
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 of Miami Beach, Florida authorize the City Manager to issue a Request for
Proposals for the collection and disposal of residential solid waste, yard trash, bulk waste
and the operation of the City's Green Waste Facility.
~~ rM-~
CITY CLERK
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
JiI$ 8;!.-d'(
PASSED, ADOPTED, AND APPROVED thi
ATTEST:
T:\AGENDA\2004\JuI2804\Consent\RFP Waste Collection RESO.doc
CITY OF MIAMI BEACH
COMMISSION ITEM SUMMARY
m
-
Condensed Title:
A Resolution authorizing the City Manager to issue a Request for Proposals (RFP) for the collection and
disposal of residential solid waste, yard trash and bulk waste and operation of the City's Green Waste
Facilitv.
Issue:
Shall the City of Miami Beach Commission authorize the City Manager to issue a RFP for residential solid
waste collection and disposal services?
Item Summary/Recommendation:
The current contract with Browning Ferris Industries (BFI) expires on October 31,2004. After the second
one-year term renewal, in early 2004, the local BFI Senior Management Team was replaced. Since then,
the City has experienced a decrease in quality of service. The City has the option, at its sole discretion to
renew the contract for the last year; however BFI notified the City in March 2004 that they are not interested
in renewing the contract under the current terms and conditions. The contract does not allow the City to
negotiate different terms and conditions; it only allows adjustments to price due to increase in Consumer
Price Index and increases in disposal costs. After March 2004, BFI's local operations have been offered up
for sale. Based on the above, the Administration believes it would not be in the City's best interest to force
a renewal since the potential of further service degradation would put the City in a position to have to
default the existing contractor.
The RFP Scope of Work addresses schedules, frequency, specific functions ofthe contractor, equipment,
response time, special events, and customer service. The total average residential accounts being
serviced monthly is approximately 6,373 with 1,000 tons of solid residential waste and yard trash being
collected. The following changes to the previous RFP Scope of Work were made: a second weekly yard
trash pick-up has been added; the number of holidays with no service have been reduced from four (4) to
one (1); successful bidder is required to provide new vehicles at the start of the contract; and only green
waste will be accepted at the City's Green Waste Facility.
The Administration recommends adoptino the Resolution.
Advisory Board Recommendation:
I
Financial Information:
Source of , ...
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Funds: 1)
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Finance Dept. Total.
Ci Clerk's Office Le islative Trackin
Robert Halfhill, Public Works Department
Si n-Offs:
Departmen
Assistant City Manager
T:\AGE DA\2004\Ju128041Consent1RFP Solid Waste Collection Summary.doc
AGENDA ITEM
DATE
C.70
7-Jg-Ol(
CITY OF MIAMI BEACH
CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139
www.miamibeachfl.gov
COMMISSION MEMORANDUM
Subject:
Mayor David Dermer and Date: July 28, 2004
Members of the City Commission
d ........---.
Jorge M. Gonzalez .f)/'-c-'l
City Manager U
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, AUTHORIZING THE CITY MANAGER TO
ISSUE A REQUEST FOR PROPOSALS (RFP) FOR THE COLLECTION
AND DISPOSAL OF RESIDENTIAL SOLID WASTE, YARD TRASH AND
BULK WASTE AND THE OPERATION OF THE CITY'S GREEN WASTE
FACILITY.
To:
From:
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BACKGROUND
A residential solid waste collection contract was awarded to Browning Ferris Industries
Waste Systems of North America (BFI) on October 18, 2000, expiring on October 31 , 2002.
Under the terms of the contract, the City has the option, at its sole discretion, to renew the
contract for up to three (3) consecutive one-year terms by giving the contractor written
notice of renewal at least sixty (60) days prior to renewal of the term. On September 26,
2002, the Mayor and Commission authorized the first one-year term renewal, expiring
October 31, 2003. On October 15, 2003, the Mayor and Commission authorized the
second one-year term renewal, expiring October 31,2004.
Under the terms of the contract, one-year term renewals shall be at the same cost to the
City as the previous terms, except for any rate adjustments authorized in accordance with
Increase in Disposal Costs and Consumer Price Index.
After the second one-year term renewal, in early 2004, the local BFI Senior Management
Team was replaced. Since the management change, the City has experienced a decrease
in quality of service including timeliness in responding to complaints.
BFI notified the City on March 11, 2004, that they were not interested in renewing the
contract for the last one-year term under the current terms and conditions, (Attachment A).
The current contract does not allow the City to negotiate different terms and conditions, it
only allows adjustments to price due to increases in Consumer Price Index and increases
in disposal costs. Since March 2004, BFI's local operations had been offered up for sale.
ANALYSIS
Based on BFI's unwillingness to continue for another year under the current terms of their
contract, their change in senior management, the increasing quality service issues, and BFI
local operations being offered up for sale, the Administration believes it would not be in the
City's best interest to force a renewal under the current terms and conditions ofthe contract,
since the potential of further service degradation would put the City in a position to have to
default the existing contractor.
Because the current contract expires on October 31, 2004, the City has started the process
to issue a Request for Proposals (RFP) which will result in a recommendation to the Mayor
and the Commission for a new service provider. A selection committee will be appointed to
evaluate all the proposals and make a recommendation for award based on cost,
experience, management team qualifications, and past proven performance. It is the
Administration's belief that there will be enough interest among local bidders to generate a
competitive price. The Administration intends to recommend award and issue Notice to
Proceed in September 2004. This would give ample time to the successful bidder for proper
transition and avoid any interruption of service to the residents
The attached Scope of Work, (Attachment B) for the Request for Proposals (RFP) has been
developed by the Sanitation Division of the Public Works Department. The Scope of Work
addresses schedules, frequency, specific functions of the contractor, equipment, response
time, special events, and customer service. The total average residential accounts being
serviced monthly is approximately 6,373 with approximately 1,000 tons of residential solid
waste and yard trash and bulk waste being collected per month. The RFP will form the basis
for the selection of vendor(s) and the negotiation of a multi-year contract.
The following changes to the previous RFP Scope of Work were made: a second weekly
yard pick-up has been added; the number of holidays with no service has been reduced from
four (4) to one (1); successful bidder is required to provide new vehicles at the start of
contract; and only green waste will be accepted at the City's Green Waste Facility.
RECOMMENDATION
The Administration recommends issuance of the RFP.
JMG/RM/FB
T:\AGENDA\2004\JuI2804\Consenl\RFP Solid Waste Collection MEMO.doc
ATTAC/~ml::?l^11 A-
March 11, 2004
Bf,
Mr. AI Zamora
Sanitation Director
City of Miami Beach
140 Mac Arthur Causeway
Miami Beach, Florida 33139
RE: Service Agreement for the Collection and Disposal of Residential Solid
Waste, Yard Trash, Bulk Waste and Operation of the City's Solid Waste
Management Facility.
Dear Mr. Zamora,
As you know, the current above named contract expires on October 31,
2004. Though BFI wants very much to continue it's long established
working relationship with the City of Miami Beach, we are advising you that
we are not able to request an extension of this contract at it's expiration
under the current terms and conditions.
We felt it best to advise you as soon as possible so that you may begin work
on a Request for Proposals (RFP). If however, the City is interes,ted in
discussing alternative terms, please know that we are willing to immediately
begin those discussions.
We have always been proud to provide solid waste collection services to the
residents of the City of Miami Beach. If a new RFP is forthcoming, we will
definitely respond. Thank you for the time and effort you've spent working
with us. We look forward to hearing from you soon.
'~
~i~
Mike DeMarco
General Manager
lA
3840 Northwest 37th Court. Miami, Florida 33142
Phone 305-638-3800 . Fax 305-634-4272
www.bfi.com
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GENERALINFO~ATION
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SECTION 11- SCOPE OF SERVICES
1. LIAISON BETWEEN CITY AND CONTRACTOR
All dealings, contracts, notice and payments between the Contractor and the City shall be
directed by the Contractor to the City Manager or the City Manager's designee. All
references herein to the City Manager shall also include a designee of the City Manager.
la. ROUTE INFORMATION
SOUTH BEACH
(Biscayne Street to 41st Street, including
islands - approximately 1,240 units)
Mon. & Thurs., Solid Waste & Yard Trash
MIDDLE BEACH NORTH BEACH
(41st Street to 67th Street- (67th St. to 87th Terrace-
approximately 2,743 units) approximately 2,390 units)
Tues. & Fri., Solid Waste & Yard Trash Wed. & Sat., Solid Waste & Yard Trash
The total average units serviced monthly is approximately 6,373, with approximately 1000
tons of solid waste and yard trash being collected. There is no limit to the amount of such
waste and yard trash that the Contractor will be required to collect.
Avg. # of Units
Serviced Monthly
Residential, Duplexes,
Townhouses
5,426 (5,309 Single Family, 117 Townhouse & Duplexes)
Multiple Dwelling Building
946 (units)
lb. DUMPING REQUIREMENTS
All garbage and yard trash must be disposed in accordance with County, State and Federal
regulations.
2.0 COMMENCEMENT OF WORK
The work outlined in these specifications shall commence immediately upon receipt of a
Notice to Proceed.
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
11
3.0 TERM ~
3.1 The term ofthe Contract shall be for the period ofthree-years beginning from date of
award.
3.2 The City shall have the option, at its sole discretion, to renew this Contract for up to
two (2) consecutive one-year term extensions by giving written notice of renewal at
least sixty (60) days prior to the end of the previous term. Such renewal shall be at
the same cost to the City as the cost of the previous term, including any rate
adjustments authorized in accordance with sections 11.11, 14.3 and 14.4.
4.0 DEFINITION OF TERMS
The following terms shall have the following meanings:
4.1 Authorized Representative: The employee or employees designated by the City
Manager to represent the City in the administration and supervision ofthis Contract.
4.2 Proposer: Any person, firm, corporation, organization, or entity submitting a
proposal for the work proposed.
4.3 Biohazardous Waste: Any solid waste or liquid waste which may present a threat of
causing disease or infection to humans. The term includes, but is not limited to, non-
liquid human tissue and body parts; laboratory and veterinary waste which contains
human-disease-causing agents; used disposable sharps, human blood, and human
blood products and body fluids; diseased or dead animals; and other materials which
in the opinion of the Florida Department of Health represent a significant risk of
infection to persons outside the generating facility.
4.4 City: City of Miami Beach, Florida, and its authorized representatives.
4.5 Construction and Demolition Debris: Materials generally considered to be not
water soluble and nonhazardous in nature, including, but not limited to, steel, glass,
brick, concrete, or asphalt roofing material, pipe, gypsum wallboard, and lumber,
from the construction or destruction of a structure as part of a construction or
demolition project, and including rocks, soils, tree remains, and other vegetative
matter which normally results from land clearing or land development operations for
a construction project.
4.6 Contract or A2reement: The contract executed by the Owner and the Contractor for
the performance of the work. The Contract shall contain substantially the terms
provided herein or in any purchase order issued pursuant to the provisions contained
herein.
4.7 Contractor or Vendor: The person, firm, corporation, organization, or entity with
whom the Owner has executed a contract for performance ofthe work or supply of
equipment or materials, and its duly authorized representative.
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
12
4.8 Disposal Costs: The "tipping fees" charged to the Contractor for disposal of the
garbage and trash collected by the Contractor.
4.9 Garbal!e: Every refuse accumulation of animal, fruit,~, or organic matter
that attends the preparation, use, cooking and dealing i~age of, meats, fish,
fowl, fruit or vegetables, and decay, putrefaction and the generation of noxious or
offensive gases or odors, or which, during or after decay, may serve as breeding or
feeding material for flies or other germ-carrying insects.
4.10 Garbal!e Can or Container: A container made of galvanized metal, durable plastic
on other suitable material of a capacity not less than ten gallons and not to exceed
thirty gallons approved for use by the City Manager or his designee. Such container
shall have two handles upon the sides thereof, or a bail by which dirt may be lifted,
and shall have a tight fitting solid top.
4.11 Garden and Yard Trash: Any and all accumulations of grass, palm fronds, leaves,
branches, shrubs, vines, trees, tree stumps, and other similar items generated by the
maintenance oflawns, shrubs, gardens and trees.
4.12 Hazardous Waste: Solid waste, or a combination of solid wastes, which, because of
its quantity, concentration, or physical, chemical, or infectious characteristics, may
cause, or significantly contribute to an increase in mortality or an increase in serious
irreversible or incapacitating reversible illness or may pose a substantial present or
potential hazard to human health or the environment when improperly transported,
disposed of, stored, treated, or otherwise managed.
4.13 Household Furniture: All movable compactable articles or apparatus, such as
chairs, tables, sofas, mattresses, etc., for equipping a house.
4.14 Household Trash: Accumulations of paper, magazines, packaging, containers,
sweepings, and all other accumulations of a nature other than garbage or lawn trash,
which are usual to housekeeping and to the operation of stores, offices and other
business places. Household trash shall include, but not be limited to, all small
appliances, small furniture, yard toys, and building material waste from residential
do-it-yourself proj ects. Waste generated by building contractors or subcontractors is
not household trash.
4.15 Industrial Wastes: Any and all debris and waste products generated by
manufacturing, food processing (except restaurants), land clearing, any commercial
shrubbery or tree cuttings, building construction or alteration (except do-it-yourself
projects) and public works type construction projects whether performed by a
government unit or by contract. Industrial wastes are not included in the scope of this
contract.
4.16 Infectious Waste: Those wastes which may cause disease or may reasonably be
suspected of harboring pathogenic organisms. Included are wastes resulting from the
operation of medical clinics, hospitals, and other facilities producing wastes which
may consist of, but are not limited to, diseased human and animal parts, contaminated
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
13
bandages, pathological specimens, hypodermic needles, contaminated clothing, and
surgical gloves.
4.17 Landfill: Any solid waste land disposal area for which a permit, other than a
general permit, is required by s.403.707, Florida Statutes, that receives solid waste
for disposal in or upon land other than a land-spreading site, injection well, or a
surface impoundment.
4.18 Loose Refuse: Any refuse either garbage or trash, stored in and collected from any
type of container other than a mechanical container or garbage can as described in
Section 4.12. Refuse which is collected from the ground is considered loose refuse.
4.19 Mechanical Container: Any detachable metal container designed or intended to be
mechanically dumped into a loaderlpacker type of garbage truck used by the
Contractor.
4.20 Multiple Dwellini!: Buildini!:: Any building containing two (2) but not more than
eight (8) permanent living units, not including motels and hotels. Buildings
containing over eight (8) living units are classified as commercial accounts unless
service of a different nature is approved by the City Manager.
4.21 Performance Bond: The form of security approved by the City and furnished by the
Contractor as required by the Contract as a guarantee that the Contractor will execute
the work in accordance with the terms ofthe Contract and will pay all lawful claims.
4.22 Recvclable Materials: Those materials which are capable of being recycled and
which would otherwise be processed or disposed of as solid waste.
4.23 Recvclini!:: Any process by which solid waste or materials which otherwise become
solid waste are collected, separated, or processed and reused or returned to use in the
form of raw materials or products.
4.24 Residential Solid Waste: A mixture of garbage and trash resulting from the normal
housekeeping activities of a residence.
4.24A Residence: (Single Family) a detached building designed for or occupied exclusively
by one family.
4.25 Refuse: Both rubbish and garbage or a combination or mixture of rubbish and
garbage, including paper, glass, metal, and other discarded matter, excluding
recyclable materials.
4.26 Refuse Rei!:ulations: Regulations prescribed by the City together with such
administrative rules, regulations, and procedures as may be established for the
purpose of carrying out or making effective the provisions of the Contract.
S
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
14
4.27 Remodelin2 and Home Repairs Trash: Materials accumulated by the homeowner
or tenant during the course of a self-performed improvement project, prepared in
lengths not to exceed five (5) feet or forty (40) pounds in weight.
4.28 Residential Service: The refuse collection service provided to persons occupying
residential dwelling units within the designated area, who are not receiving
commercial service.
4.29 Solid Waste: Refuse, yard trash, clean debris, white goods, special waste, refuse,
and other discarded material.
4.30 Solid Waste Disposal Facilitv: Any solid waste management facility which is the
final resting place for solid waste, including landfills and incineration facilities that
produce ash from the process of incinerating municipal solid waste.
4.31 Special Waste: Solid wastes that can require special handling and management,
including, but not limited to, asbestos, whole tires, used tires, used oil, lead-acid
batteries, and biological wastes.
4.32 Specifications: Directions, provisions, and requirements contained in the Request
for Proposals, together with any written contract made or to be made setting out or
relating to the methods and manner for the work to be carried out.
4.33 White Goods: Discarded refrigerators, ranges, water heaters, freezers, small air
conditioning units, and other similar domestic and commercial large appliances.
4.34 Yard Trash - Re2ular: Vegetative matter resulting from yard and landscaping
maintenance, including materials such as tree and shrub trimmings, grass clippings,
palm fronds, or small tree branches not in excess offour (4) feet in length and four
(4) inches in diameter. Such trash shall be bundled or placed in containers which are
susceptible to normal loading and collection as other residential solid waste. No
bundle or filled container shall exceed fifty (50) pounds in weight.
4.35 Yard Trash- Bulk: Large cuttings of vegetative and wood matter which are part of
normal yard maintenance which cannot be cut for placement in a container, bag, or
bundle due to the material exceeding the weight and size restrictions for regular yard
trash. Bulk yard trash shall be of a type as to be readily handled by the mechanical
equipment of the Contractor and bulk yard material shall not exceed six (6) feet in
length. Bulk yard trash does not include any form or matter or debris resulting from
tree removal, land clearing, land development, building demolition or home
improvement. Home improvements as defined herein would include but not be
limited to carpeting, cabinets, dry wall, lumber, paneling, and other such construction
related materials. Carpeting will be picked up by the Contractor if cut to lengths of
six (6) feet or less and bundled. Bulk yard trash does not include automobiles and
automotive components, boats and internal combustion engines.
8
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
15
4.36 Special Pick-Up: Garden trash, tree and shrubbery trash, and any other household
debris which is not ready to be picked up on the scheduled bulk trash pick up day, or
the second scheduled garbage pick up day per week, can be picked up at the
owner'sloccupant's expense by calling the contractor for a special pick up. The
contractor shall quote price for special pick ups and collect fee from owner.
SERVICES TO BE PERFORMED BY CONTRACTOR - SOLID WASTE PROGRAM
5.0 DESCRIPTION OF WORK
5.1 The Contractor shall provide residential solid waste collection services within the
City limits of Miami Beach, disposing of same as provided herein. The City will be
responsible for the billing and collection of solid waste fees from residential
customers.
5.2 The Contractor shall provide, at his own expense, all labor, insurance, supervision,
machinery and equipment, plant building, trucks and any other tools, equipment,
accessories, and things necessary to maintain the standard of collections and disposal
set forth herein.
5.3 Protection of Adiacent Property and Utilities: The Contractor shall conduct his
work in such a manner as to avoid damage to adjacent private or public property and
shall immediately repair or pay for any damage incurred through its operations. The
Contractor shall take cognizance of all existing utilities and shall operate with due
care in the vicinity of such utilities and shall immediately repair or have repaired at
no additional cost to the owner any breakage or damage caused by its operation.
5.4 Spillae:e: The Contractor shall not litter or cause any spillage to occur upon the
premises or the rights-of-way wherein the collection shall occur. The Contractor may
refuse to collect any solid waste that has not been placed in a receptacle, as provided
herein. During hauling, all solid waste shall be contained, tied, or enclosed so that
leaking, spilling, and blowing is prevented. In the event of any spillage caused by the
Contractor, the Contractor shall promptly clean up all spillage.
6.0 RESIDENTIAL COLLECTION SERVICE
6.1 The Contractor shall collect and dispose of all garbage, yard trash, and solid waste
(except special waste, paragraph 4.32) from all single-family homes, multiple
dwelling buildings of eight (8) or fewer units under common ownership as identified
by the list that will be provided by the City. The Contractor shall also remove debris
such as fallen branches from the swale areas during regular pickups.
6.1.1 FreQuencv of Collection: The Contractor shall collect solid waste from places of
residence within the contract collection area at least two (2) times per week, with
collections at least three (3) days apart. The Contractor shall collect yard trash at
curbside every scheduled garbage picks up day of the week.
RFP NO.:
DATE:
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
16
8
6.1.2 Holiday: The only holiday with no service to residents will be Christmas Day.
6.1.3 Hours of Collection: Collection shall begin no earlier than 7:00 A.M. and shall
cease no later than 7:00 P.M. In the case of an emergency, collection may be
permitted at times not allowed by this paragraph, provided the Contractor has
received prior approval from the City Manager, to be later evidenced by a written
memorandum confirming the approval. Should the Contractor not confirm and
obtain in writing the approval to operate on an emergency basis, it shall be
conclusively presumed that the Contractor had not obtained such approval.
6.1.4 Point of Pickup of Residential & Multiple Dwellinl! Garbal!e: Collections of
garbage and rubbish shall be at the house backyard or side yard and at ground level.
6.1.5 Receptacle: The Contractor shall be required to pick up all garbage and rubbish
from residential units which have been properly prepared and stored for collection as
follows:
All garbage, trash, and rubbish shall be placed in a garbage can or in such other
plastic disposal bag and shall be placed at curbside or at such other single collection
point as may be agreed upon by the Contractor and the customer.
Usual household trash shall either be placed in containers where it shall be collected
in the same manner as garbage or at curbside. Non-containerized trash shall be
collected providing that it does not exceed four (4) feet in length nor be greater than
fifty (50) pounds in weight for any piece or segment of such materials.
6.1.6 Method of Collection of Residential Garbal!e: The Contractor shall make
collections with a minimum of noise and disturbance to the householder. Any
garbage or trash spilled by the Contractor shall be picked up immediately by the
Contractor. Garbage receptacles shall be handled carefully by the Contractor, shall
not be bent or otherwise abused, and shall be thoroughly emptied and then left at the
proper point of collection. Metal cans can be replaced upright with covers securely
and properly in place on the cans-or can be inverted with covers placed topside up on
the ground next to the container. Plastic cans shall be inverted with covers placed
topside up on the ground next to the container. Any type receptacle found in a rack,
cart or enclosure of any kind shall be returned upright to such rack, cart or enclosure
and lids shall be placed securely and properly on the top of said receptacles. In the
event of damage by the Contractor for garbage receptacles, the Contractor shall be
responsible for the timely repair or replacement of said receptacles.
7.0 SCHEDULES AND ROUTES
7.1
The Contractor shall provide the City with schedules for all collection routes and
keep such information current at all times. If any change in the collection routes
occurs, then the City shall be immediately notified in writing. The City Manager
shall approve all permanent changes in routes or schedules that alter the day of
pickup. Upon approval of the City Manager, the Contractor shall publish in a
newspaper of general circulation in Dade County at least seven (7) days prior to the
~
101-99/00
July 22, 2004
CITY OF MIAMI BEACH
17
RFP NO.:
DATE:
effective date of such route or schedule changes. The cost of publication shall be
borne solely by the Contractor.
7.2 The City reserves the right to deny Contractor's vehicles access to certain streets,
alleys, and public right-of-way inside the City, where it is in the interest of the
general public to do so because of the condition of the streets or bridges. The
Contractor shall not interrupt the regular schedule or quality of service because of
street closure less than eight (8) hours in duration. The City shall notify the
Contractor of street closures oflonger duration and arrangements for service will be
made in a manner satisfactory to Contractor and City. Customers under the Contract
shall receive reasonable notification ofthe schedules provided by the Contractor prior
to commencement of service. Such notification, material, methods, and frequency of
delivery shall be approved by the City. (Only local truck routes shall be used in
transit, unless specifically for the purpose of collection.)
7.3
RFP NO.:
DATE:
NOTE: The Contractor's attention is directed to the fact that at times during the
year, the quantity of refuse to be disposed of is materially increased by the influx of
visitors. This additional load will not be justification for the Contractor to fail to
maintain the required collection schedules and routes.
NOTE 2: The City has embarked on an aggressive, city-wide Capital Improvement
Program which includes extensive roadway improvements, water and sewer utility
infrastructure replacements and Stormwater Drainage Control System. The City shall
notify the contractor of all construction activities and make arrangements for service
in a manner satisfactory to the Contractor and City. The contractor shall be required
to work with the City is all possible ways, to ensure that the regular schedule and
quality of service are not interrupted.
Storms. In case of a storm, the City Manager may grant the Contractor reasonable
variance from regular schedules and routes. As soon as practicable after such storm,
the Contractor shall advise the City Manager and the customer ofthe estimated time
required before regular schedules and routes can be resumed. In the case of a storm, if
it is necessary for the Contractor and the City to acquire additional equipment and to
hire extra crews to clean the City of debris and refuse resulting from the storm, the
Contractor shall be required to work with the City in all possible ways for the
efficient and rapid cleanup of the City. The Contractor shall receive extra
compensation above the Contract amounts for additional manpower, overtime, and
cost of rental equipment, provided that the Contractor has first secured prior written
authorization from the City Manager. The total cost for such services shall be based
on rates jointly agreed to by the City Manager and the Contractor.
7.4
Force Maieure: The performance of any act by the City or the Contractor under the
Contract may be delayed or suspended at any time while, but only so long as, either
party is hindered in or prevented from performance by acts of God, the elements, war,
rebellion, strikes, lockouts, or any other cause beyond the reasonable control of such
party; provided, however, that ifthe hindrance or prevention of performance exceeds
a period of thirty (30) days, the City may at its option and discretion, cancel, or
renegotiate this contract.
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8.0 COLLECTION EQUIPMENT
8.1 The Contractor shall provide new equipment to commence contract. Equipment shall
be obtained from nationally known and recognized manufacturers of garbage
collection and disposal equipment. For residential collections, equipment shall be of
the enclosed loader packer type, and all equipment shall be kept in good repair,
appearance, and in a sanitary and clean condition at all times. The Contractor shall
have available reserve equipment which can be put into service within two (2) hours
of any breakdown. Such reserve equipment shall correspond in size and capacity to
the equipment used by the Contractor to perform the contractual duties. A list of the
Contractor's equipment shall be given to the City at the time of each annual audit.
Equipment is to be painted uniformly with the name of the Contractor, business
telephone number, and the number of the vehicle in letters not less than five (5)
inches high on each side ofthe vehicle. All vehicles shall be numbered and a record
kept of the vehicle to which each number is assigned. No advertising shall be
permitted on vehicles, except of events sponsored by the City.
SERVICES TO BE PERFORMED BY THE CONTRACTOR-YARD TRASH PROGRAM
9.0 DESCRIPTION OF WORK
9.1 The Contractor shall collect all yard trash as defined in Sections 4.35 and 4.36 from
all single-family homes, multiple dwelling buildings of eight (8) or fewer units under
common ownership.
9.2 Freauencv of Collection: The Contractor shall collect yard trash from residences
within the service area two (2) times per week on the scheduled pick- up day of each
week. White goods and bulk items to be collected on a pre-arranged basis.
Contractor will be responsible for establishing program and public information.
9.3 Holiday: The only holiday with no service to residents will be Christmas Day.
9.4 Hours of Collection: Collection shall begin no earlier than 7:00 A.M. and shall
cease no later than 7:00 P.M., provided that in the event of an emergency or
unforeseen circumstances, collection may be permitted at a time not allowed by this
paragraph, following approval by the City Manager.
9.5 Point of Pickup of Yard Trash: Collection of yard trash shall be at curbside.
9.6 Preparation of Yard Trash for Collection: The Contractor shall pick up all yard
trash generated from residential units which has been properly prepared and stored
for collection as follows:
Garden and Yard Trash - Regular placed adjacent to the pavement or traveled way of
the street in containers or bundles less than fifty (50) pounds each and with no
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dimension over four (4) feet each, or limbslbranches not greater than four (4) inches
in diameter, shall be collected twice per week.
The contractor shall clean swale and median areas adjacent to designated collection
routes of all accumulated palm fronds and bulky tree debris.
Non-containerized Yard Trash and Yard Trash-Bulk will be collected by the
Contractor on a scheduled basis at no additional charge. Such services shall be
provided up to four (4) times per year on dates scheduled by the contractor
individually with each residential account. In the event of a dispute between a
Contractor and a customer as to what constitutes bulky yard trash, the situation will
be reviewed and decided by the Contract Administrator whose decision will be final.
9.6 Method of Collection of Yard Trash. The Contractor shall make collections with a
minimum of noise and disturbance to the householder. Any yard trash spilled by the
Contractor shall be picked up immediately by the Contractor. Garbage receptacles shall be
handled carefully by the Contractor, shall not be bent or otherwise abused, and shall be
thoroughly emptied and then left at the proper point of collection. Metal cans are to be
replaced upright with covers securely and properly in place on the cans. Plastic cans shall be
inverted with covers placed topside up on the ground next to the container. Any type
receptacle found in a rack, cart or enclosure of any kind shall be turned upright to such rack,
cart or enclosure, and lids shall be placed securely and properly on the top of said receptacles.
9.7 Equipment: The Contractor shall have on hand at all times and in good working order such
equipment as shall permit the Contractor adequately and efficiently to perform its contractual
duties. Equipment shall be obtained from nationally known and recognized manufacturers of
garbage collection and disposal equipment. Collection vehicles shall be of the enclosed
loader packer type or other vehicle designed to allow for efficient collection of yard trash.
The equipment shall be shall be kept in good repair, appearance, and in a sanitary and clean
condition at all times. All replacement and additional vehicles shall be new equipment
unless otherwise agreed by the City. The Contractor shall have available reserve equipment
which can be put into service within two (2) hours of any breakdown. Such reserve
equipment shall correspond in size and capacity to the equipment used by the Contractor to
perform the contractual duties. A list ofthe Contractor's equipment shall be given to the City
at the time of each annual audit.
SERVICES TO BE PERFORMED BY THE CONTRACTOR - YARD TRASH-BULK.
REMODELING AND HOME REPAIRS TRASH. HOUSEHOLD FURNITURE AND WHITE
GOODS.
10.0 DESCRIPTION OF WORK: The contractor shall collect all yard trash bulk, Remodeling
and Home Repairs Trash, Household Furniture, and White Goods as defined in Sections
4.13,4.27,4.33,4.35 (collectively, "Bulk Waste") from all single-family homes, multiple
dwellings, buildings of eight (8) or fewer units under common ownership.
10.1
Frequency of Collection: The Contractor shall collect such Bulk Waste only on dates
scheduled by Contractor individually with each Residential Account (a Residential Account
means either a Residence (Single Family) or Multiple Dwelling Unit); Contractor shall
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collect, without additional charge to the City under this Agreement, such Bulk Waste a
maximum of four (4) times per calendar year for each Residential Account; In the event that
any Residential Account requests and Contractor accomplished more than four (4) Bulk
Waste pick-up during any calendar year as a Special Pick-Up, pursuant to the terms of
Section 4.36.
10.2 Holiday: The only holiday with no service to residents will be Christmas Day.
10.3 Collection Schedule: The contractor shall make available a telephone line to allow residents
to schedule Bulk Waste pick-ups. By calling the telephone line, each account would
schedule its next bulk pickup appointment with the contractor. All appointments must be
made no less than five (5) calendar days prior to the scheduled pick-up. Pick-ups shall
be affected by the contractor in the appointment day, and not before or later. Pick-ups
will be scheduled as follows; South Beach on Mondays, Mid Beach on Tuesdays and
Wednesdays, and North Beach Thursdays and Fridays.
lOA Equipment: The contractor shall have on hand at all times and in good working order such
equipment as shall permit the Contractor adequately and efficiently to perform its contractual
duties. Equipment shall be obtained from nationally known and recognized manufacturers of
garbage collection and disposal equipment. Collection vehicles shall be designed to allow
for efficient collection of Bulk Waste. The equipment shall be kept in good repair,
appearance and in a sanitary and clean condition at all times. All replacement and additional
vehicles shall be new equipment unless otherwise agreed by the City. The Contractor shall
have available reserve equipment which can be put into service within two (2) hours of any
breakdown. Such reserve equipment shall correspond in size and capacity to the equipment
used by the Contractor to perform the contractual duties. A list ofthe Contractor's equipment
shall be given to the City at the time of each annual audit.
SERVICES TO BE PERFORMED BY THE CONTRACTOR - OPERATION OF THE
CITY'S GREEN WASTE FACILITY
11.0 FACILITY DESCRIPTION
11.1 A City owned Green Waste Facility will be operated bv the contractor at 2800 Meridian
Avenue. The facility is an open l!reen waste yard with controlled access and containers
placed in stratel!ic locations to facilitate dumpinl! process bv residents and landscapers.
11.2 Description of Work: The Contractor shall be responsible for operating the Green Waste
Facility located at 2900 Meridian Avenue, City of Miami Beach (the "Facility").
11.3 Hours of Operation: The Contractor shall be required to provide all necessary manpower
and equipment to receive, control, secure, collect dumping fees, and dispose of all
Acceptable Material, as defined in Section 11.12 below, six (6) days per week, Monday
through Saturday, from the hours of 7:00 a.m. - 5:00 p.m. The Contractor will post the
preceding days/hours of operation in a readily visible place at the entrance of the Facility.
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The Facility shall be closed on Thanksgiving, Christmas, New Years Day, July 4th,
and Labor Day. The Contractor will post these closure dates all year, in the same
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manner as set forth above.
Hours of operation shall not be otherwise extended or shortened without the prior
written consent of the City. After receipt of written consent from the City, the
Contractor will be responsible for notifying all residents via written notification at
least two (2) weeks before the revised hours of operation commence. Nothing herein
shall be construed to authorize hours contrary to the hours governing such operations.
11.4 The facility shall be accessible to residents of the City of Miami Beach, and Landscapers
performing work with in the limits ofthe City of Miami Beach.
11.5 At least one (1) Contractor employee shall be on site at all times to oversee the day to day
operation of the Facility. This individual shall charge Landscape Firms and direct traffic to
where loads should be dropped.
11.6 The Contractor must keep records of all inbound and outbound traffic. Specific details will
be outlined in the contract. The Contractor shall dispose of all Clean Yard Waste and deliver
to Facility.
11.7 The Contractor shall containerize all materials delivered to the Facility; shall conduct a neat
and orderly operation at all times; and shall be solely responsible for the necessary
housekeeping services to properly maintain the Facility; shall repair and maintain its
equipment in good operational condition; No signs (other than the entrance sign described
herein) or advertising shall be placed in the premises unless first approved, in writing, by the
City Manager or his authorized representatives. All signage shall comply with the City's
established criteria, as set forth in Ordinance No. 89-2665, as may be amended from time to
time.
11.8 The Contractor shall use its best efforts to assure that its operation of the Facility does not
reasonably interfere with the existing character ofthe surrounding residential area.
11.9 Prior to commencement of the services to be performed pursuant to this Request for
Proposals, The Contractor shall obtain any and all necessary identification numbers, permits,
licenses and other requirements necessary to operate the Facility, and shall thereafter perform
its obligations hereunder in compliance with any and all applicable Federal, State, and local
laws, rules and regulations.
11.10 Fee Schedule: The Contractor shall adhere to the following fee schedule:
Clean Yard Waste.:...(Refer to section 4.11 for definition)
Charl!es to Residents:
o
Cars (2 or 4 doors)
Pickups and SUV s
Van or Trailer
FREE
FREE
FREE
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Chan!es to landscape firms:
Pickups
Van or Trailer
$12.00 per cubic yard
$12.00 per cubic yard
11.11 Upon thirty (30) days prior written notice to the City, the fees set forth herein shall be
adjusted annually, on the anniversary date of execution of the Agreement, according to
increases or decreases in the South East Consumer Price Index, up to five percent (5%).
11.12 Acceptable Materials: The Contractor shall be responsible for disposing of all Acceptable
Materials delivered pursuant to the facility. All disposals shall be in accordance with current
City, County, State and Federal laws and regulations.
"Acceptable Materials" shall include those items set forth under Section, 4.11. Any
waste containing biohazardous waste, hazardous waste, industrial waste, infectious
waste, or putrescible garbage shall not be deemed Acceptable Material.
12.0 QUALITY OF SERVICE
12.1 Contractor's Officer(s): The Contractor shall assign a qualified person or persons to be in
charge of the operations within the service area. The Contractor shall give the names ofthe
person(s) to the City. Infonnation regarding the person's experience and qualifications shall
also be furnished. Supervisory personnel must be available for consultation with the
Manager and/or customers within a reasonable, practicable time after notification of a request
for such consultation. The supervisor(s) shall operate a vehicle which is radio equipped.
12.2 Conduct ofEmplovees: The Contractor shall see to it that his employees serve the public in
a courteous, helpful and impartial manner. Contractor's collection employees will be
required to follow the regular walk for pedestrians while on private property. No trespassing
by employees will be pennitted or crossing property of neighboring premises unless residents
or owners of both such properties shall have given pennission. Care shall be taken to prevent
damage to property including cans, carts, racks, trees, shrubs, flowers and other plants.
12.3 Emplovee Uniform Rel!:ulations: The Contractor's solid waste collection employees shall
wear a unifonn or shirt bearing the company's name. The Contractor shall furnish to each
employee an identifying badge, not less than two and one-half (2-1/2) inches in diameter,
with numbers and letters at least one (1) inch high, unifonn in type. Employees shall be
required to wear such badges while on duty. Lettering stitched on or identifying patches
pennanently attached to unifonn shirts and jackets will be acceptable. The Contractor shall
keep a record of employees' names and numbers assigned.
12.4 Contractor shall submit a customer service plan to the City Manager forreview and approval
prior to commencement ofthe services pursuant to this RFP.
12.5 Compliance with State. Federal and Municipal Law: The Contractor shall comply with
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all applicable City, State and Federal laws now or hereafter in effect relating to wages, hours,
and all other applicable laws relating to the employment or protection of employees.
12.6 Fair Labor Standards Act: The Contractor is required and hereby agrees by execution of
this Contract, to pay all employees not less than the Federal minimum wage and to abide by
other requirements as established by the Congress of the United States in the Fair Labor
Standards Act, as amended from time to time.
12.7 Each vehicle operator shall, at all times, carry a valid driver's license for the type of vehicle
that is being driven.
12.8 The Contractor shall provide operating and safety training for all personnel.
12.9 The Contractor shall, wherever possible, employ its personnel from residents of Miami
Beach.
12.1 0 No person shall be denied employment by the Contractor for reasons ofrace, sex, national
origin, creed, age, physical handicap, or religion.
13.0 CONTRACTOR'S OFFICE
13.1 The contractor shall provide and maintain at its expense, a suitable office located within or in
close proximity to Miami-Dade County, with adequate staff and telephone service, with a
telephone number dedicated solely for Miami Beach Residents to handle and resolve all
incoming calls and complaints between the of 8:00 a.m. and 5:00 p.m., Monday through
Friday of each week, excluding holidays. Between the hours 5 :00 p.m. and 8 a.m., Monday
through Friday, and all day on Saturday and Sunday, including holidays, the contractor shall
provide and maintain an answering service or answering machine to receive all incoming
calls and complaints. All calls received by the answering service or answering machine shall
be responded to the following working day.
13.2 Notification to Customers: The Contractor shall notify all customers, in writing, about
complaint procedures, rates, regulations, and the days of collection and procedures for special
pick-ups, including white goods and bulk items.
CHARGES. RATES. AND LEVEL OF SERVICE
14.0 PAYMENT AND BILLING
14.1 Comoensation: The City shall pay the Contractor for the performance of this
agreement the sums due based on the unit prices as listed in the Bid Form, subject to
any conditions or deductions as provided under this contract. Contractor's Unit Price
Schedule for solid waste and yard trash collections shall include disposal costs.
Contractor shall submit an invoice by the 10th of each month for services rendered
during the preceding month, and payments will be made to the Contractor on or
before the 20th day of each calendar month upon verification of the invoice
submitted.
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CITY OF MIAMI BEACH ~#
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14.2
Billin!! Procedures:
Residential Solid Waste Collection and Yard Trash Collection shall be adjusted to
correspond with the occupancy of existing or new buildings and the demolition of old
buildings. The adjustment made on the first day of each month shall be for buildings
either occupied or demolished during the second month preceding the adjustment; for
example, any change which is made on June 1 of any year will be for buildings
occupied or demolished in April of the subject year. Any existing unit shall be
considered unoccupied whenever the City has temporarily terminated water service,
at the customer's request only. Any new unit shall be considered to be occupied
when a certificate of occupancy has been issued and water service has been provided
to the unit's occupant( s). Proof of demolition shall be demolition permits issued by
the Building Department. The Contract adjustments will be based on unit costs
included in the Contractor's original bid. The City will notifY the Contractor of any
existing unit that is considered unoccupied and of any new unit that is considered to
be occupied.
14.3 Adiustments in Disposal Cost: The parties acknowledge that the contract is based
on the current Miami-Dade County Tipping Fee at time of award. However, it is
recognized that, from time to time, the actual cost charged to the Contractor by a
disposal agency for disposal of refuse at the disposal site may change.
In the event of such change in the tipping fee, the Contractor may request, and the
City upon submission of sufficient proof of such change shall grant, such increase in
contract price for the disposal cost as will compensate for the actual change of
disposal cost. Decreases in disposal cost shall be cause for a like decrease in contract
pnce.
14.4 Unusual Chanl!es or Costs: The Contractor may petition the city for rate
adjustments at reasonable times on the basis of unusual changes in its cost of doing
business, such as revised laws, ordinances or regulations, or changes in the location
of disposal sites, and such requests shall not be unreasonably refused. Any of the
aforesaid changes or any other conditions which occur that reduce the Contractor's
cost shall entitle the City to receive a unit rate decrease equal to the decrease in the
Contractor's cost.
CONTRACT PERFORMANCE/PENAL TIES/DEFAUL T
15.0 CONTRACT PERFORMANCE
15.1
15.2
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The Contractor's performance of this Contract shall be supervised by the City
Manager or his designee. If at any time during the life of the Contract, performance
is considered unsatisfactory, upon written notification by the City Manager or his
designee, the Contractor shall increase the work force, tools and equipment as needed
to properly perform this Contract. The failure ofthe City Manager or his designee to
give such notification shall not relieve the Contractor of his obligation to perform the
work at the time and in the manner specified by this Contract.
The Contractor shall furnish the City Manager with every reasonable opportunity for
",,,rtaining wheth" 0' not the worl<. '" p_no"", i, in _nlan~~ the
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requirements of the Contract.
15.3 The City Manager may appoint qualified persons to inspect the Contractor's operation
and equipment at any reasonable time, and the Contractor shall admit authorized
representatives ofthe City to make such inspections at any reasonable time and place.
15.4 The failure of the City at any time to require performance by the Contractor of any
provision thereof shall in no way affect the right of the City thereafter to enforce
same; nor shall waiver by the City of any breach of provisions hereofbe taken or held
to be a waiver of any succeeding breach of such provision or as a waiver of any
provision itself.
16.0 COOPERATION/COORDINATION
16.1 The City and its authorized representatives shall be permitted free access and every
reasonable facility for the inspection of all work, equipment, and facilities of
Contractor.
16.2 The Contractor shall cooperate with authorized representatives of the City in every
reasonable way in order to facilitate the progress ofthe work contemplated under this
Contract. The Contractor shall have at all times a competent and reliable English-
speaking representative on duty authorized to receive orders and to act for him in the
case of his absence.
17.0 COMPLAINTS AND COMPLAINT RESOLUTION
17.1 Comolaints: Contractor shall prepare, in accordance with the format approved by the
City, and maintain a register of all complaints and record the disposition or each
complaint. Complaints shall be identified and such record shall be available for City
inspection at all times during business hours. The form shall indicate the date and
time when the complaint was received and how and when it was resolved. The
following criteria must be complied by the Contractor regarding resolution of
complaints:
a) Any complaints received by the contractor before 12:00 noon shall be resolved before
4:00 p.m. of the same day.
b) Complaints received after 12:00 noon but before 12:00 midnight shall be resolved
before 12:00 noon of the following day.
c) Complaints received after 12:00 midnight but before 8:00 a.m. shall be resolved
before 12:00 noon ofthe same day.
d) This complaint resolution schedule shall be complied with, except when a complaint
is received after 12:00 noon on the day preceding a holiday, or on a Saturday or
Sunday, in which case the complaint shall be resolved no later than the next working
day.
A daily listing of all the complaints filed and of their dispositions shall be provided to the
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City Manager or his designee everyday. Legitimacy of challenged complaints shall be
determined on the basis of a joint inspection by the City Manager or his designee, and a
representative of the contractor. Disputes shall be referred to the City Manager or his
designee, whose decision shall be final. Additionally, the City's auditors may communicate
directly with city waste service account holders, for the purpose of confirming compliance
with these stipulations.
17.2 Disputes about Collection of Certain Items: It is recognized that disputes may arise
between the City and Contractor with regard to the collection of certain items due to disputes
over the specific language of the Contract. The City Manager may from time to time notify
the Contractor by telephone to remove all such refuse. Should the Contractor fail to remove
the refuse within twenty-four (24) hours from the time of notification, the City may do so,
and all costs incurred by the City shall be deducted from compensation due the Contractor.
Notice of the amount deducted shall be given to the Contractor. If it is determined that
disputed refuse did not conform to contract specification, the Contractor shall be entitled to
reimbursement of the deduction.
18.0 SUBCONTRACTORS
Subcontractors will not be permitted under the terms of this Contract.
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