C2D-Cancel RFP Removal-Disposal Of Derelict Vessels And Issue RFQ For The ServicCOMMISSION ITEM SUMMARY
Condensed Title:
Request For Approval To Cancel Request For Proposals (RFP) No. 26-11/12 For The Removal And
Disposal Of Derelict Vessels And, In The Alternative, To Issue A Request For Qualifications (RFQ) For
The Services.
I Shall the Mayor and City Commission approve the RFP cancellation and the issuance of the RFQ?
Item Summary/Recommendation:
The Mayor and City Commission at its February 8, 2012, meeting, authorized the Administration to issue
an RFP for the Removal and Disposal of Derelict Vessels. The scope of services in the commission item
was limited in comparison to the existing contracts, and the evaluation criteria depicted 40 points to be
allocated for cost. The existing contracts are based upon quoting services on an as-needed basis, and do
not contain pricing. The RFP that was published in 2006 pursuant to the existing contracts initially had
cost as an evaluation criteria, which was subsequently removed.
As the agenda item that approved the issuance of the RFP by the Commission included cost as a criteria,
RFP No. 26-11/12 was issued with an expanded scope of services, and a cost proposal sheet requesting
pricing per linear foot for sunken and not sunken vessels.
A non-mandatory pre-proposal meeting was held on March 28, 2012. At this meeting, the marine towing
and salvage operators that were present, as well as the City's Marine Patrol, articulated that the proposal
submissions could not plausibly include cost to the City as there are too many variables involved in each
vessel removal. These variables include, but are not limited to, vessel type, i.e., sailboats, boats with
outboard motors, boats with internal engines, cement boats/barges; wooden boats, and steel hull boats;
the condition of the vessel; the location of the vessel; ease of access to the vessel; the position of the
vessel; the size, and shape of the vessel; tidal conditions; the quantity of fuel and oil to be removed; the
amount and cost of the fuel consumed by the contractor; the type of equipment required; and the size
and skills required of the team for each extraction.
The Administration is in concurrence that the most effective method of securing contracts for the removal
and disposal of derelict vessels is qualifications-based, contracting with more than one qualified firm, and
soliciting quotes from each of the contracted firms on an as-needed basis, whereby the City would issue a
Notice to Proceed for each incident. Therefore, it is deemed in the City's best interest to cancel the current
Request for Proposals, and issue a Request for Qualifications, with an enhanced scope of services, and
thus removing the requirement to submit up-front pricing.
APPROVE THE CANCELLATION OF THE RFP AND THE ISSUANCE OF AN RFQ
Advisory Board Recommendation:
IN/A
Financial Information:
Source of
Funds: 1
OBPI Total
Financial Impact Summary: N/A
C9 MIAMI BEACH
Amount
N/A
Assista
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Account
AGENDA ITEM c :1 D
DATE 5-Cj:/2-
/V\IA/V\1 BE .CH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager ("\ ~
DATE: May 9, 2012 u-0
SUBJECT: REQUEST FOR APPROVAL TO CANCEL REQUEST FOR PROPOSALS (RFP) NO.
26· 11/12 FOR THE REMOVAL AND DISPOSAL OF DERELICT VESSELS AND, IN
THE ALTERNATIVE, TO ISSUE A REQUEST FOR QUALIFICATIONS (RFQ) FOR
THE SERVICES
ADMINISTRATION RECOMMENDATION
Approve the cancellation of the RFP and approve issuance of the RFQ.
KEY INTENDED OUTCOME
Maintain Miami Beach Public Areas & Rights of Ways City Wide, and Maintain City's Infrastructure
ANALYSIS
The Mayor and City Commission at its February 8, 2012, meeting, authorized the Administration to
issue an RFP for the Removal and Disposal of Derelict Vessels. The scope of services in the
commission item was limited in comparison to the existing contracts, and the evaluation criteria
depicted 40 points to be allocated for cost. The existing contracts are based upon quoting services
on an as-needed basis, and do not contain pricing. The RFP that was published in 2006 pursuant to
the existing contracts initially had cost as an evaluation criteria, which was subsequently removed.
As the agenda item that approved the issuance of the RFP by the Commission included cost as a
criteria, RFP No. 26-11/12 was issued with an expanded scope of services, and a cost proposal
sheet requesting pricing per linear foot for sunken and not sunken vessels.
A non-mandatory pre-proposal meeting was held on March 28, 2012. At this meeting, the marine
towing and salvage operators that were present, as well as the City's Marine Patrol, articulated that
the proposal submissions could not plausibly include cost to the City as there are too many variables
involved in each vessel removal. These variables include, but are not limited to, vessel type, i.e.,
sailboats, boats with outboard motors, boats with internal engines, cement boats/barges; wooden
boats, and steel hull boats; the condition of the vessel; the location of the vessel; ease of access to
the vessel; the position of the vessel; the size, and shape of the vessel; tidal conditions; the quantity
of fuel and oil to be removed; the amount and cost of the fuel consumed by the contractor; the type
of equipment required; and the size and skills required of the team for each extraction.
The Administration is in concurrence that the most effective method of securing contracts for the
removal and disposal of derelict vessels is qualifications-based, contracting with more than one
qualified firm, and soliciting quotes from each of the contracted firms on an as-needed basis,
whereby the City would issue a Notice to Proceed for each incident. Therefore, it is deemed in the
City's best interest to cancel the current Request for Proposals, and issue a Request for
Qualifications, with an enhanced scope of services, and thus removing the requirement to submit
up-front pricing.
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SCOPE OF SERVICES
Abandoned and Derelict vessels: Abandoned and derelict vessels can pose hazards to
navigation, enviromental damage, squatting by homeless, or danger to surrounding homes, vessels
and public areas. The Florida Fish and Wildlife Conservation Commission maintains a list of at risk
and derelict vessels for removal. Inclusion on the list requires the vessel in question to be clearly
tagged with the case number and pertinent information, photographed, and certified letters and
contact attempts made to the owner or last register of the vessel. In coordination with local Marine
Patrol authorities, these vessels may need to be removed and disposed of. Removals initiated by
the City of Miami Beach, and subsequently Contractors pursuant to award of this RFQ, must meet
all applicable FEMA, DERM, and Coast Guard rules, regulations and standards.
Natural Disaster: Damage caused by a major natural disaster can include sunken boats and other
debris that may impede navigation. Coordination should take place between the United States Coast
Guard, State and local Marine Patrol, local government agencies, legal counsel, marine salvage
contractors, commercial divers, and certified surveyors to ensure that navigation hazards are
removed safely and efficiently. Removals initiated by the City of Miami Beach, and subsequently,
Contractors pursuant to award of this RFQ, must meet all applicable FEMA, DERM, and Coast
Guard rules, regulations and standards.
The two main challenges of with navigation hazards are locating the debris and finding the legal
owners. Marinas and waterways can be inspected visually by helicopter or boat. Sonar or dive
teams may need to be employed for submerged vessels. A location or flotation marker may be
helpful in order to keep vessel positions documented. The legal owner's information may be
obtained by using the vessel's registration number and marina records.
Non-vessel debris: Debris that pose hazards to navigation, enviromental damage, or danger to
surrounding homes, vessels and public areas may require removal. Removals initiated by the City of
Miami Beach, and subsequently, Contractors pursuant to award of this RFQ, must meet all
applicable FEMA, DERM, and Coast Guard rules, regulations and standards.
The following FEMA checklist should be followed by contrator to ensure that all aspects of removing
navigation hazards are considered:
• Coordinate with U.S. Coast Guard, State and local marine patrol, local government
agencies and legal counsel.
• Inspect marinas to locate debris:
o Visually by helicopter
o Via side-scan sonar
o Via diving
• Use Global Positioning System survey methods or some other type of flotation marker to
pinpoint lo.cation of sunken debris.
• Keep a log that reflects an accurate count of debris items with corresponding locations.
• Record the vessel registration number and photograph the wreckage.
• Provide notification by certified letter to private owners of impending vessel removal. This
should be performed in accordance with legal constraints.
• Provide the owner an opportunity to remove the vessel prior to local, tribal, State or
Federal government initiation of debris removal.
• Provide public notice in local newspapers.
• Generate scopes of work based on items to be removed.
• Maintain flexibility to allow for problems caused by tidal conditions. Problems can also
occur as a result of wreckage removal by others prior to issuance of contract notice to
proceed. Flexibility in contract execution can be achieved by issuing an equipment rental
type contract. Fixed price contracts with each piece of debris indicated as a line item are
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not recommended because of the possibility of change orders. Incorporate in the
contract appropriate regulatory concerns and/or applicable State laws.
• Maintain continuous communication with local, tribal and State authorities.
• Continually verify the number and location of sunken vessels and ensure that accurate
records are maintained.
• Require that a bill of sale or a vessel registration be presented to the local government
representative on-site if an individual claims a vessel during removal operations.
• Ensure that contracts and the cleanup schedule incorporate tidal constraints. Debris
located in shallow areas may be inaccessable to contractor equipment during low tide.
1. General Scope of Services
Contractor shall be responsible for diving, patching and re-floating with a pollution stand-by
crew which will include a salvage master, divers, patching materials, pumps, compressors and
other specialized equipment necessary to recover the sunken vessels. Tow re-floated vessels
to a county landfill area for proper disposal.
2. Environmental Protection
Contractor must ensure that any vessels which are to be removed and disposed of at a
landfill shall be removed from its present site in such a manner as to not impact or damage
the natural environment ("surrounding the vessel" will limit to just that area). All debris from
the vessel shall be removed and the site left in a reasonable clean condition. No oil or fuel
shall be permitted to be dumped or spilled into or unto the water and land. The following items
must be accomplished:
a) All oil must be removed from tanks, pipes, bilges, etc, to ensure that no pollutants enter
the water (steam cleaning is preferred)
b) All watertight doors/hatches/bottom tank covers, etc. must be removed or welded open.
c) Any items that may float free when the vessel sinks must be removed from the vessel.
d) All deck areas, bilge areas, engine spaces and cargo spaces should be broom swept.
e) Sufficient ballast to maintain location of vessel on ocean bottom must be placed in the
vessel shall consist of clean concrete.
3. Accident Prevention and Barricades
Precautions shall be exercised by the contractor at all times for the protection of persons and
property. All contractors performing services under this contract shall conform to all relevenat
Federal, State, and County regulations during the course of such effort. Any fines levied by
the above mentioned authorities for failure to comply with these requiremtens shall e borne
solely by the responsible contractor. Barricades shall be provided by the contractor when work
is performed in areas traversed by persons, or when deemed necessary by the City Project
Manager.
4. Clean-up
Contracter shall ensure unusable materials and debris are removed from the premises at the
end of each workday, and disposed of in an appropiate manner. Upon final completion, the
contractor shall throughly clean up all areas where work has been involved as mutually agreed
with the associated user department's project manager.
5. Cost Estimates for Each Project
The contractor shall be required to submit a written estimate on each prospective project
under this contract before a work order for that specific project is issued. The estimate must
reflect the regular hourly wages for each classification presented in this contract, and the
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percentage discounts or mark-ups for materials and equipment that were quoted by the
contractor on its initial offer or the most current contract pricing. The estimate shall be itemized
by the number of work hours per classification, and by the cost of materials and equipment.
Lump sum estimates shall not be accepted. The actual charge to the City from an awarded
contractor for a specific project must be in accordance with the cost information submitted in
response to the RFQ, and acceptance of same by the City.
6. Labor, Materials, and Equipment
The contractor shall furnish all labor, material, and equipment necessary for satisfactory
contract performance. All material, workmanship, and equipment shall be subject to the
inspection and approval of the City's Project Manager.
7. Legal Requirement for Pollution Control
It is the intent of these specifications to comply with the Miami-Dade County Pollution Control
Ordinance as stated in Chapter 24 of the Miami-Dade Code. This ordinance may be obtained,
if necessary, through the Department of Environmental Resources Management (DERM), 33
SW 2nd Ave., Miami, Florida 33130, Telephone (305) 372-6789. The contractor shall comply
with all requirements of the Federal Water Pollution Control Act.
8. Licenses, Permits, and Fees
The contractor shall obtain and pay for all licenses, permits, and inspections fees required for
this project; and shall comply with all laws, ordinances, regulations and buildings code
requirements applicable to the work contemplated herein. Damages, penalties, and or fines
imposed on the City or the contractor for failure to obtain required licenses, permits or fines
shall be borne by the contractor.
9. Local Office
The contractor shall maintain an office within the geographic boundaries of Miami-Dade,
Broward, or Monroe Counties, Florida. This office shall be staffed by a competent company
representative who can be contacted during normal working hours and who is authorized to
discuss matters pertaining to the contract.
·1 0. Work Assignments
All work assignments during the contract period will be on an "as needed" basis, complying
with notification requirements. Proposer shall assume no guarantees as to the number of
frequency of work assignments or the amount of payments under the terms of this contract.
Determination of material quantities and/ or specifications for each assignment will be made
by the City Department. The City Department will notify the contractor of each work
assignments; at which time the contractor and the City Department will mutually agree, in
writing, of the beginning and ending dates of the work assignment, the contractor shall be
responsible for the proper and necessary use of the materials in performance of the work.
11. Proof of Proper Disposal and Notification to Marine Patrol
a) The contractor must submit prior to receiving any payment: a receipt for each vessel,
including the date of disposal, disposal site, DV number, telephone number and title,
and signature of person at disposal site.
b) In addition to the above information, the contractor must submit a picture of the vessel
demonstrating its removal, and showing its DV numbers.
c) The contractor shall notify and coordinate all work with the Marine Patrol.
12. Restoration Property
Property public or private, if damaged during construction or removed for convenience of the
work shall be repaired or replaced at the expense of the contractor in a manner acceptable
to the Project Manager prior to the final acceptance of the work. Such facilities shall include
but are not limited to: walls, boating ramps, sod, and walkways.
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EVALUATION PROCESS
The procedure for response, evaluation and selection will be as follows:
1. Request for Qualifications issued.
2. Receipt of proposals
3. All timely received Proposals will be opened and reviewed and determination if they meet the
minimum standards of responsiveness.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the RFQ. If further information is
desired, Proposers may be requested to make additional written submissions or oral
presentations to the Evaluation Committee.
5. The Evaluation Committee will recommend to the City Manager the Proposer or Proposers
that it deems to be the best candidate(s) by using the following evaluation criteria:
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5) points
to Proposers, which are, or include as part of their proposal team, a Miami Beach-based
vendor as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a small business
concern owned and controlled by a veteran(s) or a service-disabled veteran business
enterprise, as defined in the City's Veterans Preference Ordinance.
6. The City Manager shall recommend to the City Commission the Proposal or Proposals which
he deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation and, if appropriate,
approve such recommendation. The City Commission may also, at its option, reject the City
Manager's recommendation and select another Proposal or Proposals which it deems to be
in the best interest of the City, or it may also reject all Proposals.
8. Negotiations between the City and the selected Proposer(s) will take place to arrive at a
mutually acceptable Agreement. If the City Commission has so directed, the City may
proceed to negotiate an Agreement with a proposer other than the top-ranked proposer.
9. The final proposed agreement(s) will be presented to the City Commission for approval.
10. If the agreement(s) are approved by the City Commission, the Mayor and City Clerk shall
execute the contract(s), after the Proposer (or Proposers) has (or have) done so.
CONCLUSION
The Administration recommends that the Mayor and the City Commission approve the cancellation
of Request for Proposals (RFP) No. 26-11/12 for the Removal and Disposal of Derelict Vessels and
authorize the issuance of a revised Request for Qualifications (RFQ) for the Removal and Disposal
of Derelict Vessels.
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