C2B-Award Contract Waterway Resource MaintenanceCOMMISSION ITEM SUMMARY
Issue: I Shall the Mayor and City Commission approve the award of contracts?
Item Summary/Recommendation:
The purpose of Invitation to Bid (ITB) No. 61 11/12 was to establish a contract, by means of sealed bids, with a
qualified vendor, to provide for the preservation of the City's waterways on a continuous, as needed basis.
This contract shall remain in effect for two (2) years from the date of contract execution by the Mayor and City Clerk.
Providing the successful bidder will agree to maintain the same price, terms and conditions of the current contract,
this contract may be renewed, at the sole discretion ofthe City, through its City Manager, for three (3) additional one
(1) year periods.
ITB No. 61 11/12 was issued on September 14, 2012, with a bid opening date of October 17,2012. A pre-bid
conference was held on September 24, 2012, and one (1) addenda was issued to provide additional information and
respond to all questions submitted by the prospective bidders.
The waterways that surround the area are one ofthe main attractions ofthe City's unique scenery. The ocean, bay
and inner canals provide residents and visitors with water-related recreational activities. During all seasons,
fisherman can be observed along canal banks and boaters can enjoy the natural aesthetic of mangrove covered
banks. The bayfront and canal system is highly visible to bordering homes, public access roadways, recreational
areas and commercial section, which include hotels and restaurants.
In response to results from a survey completed by City residents, business, and community groups, the City
Administration decided to further enhance the level of service being provided to the city waterways. Since cleanliness
of canals/waterways was rated more poorly than cleanliness of city streets, the City will expand the waterway cleaning
efforts through a comprehensive program that will remove trash and debris from island canals and waterways
throughout the city.
The Contractor will be responsible for maintaining a standard level of no Jess than two (2) on the City's Cleanliness
Index during the daytime hours of 8:00a.m. to 7:00p.m. Should contractor not comply with the required Cleanliness
Index of two (2), a warning notice will be given to the Contractor. Contractor will only be allowed one warning notice
per quarter. Contractor will pay the City a sum of $500 for each subsequent notice.
During hurricanes or other windstorm emergencies, Contractor shall be available 24 hours, 7 days per week. Cost will
be geared towards hurricane-related recovery services. Any additional work required to support hurricane activity will
be negotiated subject to mutual agreement The cost and expenses will be submitted to the City for approval in a cost
proposal by the successful bidder. Prior to signing a contract the successful bidder will be required to submit labor
and equipment prices that are FEMA approved. These prices will become part of the contract.
Adventure Environmental Inc., (AEI) was deemed the lowest and best bidder, for Waterway Resource Maintenance,
in an annual amount not to exceed $115,999.92.
APPROVE THE AWARD OF THE CONTRACT.
Advisory Board Recommendation:
IN/A
Financial Information:
Source of
Fun~.
OBPI T
Amount
1 115,999.92
32
Account
435-0430-000312
er
AGENDA ITEM _C_:l~B::...___
!.'.lATE 1/-14-/2..-
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor Mattie Herrera Bower and Members of the City;:-o mission
Kathie G. Brooks, Interim City Manager p 1
/ November 14, 2012
REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO
INVITATION TO BID NO. 61-11/12, FOR WATERWAY RESOURCE
MAINTENANCE, WITH ADVENTURE ENVIRONMENTAL, INC., (AEI) IN AN
ESTIMATED ANNUAL AMOUNT OF $115,999.92.
ADMINISTRATION RECOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
To improve the cleanliness of Miami Beach Waterways.
FUNDING
Funding subject to Fiscal Year 2012/2013 budget approval from the following account:
$115,999.92
ANALYSIS
Budget Account Number 435-0430-000312
In response to results from a survey completed by City residents, business, and community
groups, the City Administration decided to further enhance the level of service being
provided to the city waterways. Since cleanliness of canals/waterways was rated more poorly
than cleanliness of city streets, the City will expand the waterway cleaning efforts through a
comprehensive program that will remove trash and debris from island canals and waterways
throughout the city.
The purpose of this bid is to establish a contract, under the best value procurement method,
with a qualified contractor for the preservation of the City's waterways. The successful
bidder shall be responsible for the proper disposal of all litter, debris and organic material
that is collected in accordance with all City, State, County and Federal regulations.
The term of the executed Contract shall be for a period of two (2) years from the date of
contract execution by the Mayor and City Clerk. Providing the successful bidder will agree to
maintain the same price, terms and conditions of the current contract, this contract may be
renewed, at the sole discretion of the City, through its City Manager, for three (3) additional
one (1) year periods.
Prior to completion of each exercised contract term, the City may consider an adjustment to
price based on the Consumer Price Index increase. Change shall not be more than the
percentage increase or decrease in the Consumer Price Index CPI-U (all urban areas)
computed 60 days prior to the anniversary date of the contract.
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Commission Memorandum -/TB 6111/12 Waterway Resource Maintenance
November 14, 2012
Pagel2
The waterways that surround the area are one of the main attractions of the City's unique
scenery. The ocean, bay and inner canals provide residents and visitors with water-related
recreational activities. During all seasons, fisherman can be observed along canal banks
and boaters can enjoy the natural aesthetic of mangrove covered banks. The bayfront and
canal system is highly visible to bordering homes, public access roadways, recreational
areas and commercial section, which include hotels and restaurants.
The following aquatic conditions are found within the waterways of Miami Beach:
• The City of Miami Beach has over 14.2 miles of canal and island shoreline.
The inner canals and western shoreline covers 12.127 miles and the
shoreline surrounding the Biscayne Bay Islands is 2.088 miles in length.
• Stormwater runoff enters the canal system along sloped banks, underground
culverts, outfalls and concrete spillways in the older section of the City.
• After large storm events, vegetation, litter and other floating debris
accumulate in high density throughout the City's waterways.
• Water levels fluctuate with tidal movement.
• Seasonal wind patterns and changes in the tidal currents can cause
additional vegetation, litter, and debris to become concentrated throughout
the City's waterways.
• Shoreline accumulation of trash includes palm fronds, which fall naturally
from over hanging trees and discarded landscape cuttings. Sea grass mats
and floating litter collects at the corners of residential docks, marinas and in
other highly visible areas.
• Large objects such as shopping carts, chairs, tires, damaged boats and
other unwanted items continually find their way into the City's waterways.
• Substantial quantities of trash and debris collect in protected mangroves
growing along highly visible shoreline areas in Miami Beach.
Floating vegetation and debris in the water impedes flow at drainage culverts.
• Many of the City's waterways are crossed by low vehicular and pedestrian
bridge.
• Other water-related issues include: illegal dumping in commercial areas,
especially where retaining structures are collapsing; vagrant camps
underneath City bridges and along canal banks; dilapidated docks and
seawalls in need of repair and piles of construction debris left at the water's
edge.
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Commission Memorandum -ITB 61 11/12 Watetway Resource Maintenance
November 14, 2012
Pagel3
The Contractor's performance of this Contract shall be assessed by City staff. Assessment
Areas and Frequencies are specified below. A standard level of no less than two (2) on the
City Cleanliness Index (see Section "Cleanliness Index") must be maintained. If at any time
during the life of the Contract, performance is considered unsatisfactory (less than two (2) on
the Cleanliness Index), the City Manager or his designee, shall inform the Contractor of the
deficiency in work.
The Contractor is responsible for maintaining a standard level of no less than two (2) on the
City's Cleanliness Index. Should contractor not comply with the required Cleanliness Index
of two (2), a warning notice will be given to the Contractor. Contractor will only be allowed
one warning notice per quarter. Contractor will pay the City a sum of $500 for each
subsequent notice.
In addition, the Contractor shall be available to address specific area complaints, blockages
of navigation, and/or issues related to seasonal conditions or significant storm events. All
such issues shall be addressed by the Contractor no later than the next business day.
During hurricanes or other windstorm emergencies, Contractor shall be available 24 hours, 7
days per week. Cost will be geared towards hurricane-related recovery services. Any
additional work required to support hurricane activity will be negotiated subject to mutual
agreement. The cost and expenses will be submitted to the City for approval in a cost
proposal by the successful bidder. Prior to signing a contract the successful bidder will be
required to submit labor and equipment prices that are FEMA approved. These prices will
become part of the contract.
Waterways
The identified waterway locations are those locations that an assessor can view and assess
safely from public dry location. The waterway hot spots are as follows:
•
•
•
•
•
•
•
•
•
Collins between 23rd and 24th Street
North Shore Drive between South Shore Drive and Marselle Drive
85th Street between Crespi Blvd and Byron Avenue
Bridge on Waterway Drive between 80th and 81 st Street
Dead end on 75th Street and Dickens Avenue
73rd Street between Dickens Avenue and Wayne Street
Indian Creek Drive and 72nd Street
7ih Street bridge between Hawthorne and Tatum Waterway
81 st Street bridge between Noremac Avenue and Hawthorne .
All identified waterway hotspots and a random sample of thirty (30) waterway non-hotspot
locations will be assessed quarterly once during the week and once during the weekend
during the daytime hours at the following times:
• Weekday Daytime (between 8am and 5pm)
• Weekday Nighttime (between 8pm and 12am)
• Weekend Daytime (between 8am and 5pm)
• Weekend Nighttime (between 8pm and 12am)
• Weekend Late Night (between 12am and 8am)
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Commission Memorandum -/TB 61 11/12 Waterway Resource Maintenance
November 14, 2012
Pagel4
The City reserves the right to select and assess a larger sample size of waterway
location, if needed.
Cleanliness Index
Objective of the Cleanliness Index
The objective of the Public Area Cleanliness Index is to define a set of standards that can be
used to measure the cleanliness of the City of Miami Beach's public areas. The public area
that will be measured by this Invitation to Bid (ITB) is as follows:
on I Environmental
Using this index assessments of the public area are conducted to score the cleanliness of
the area based on contributing factors. The cleanliness index and assessments will assist in
achieving the following:
• The index will provide a quantitative measurement to gauge the cleanliness of the
City as it relates to the vision statement.
• The departments responsible for cleaning the public area can use the data captured
by the index to direct their efforts in improving their maintenance functions. For
example, Sanitation may use their cleanliness rating score to evaluate whether the
service level assigned to a street and sidewalk is sufficient to keep the area
acceptably clean.
• The index can assist the departments in determining what factors affect the
cleanliness of the public area.
• The index can evaluate if different initiatives and service levels are effective in
making the public area cleaner.
ITB PROCESS
ITB No. 61 11/12 was issued on September 14, 2012, with a bid opening date of October 17,
2012. A pre-bid conference was held on September 24, 2012, and one (1) addenda was
issued to provide additional information and respond to all questions submitted by the
prospective bidders.
Bid Net issued bid notices to nine (9) prospective bidders, and the Procurement Office issued
an additional five (5) bid notices, which resulted in the receipt of the following three (3) bids
from:
• Adventure Environmental Inc.
• Tow Tell Marine Services d/b/a H20 Tow
• Water Management Technologies, Inc.
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Commission Memorandum -ITB 61 11/12 Waterway Resource Maintenance
November 14, 2012
Page 15
The ITB stipulated that award of this contract may be presented to the lowest and best
bidders, as defined in General Conditions 1.36. In determining the lowest and best bidder,
in addition to price, there shall be considered the following:
• The ability, capacity and skill of the bidder to perform the contract.
• Whether the bidder can perform the contract within the time specified,
without delay or interference.
• The character, integrity, reputation, judgment, experience and efficiency of
the bidder.
• The quality of performance of previous contracts.
• The previous and existing compliance by the bidder with Applicable Laws
relating to the contract.
Prices were submitted for a monthly fee to determine the annual amount, at firm, fix rates.
EVALUATION PROCESS
The Technical Review Panel (the "Panel") consisting of the following City staff members met
on October 24, 2012, to discuss each company's bid:
Elizabeth Wheaton, Environmental Resource Manager
Alberto Zamora, Director of Sanitation
The Panel recommended Adventure Environmental Inc., (AEI), as the lowest and best
bidder, for Waterway Resource Maintenance. The following prices were submitted by all
bidders:
Adventure Environmental, Tow Tell Marine Services Water Management
Inc. LLC dba/H20 Tow Technologies, Inc.
ill
ANN. !lli!I EXTENDED EXTENDED EXTENDED
DESCRIPTION 0~ gry, fB.!.ll AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
Waterway Resource
Maintenance
r thy 12 $9,666.66 $115,999.92 $11,650.00 $139,800.00 $13,396.00 $160,752.00
American Environmental, Inc., (AEI), was founded in July 1997. AEI now focuses solely in
government contracting in the marine environment with disciplines in dredging, canal bank
stabilization, water control structure installation, aquatic vegetation removal and control,
seagrass and coral restoration and general barge and crane work. Marine and debris
removal and maintenance remains their primary discipline.
AEI has built a fleet of customized watercraft designed specifically for waterway/marine trash
and debris removal and have a full staff of experience and qualified project
managers/supervisors, captains and skilled equipment operators and laborers. AEI is
regularly contracted for these services and have successfully removed and disposed of
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Commission Memorandum -ITB 61 11112 Waterway Resource Maintenance
November 14, 2012
Page 16
hundreds of thousands of cubic yards of debris from large barges and derelict vessels in
Louisiana/Mississippi after Hurricane Katrina to palm fronds on the beaches of Key West.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award the contract pursuant to Invitation to Bid (ITB) No. 61 11/12, for the
Waterway Resource Maintenance to Adventure Environmental, Inc., in the estimated annual
of amount of $115,999.92.
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