20140611 AM2MIAMIBEACH
Gity Commission Meeting
ADDENDUM MATERIAL 2
Gity Hall, Commission Ghambers, 3rd Floor, 1700 Convention Genter Drive
June 11,2014
Mayor Philip Levine
Vice-Mayor Micky Steinberg
Commissioner Michael Grieco
Commissioner Joy Malakoff
Commissioner Edward L. Tobin
Commissioner Deede Weithorn
Commissioner Jonah Wolfson
City Manager Jimmy Morales
City Attorney Raul Aguila
City Clerk Rafael E. Granado
Vls[ us at www.miamibeachfl.gov for agendas and video "streaming" of City Commission Meetings.
ATTENTION ALL LOBBYISTS
Chapter 2, Article Vll, Division 3 of the City Code of Miami Beach entitled "Lobbyists" requires the
registration of all lobbyists with the City Clerk priorto engaging in any lobbying activitywith the City
Commission, any Gity Board or Committee, or any personnel as defined in the subject Gode
sections. Copies of the City Code sections on lobbyists laws are available in the City Clerk's office.
Questions regarding the provisions of the Ordinance should be directed to the Office of the City
Attorney.
ADDENDUM AGENDA
C4 - Commission Gommittee Assiqnments
C4M Referral To The July 25, 2014 Neighborhood/Community Affairs Committee - Discussion
Regarding The Creation Of A Holistic Plan For Collins Park.
(Requested by Commissioner Deede Weithorn)
G7 - Resolutions
C7L A Resolution Authorizing The Addition Of A Fourth Vendor, Envirowaste Services, lnc., To The
Awards Authorized Pursuant To lnvitation To Bid No. 145-2013, For Routine And Emergency
Sanitary Sewer And Storm Water Pipes Cleaning, And Close Circuit Television (CCTV).
(Public Works/Procurement)
1
Addendum, June 1 1,2014
R7 - Resolutions
R7U A Resolution Rescinding The Prior Action Taken By The City Commission On June 6,2012, Pursuant
To Resolution No. 2012-27917, Which Accepted The Recommendation Of The City Manager
Pertaining To The Ranking Of Firms, Pursuant To Request For Proposals (RFP) No. 27-1 1l12,For
Disaster Recovery Services And Which Authorized The Administration To Enter lnto Negotiations
With The Top Ranked Firms Of Ceres Environmental Services, lnc., Asbritt, lnc., Tag Grinding
Services, lnc., Byrd Brothers Environmental Services, lnc., D&J Enterprises, lnc., And Phillips And
Jordan, lnc. And To Execute Agreements Upon The Conclusion Of Successful Negotiations By The
Administration With Ashbritt, lnc. As The Primary Firm; And Further Rejecting All Proposals Received
Resulting From RFP No.27-11112.
(Pu bl ic Works/Procurement)
2
4 MIAMIBEACH
OFFICE OF THE MAYOR AND COMMISSION MEMORANDUM
TO: Jimmy L.'Moroles, City MonogerFROM: Deede Weithorn, CommissionerDATE: June 9, 2014
SUBJECT: Referrol to NCAC - Collins Pork Grond Lown
Pleose ploce on item on theJune 'l lth Commission ogendo for referrol to the July 25,
2014 Neighborhood/.Community Affoirs Committee regording the creotion of o holistic
plon for Collins Pork.
lf you hove ony questions pleose contoct Louren Corro ot extension 6528 or
Lo urenCo rro@m io m i beochfl. gov.
We ore contmilted to providing excellent public seryice ond.rc;r'r.t to oll wl.tct live, work, ond ploy in our vibronl, tropicol, hi:'^",^ -^-*
Asenda arem C{M
Date 6'l/'/Cl3
THIS PAGE INTENTIONALLY LEFT BLANK
4
COMMISSION ITEM SUMMARY
Condensed Title:
A RESOLUiION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA
AUTHORIZING THE ADDITION OF A FOURTH VENDOR, ENVIROWASTE SERVICES, INC., TO THE
AWARDS AUTHORIZED PURSUANT TO INVTTATION TO BID NO. 145.2013, FOR ROUTINE AND
EMERGENCY SANITARY SEWER AND STORM WATER PIPES CLEANING, AND CLOSE CIRCUIT
TELEVISION
ensure netiable Stormwater Management By lmplementing Select Short And Long- Term Solutions lncluding
Sea-Level Rise; Update Comprehensive Assessment Of All lnfrastructure Needs (Potable, Wastewater,
Su Data Environmental Scan, etc: N/A
Item Summarv/Recommendation :
On June 5,2014, the City Commission authorized the award of contracts for routine and emergency sanitary
sewer and storm water pipes cleaning, and closed circuit television (CCTV) pipe inspection services used to
detect problems. The purpose of these contracts is to engage a contractor to provide all supervision, labor,
materials and necessary equipment to clean or clear the sanitary sewer and storm water pipe stoppages on an
ongoing basis, and on an emergency basis, as well as provide CCTV services to ascertain the condition of the
pipes in an effort to proactively assure the sanitary sewer and storm water systems are operating effectively.
These contracts are used to supplement the work performed by the Public Works Department. This service was
identified to be performed by external resources as a cost saving measure a few years ago and subsequently the
Cig also opted not to replace a city owned piece of equipment which normally performs such work. The contract
will be used to work on a weekly basis to clean the sanitary sewer lines in conjunction with the consent decree
and perform cleaning of the storm water system to prevent street flooding. Such activities will be planned,
overseen, and verified by the Public Works Operations Division and paid for at a weekly rate established in the
contract. ln the event there is an emergency, there are provisions in the contract for the contractor to respond
within two (2) hours, and an hourly emergency rate would apply. Also, additional items are included in the bid,
which provide for service based on the diameter of the pipes should a separate project be required beyond the
routine or emergency work.
On June 5, 2013, the City Commission approved the award the contracts to JCC Enterprises Labor, lnc., the
lowest bidder, as the primary vendor, A&A Drainage & Vac Services, lnc., the second lowest bidder, as the
secondary vendor, and Shenandoah Construction, the third lowest bidder, as the tertiary vendor. Since that time,
it has become evident that additional resources are necessary to fully address the City's needs, primarily because
the awarded contractors are either small firms with limited equipment resource or are currently engaged in similar
projects awarded by other counties or municipalities. As such, the City Manager is recommending that a fourth
bidder to the lTB, Envirowaste Services, be awarded a contract pursuant to the lTB.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City Commission award
contract pursuant to lnvitation to Bid (lTB) No. 145-2013, for Routine and Emergency Sanitary Sewer and Storm
Water Pipes Cleaning, and Close CircuitTelevision (CCTV) lnspection Services, to Envirowaste Services, lnc., as
a fourth vendor to the ITB.
Advisorv Board Recommendation :
Financial lnformation :
Source of
Funds:
Amount Account
1 See Below See Below
2
OBPI Total
Financial lmpact Summary: The annual cost associated with the required services is subject to funds availability
approved through the annual budgeting process. Account information and availability of funds shall be verified
and approved for each request prior to procuring the services. The funding and accounts noted below are the FY
2014 budget amounts approved by Commission. Additional funding may be required due to increased need of
services- subiect to the review and aooroval of the Budqet Office.
l4uuneuune 11 lnspection
AGENBA ITEil
ENVIROWASTE
e'l L($ MIAfiAIBTACH
Sanitary Sewer and
B},l:fa 641-/q5
g MIAMI BEACH
City of Miomi Beoch, 1700 Convention Center Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
To: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
DATE: June 1 1,2014
the City
SUBJECT: A RESOLUTION OF THE MA CITY COMMISSION OF THE C!ry OF
NG THE ADDITION OF A FOURTHMIAMI BEACH, FLORIDA
VENDOR, ENVIROWASTE SERVICES,INC., TO THE AWARDS AUTHORIZED
PURSUANT TO INVITATION TO BID NO. 145-2013, FOR ROUTINE AND
EMERGENCY SANTTARY SEWER AND STORM WATER PIPES CLEANING,
AND CLOSE ClRGUlr TELEVISION (CCTV)
ADMINISTRATION REGOMMENDATION
Approve the award of the contract.
KEY INTENDED OUTCOME
Ensure Reliable Stormwater Management By lmplementing Select Short And Long- Term
Solutions lncluding Sea-Level Rise; Update Comprehensive Assessment Of All
lnfrastructure Needs (Potable, Wastewater, Stormwater, And Roads)
FUNDING
The annual cost associated with the required services is subject to funds availability
approved through the annual budgeting process. Account information and availability of
funds shall be verified and approved for each request prior to procuring the services, The
funding and accounts noted below are the FY 2014 budget amounts approved by
Commission.
Additional funding may be required due to increased need of services, subject to the review
and approval of the Budget Office.
BACKGROUND INFORMATION
On June 5,2014, the City Commission authorized the award of contracts for routine and
emergency sanitary sewer and storm water pipes cleaning, and closed circuit television
(CCTV) pipe inspection services used to detect problems. The purpose of these contracts is
to engage a contractor to provide all supervision, labor, materials and necessary equipment
to clean or clear the sanitary sewer and storm water pipe stoppages on an ongoing basis,
and on an emergency basis, as well as provide CCTV services to ascertain the condition of
the pipes in an effort to proactively assure the sanitary sewer and storm water systems are
operati n g effectively.
These contracts are used to supplement the work performed by the Public Works
Department. This service was identified to be performed by external resources as a cost
saving measure a few years ago and subsequently the City also opted not to replace a city
owned piece of equipmentwhich normally performs such work. The contractwill be used to
6
Commission Memorandum
ITB 14$2013 Routine and Emeryency Sanitary Sewer and Storm Water Pipes Cleaning and Close CircuitTelevision
(CCW) I n spe ctio n Services
June 11, 2014
P a g e l2
work on a weekly basis to clean the sanitary sewer lines in conjunction with the consent
decree and perform cleaning of the storm water system to prevent street flooding. Such
activities will be planned, overseen, and verified by the Public Works Operations Division
and paid for at a weekly rate established in the contract. ln the eventthere is an emergency,
there are provisions in the contract for the contractor to respond within two (2) hours, and an
hourly emergency rate would apply. Also, additional items are included in the bid, which
provide for service based on the diameter of the pipes should a separate project be required
beyond the routine or emergency work.
On June 5,2013, the City Commission approved the award the contractsto JCC Enterprises
Labor, lnc., the lowest bidder, as the primary vendor, A&A Drainage & Vac Services, lnc.,
the second lowest bidder, as the secondary vendor, and Shenandoah Construction, the third
lowest bidder, as the tertiary vendor. Since that time, it has become evident that additional
resources are necessary to fully address the City's needs, primarily because the awarded
contractors are either small firms with limited equipment resource or are currently engaged
in similar projects awarded by other counties or municipalities. As such, the City Manager is
recommending that a fourth bidderto the lTB, Envirowaste Services, be awarded a contract
pursuant to the lTB.
CONCLUSION
Based on the aforementioned, the Administration recommends that the Mayor and City
Commission award contract pursuantto lnvitation to Bid (!TB) No. 145-2013, for Routine and
Emergency Sanitary Sewer and Storm Water Pipes Cleaning, and Close Circuit Television
(CCTV) lnspection Services, to Envirowaste Services, Inc., as a fourth vendor to the 1TB.
JLM / d, o,
f:inGEru&AUOl4UuneUune 1't Procurement\lTB-145-20'13 Routine and Emergency Sanitary Sewer and CCTV lnspection
Services ENVI ROWASTE (MEMO).doc
7
RESOLUTION TO BE SUBMITTED
8
COMMISSION ITEM SUMMARY
Gondensed Title:
A Resolution Of The Mayor And City Commission Of The City Of Miami Beach, Florida, Rescinding The
Prior Action Taken By The City Commission On June 6, 2012 Pursuant To Resolution No. 2012-27917
Which Accepted The Recommendation Of The City Manager Pertaining To The Ranking Of Firms,
Pursuant To Request For Proposals (RFP) No. 27-11112, For Disaster Recovery Services And Which
Authorized The Administration To Enter lnto Negotiations With The Top Ranked Firms Of Ceres
Environmental Services, lnc., Asbritt, lnc., Tag Grinding Services, lnc., Byrd Brothers Environmental
Services, lnc., D&J Enterprises, lnc., And Phillips And Jordan, lnc. And To Execute Agreements Upon
The Conclusion Of Successful Negotiations By The Administration With Ashbritt, lnc. As The Primary
Firm: And Further Rei All Proposals Received Resulting From RFP No.27-11112.
N/A
Su Data (Surveys, Environmental Scan, etc:
The City currently has contracts with the following four (4) companies for the provision of these services:
Ashbritt, lnc., Ceres Environmental Services, lnc., Phillips And Jordan, lnc., and Crowdergulf Joint
Ventures, lnc.. These contracts are currently on month-to-month extensions authorized by Resolution No.
2013-28456 and may be terminated by the City, for convenience and without cause upon thirty (30) days
prior written.
On February 8,2012, the Mayor and City Commission approved the issuance of a Request for Proposals
(RFP) for Disaster Recovery Services to select qualified contractors to assist the City with the restoration
of operations after a catastrophic disaster.
On June 6,2012, the Commission approved Resolution No. 2012-27917, authorizing the Administration to
enter into negotiations with the top ranked firms of Ceres Environmental services, lnc., Ashbritt, lnc, Tag
Grinding Services, lnc., Byrd Brothers Environmental Services, lnc., D&J Enterprises, lnc., and Phillips
and Jordan, lnc., and further authorized the Mayor and City Clerk to execute agreements upon conclusion
of successful negotiations by the Administration.
During this negotiation process, the City engaged the services of Tidal Basin Government Consulting,
LCC to provide Emergency Management Administrative Support Services. They were asked to review the
City's actions with respect to the process it was currently engaged in. Based on their experience with
FEMA, several issues were raised including recent changes in FEMA policy. Of particular concern is the
ability to receive reimbursement for recovery services. A letter was provided that sets forth these
concerns.
Tidal Basis Government Consulting, LCC has recommended that the City of Miaml Beach rescind the
previous authorization to negotiate and contract based on the prior solicitation and solicit new proposals to
ensure that all work performed under these contracts will adhere to Federal grant and reimbursement
Financial !nformation:
RaulAguila, ext: 6475
G!r!F A.E,*DA ,r.* B7 L(NN IANA!BEACH n.l;.e 6-ll-lV
9
g MIAMIBEACH
City of Miomi Beqch, 'l 200 Convention Center Drive, Miomi Beoch, Florido 331 39, www.miomibeochfl.gov
COMMISSION MEMORANDUM
TO: Mayor Philip Levine and Members
FROM: Jimmy L. Morales, City Manager
the City
DATE: June 1 1,2014
SUBJECT: A RESOLUTION OF THE MA AND COMMISSION OF THE CITY OF
MIAMIBEAGH, FLORIDA,DING THE PRIOR ACTION TAKEN BY THE
CITY COMMISSION ON JUNE 6, 2012 PURSUANT TO RESOLUTION NO.
2012.27917 WHICH ACCEPTED THE RECOMMENDATION OF THE CITY
MANAGER PERTATNING TO THE RANKING OF FIRMS, PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 27-11t12, FOR DTSASTER
RECOVERY SERVICES AND WHICH AUTHORIZED THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP RANKED FIRMS OF CERES
ENVIRONMENTAL SERVICES, INC., ASBRITT, !NC., TAG GRINDING
S ERVIC ES, I NG., BYRD BROTHERS ENVIRONMENTAL SERVIC ES, INC., D&J
ENTERPRISES, INC., AND PHILLIPS AND JORDAN, INC. AND TO EXECUTE
AGREEMENTS UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION WITH ASHBRITT, INC. AS THE PRIMARY FIRM;
AND FURTHER REJEGTING ALL PROPOSALS RECEIVED RESULTING FROM
RFP NO. 27-11t12.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
ANALYSIS
ln the event of an emergency, such as a hurricane, the City would lack sufficient resources to
undertake debris recovery operations. While assistance is available from the County, State and
Federal governments, it is not sufficient to restore a community that has suffered a catastrophic
disaster. Also, the resources of the various governments are spread thin over the affected areas,
necessitating contracted private sector assistance.
It is in the City's best interest to enter into agreements with firms that have the capability and
flexibility to provide disaster recovery services in the event of a declared emergency that is of the
magnitude to utilize said professional services.
The Federal Emergency Management Agency (FEMA) provides public assistance funds for debris
clearance and removal and disposal operations. Eligible applicants include State and local
governments. On August 28,2005, FEMA determined that the damage in certain areas of the State
of Florida resulting from Hurricane Katrina which occurred on August 24,2005, and with Hurricane
Wilma shortly after, were sufficient in severity and magnitude to warrant a major disaster declaration
under the Robert T. Stafford Disaster Relief and Emergency Assistance Act,42 U.S.C. SS 5121-
5206 (the Stafford Act).
The City currently has contracts with the following four (4) companies for the provision of these
services: Ashbrift, lnc., Ceres Environmental Services, lnc., Phillips And Jordan, lnc., and
10
Commission Memorandum - Disasfer Recovery Seruices
June 1 1, 2014
Page 2 of 2
Crowdergulf Joint Ventures, lnc. The initial term of these contracts were effective through January
31, 2011, with three (3) additional one-year options for renewal. These contracts were renewed
through January 31, 2013.
On June 5,2013, the Commission approved Resolution No. 2013-28229, and on January 15, the
Commission approved Resolution No. 2014-28456 to further monthto-month extensions of
Agreements for disaster recovery services, terminable by the City, for convenience and without
cause, upon thirty (30) days prior written notice to the contractors.
On February 8,2012, the Commission approved the issuance of a Request for Proposals (RFP) for
Disaster Recovery Services to select qualified contractors to assist the City with the restoration of
operations after a catastrophic disaster.
On June 6, 2012, the Commission approved Resolution No. 2012-27917, authorizing the
Administration to enter into negotiations with the top ranked firms of Ceres Environmental services,
lnc., Ashbritt, lnc, Tag Grinding Services, lnc., Byrd Brothers Environmental Services, lnc., D&J
Enterprises, lnc., and Phillips and Jordan, lnc., and further authorized the Mayor and City Clerk to
execute agreements upon conclusion of successful negotiations by the Administration with Ashbritt,
lnc. as the primary firm.
On January 15,2014,the Commission approved Resolution No. 2013-28456 authorizing month{o-
month extensions commencing February 1,2014, and terminable by the City, for convenience and
without cause upon thirty (30) days prior written notice to the contractors.
During this negotiation process, the City engaged the services of Tidal Basin Government
Consulting, LCC to provide Emergency ManagementAdministrative Support Services. Theywere
asked to review the City's actions with respect to the process it was currently engaged in. Based on
their experience with FEMA, several issues were raised including recent changes in FEMA policy.
Of particular concern is the ability to receive reimbursement for recovery services. Attached is a
letter that sets forth these concerns.
Tidal Basis Government Consulting, LCC has recommended that the City of Miami Beach rescind
the previous authorization to negotiate and contract based on the prior solicitation, revise the RFP to
include new FEMA policy, and solicit new proposals to ensure that all work performed under these
contracts will adhere to Federal grant and reimbursement policies.
CONCLUSION
The Administration recommends that the Mayor and City Commission rescind the prior action taken
by the City Commission on June 6,2012 pursuant to Resolution No. 2012-27917 which accepted
the recommendation of the City Manager pertaining to the ranking of firms, pursuantto RFP No. 27-
11112, for disaster recovery services and which authorized the Administration to enter into
negotiations with the top ranked firms of Ceres Environmental Services, lnc., Asbritt, lnc., Tag
Grinding Services, lnc., Byrd Brothers Environmental Services, lnc., D&J Enterprises, lnc., and
Phillips and Jordan, lnc. and to execute agreements upon the conclusion of successfulnegotiations
by the Administration with Ashbritt, lnc. as the primary firm; and further reject all proposals received
resulting from RFP No.27-11112.
Attachment
urrffiurF\cEr\FRS
T:\AGENDA\201 4\April\Disaster Recovery Services -Memo.doc
11
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, RESCINDING THE PRIOR ACTION TAKEN BY THE
CITY GOMMISSION ON JUNE 6,2012 PURSUANTTO RESOLUTION NO.2012.
27917 WHICH ACCEPTED THE RECOMMENDATION OF THE CITY MANAGER
PERTAINING TO THE RANKING OF FIRMS, PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 27-11t12, FOR DTSASTER RECOVERY SERVTCES
AND WHICH AUTHORIZED THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH THE TOP RANKED FIRMS OF CERES
ENVIRONMENTAL SERVICES, ING., ASBRITT, INC., TAG GRINDING
SERVICES, INC., BYRD BROTH ERS ENVIRONMENTAL SERVICES, INC., D&J
ENTERPRISES,INC., AND PHILLIPS AND JORDAN, INC. AND TO EXECUTE
AGREEMENTS UPON THE CONCLUSION OF SUCCESSFUL NEGOTIATIONS
BY THE ADMINISTRATION WITH ASHBRITT, INC. AS THE PRIMARY FIRM;
AND FURTHER REJECTING ALL PROPOSALS RECEIVED RESULTING FROM
RFP NO. 27-11t12.
WHEREAS, on February 8,2012, the Mayor and City Commission approved the issuance
of a Request for Proposals (RFP) for Disaster Recovery Services, to select qualified contractors to
assist the City with the restoration of operations after a catastrophic disaster (the RFP); and
WHEREAS, on June 6, 2012, pursuant to Resolution No. 2012-27917, the City
Commission authorized the Administration to enter into negotiations with the top ranked firms
pursuant to the RFP: Ceres Environmental Services, lnc.; Ashbritt, lnc.; Tag Grinding Services, lnc.;
Byrd Brothers Environmental Services, lnc.; D&J enterprises, lnc.; and Phillips and Jordan, lnc. and
to execute agreements upon the conclusion of successful negotiations by the Administration with
Ashbritt, lnc. as the primary firm; and
WHEREAS, during this negotiation process, the City engaged the services of Tidal Basin
Government Consulting, LCC to provide Emergency ManagementAdministrative Support Services;
and
WHEREAS, Tidal Basin Government Consulting, LCC, has recommended thatthe City of
Miami Beach rescind the previous authorization to negotiate and to execute agreements based on
RFP No. 27-11112 issued on February 24,2012, revise the solicitation language to include new
FEMA policy, and solicit new proposals; and
NOW, THEREFORE, BE !T DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAM! BEACH, FLORIDA that the Mayor and City Commission
hereby rescind the prior action taken by the City Commission on June 6, 2012 pursuant to
12
Resolution No.2012-27917 which accepted the recommendation of the City Manager pertaining to
the ranking of firms, pursuantto RFP No. 27-llllz,fordisasterrecoveryserviceswhich authorized
the Administration to enter into negotiations with the top ranked firms of Ceres Environmental
Services, lnc., Asbritt, lnc., Tag Grinding Services, lnc., Byrd Brothers Environmentalservices, lnc.,
D&J Enterprises, lnc., and PhillipsAnd Jordan, lnc. and to execute agreements upon the conclusion
of successful negotiations by the Administration with Ashbritt, lnc. as the primary firm; and further,
hereby reject all proposals received resulting from RFP No.27-11112.
PASSED AND ADOPTED this 11'd day of June, 2014.
ATTEST:
Philip Levine, Mayor
Ralph E. Granado, City Clerk
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
*J(,*
T:\AGENDA\201 4Uu ne\Disaster Recovery. Reso.doc
13
THIS PAGE INTENTIONALLY LEFT BLANK
14