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2000-24164 RESO RESOLUTION NUMBER 2000-24164 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE AWARD OF A CHANGE ORDER INCREASE IN THE AMOUNT OF $40,250 TO METCALF & EDDY, INC., FOR THE PROFESSIONAL ENGINEERING SERVICES REQUIRED TO OBTAIN THE PERMITS FOR THE REQUIRED ENVIRONMENTAL IMPROVEMENTS TO THE COMMUNITY TRASH AND RECYCLING CENTER LOCATED AT 28TH STREET AND NORTH MERIDIAN AVENUE. WHEREAS, since the early 1930's the City has operated a solid waste management facility in an enclave within the grounds of the Bayshore Golf Course at 28th Street and North Meridian Avenue (the Site); and WHEREAS, the Site is designated as a local disposal facility for residents, landscapers and contractors to dispose of yard trash, home repair and remodeling trash, bulky trash items and white goods; and WHEREAS, the Site has also been used by the City for temporary storage of trash collected by City crews (Parks, Sanitation, Property Management & Public Works Departments) while perfonning routine maintenance of City facilities, parks and right-of-ways; and WHEREAS, the Miami-Dade County Department of Environmental Resources Management (DERM) has taken the position that the City can no longer continue to operate the Site without obtaining a Solid Waste Management Facility Pennit and instituting new environmental controls to retain stonnwater and to prevent potential impacts to the groundwater from contaminated leachate from stored wastes; and WHEREAS, to prevent the loss of the use of the Site until the renovations are completed, the City has entered into an Interlocal Agreement with Miami-Dade County which establishes a strict time line for completion of the Site improvements and allows for continued interim operations; and WHEREAS, that Interlocal Agreement requires the City to submit the completed stonnwater management and industrial facility permit applications to both the DERM and the Florida Department of Environmental Protection no later than January 25, 2001; and WHEREAS, failure to submit the required pennit applications by the deadline will result in the immediate closure of the Site, imposition of a $250/day penalty and severe financial impacts to the City; and WHEREAS, the engineering effort required to complete the permit applications will require the full remaining period before the deadline; and WHEREAS, the City engaged the environmental engineering firm of Metcalf & Eddy to design, permit and construct similar environmental site improvements at the adjacent Bayshore Golf Course maintenance facility; and WHEREAS, the City desires to utilize their expertise and benefit from the economy- of-scale cost savings opportunities presented by the combination of the two engineering efforts; and WHEREAS, funding, in the amount of $40,250, is available from the FY 00/01 General Fund Operating Contingency. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the award of a Change order increase to Metcalf & Eddy, Inc., in the amount of $40,250, for the professional engineering services required to obtain the permits for the required environmental improvements to the community trash and recycling center located at 28th Street and North Meridian Avenue, is hereby approved. Passed and Adopted this 8th day of November, 2000. , MAYOR ATTEST: Jab<f f~ CITY CLERK APPROVED I<S TO FORM & LANGUAGE & FOR EXECUTION ~jj 11Ift.!/. Li-).~tV ~ Dfft CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH. FLORIDA 33139 http:\\ci.miami-beach.f1.us COMMISSION MEMORANDUM NO. g~<'o -00 SUBJECT: Mayor Neisen O. Kasdin and Members of the City Commission Jorge M. Gonzalez ,~ City Manager U .' . D A RESOLUTION AUTHORIZING THE AWARD OF A CHANGE ORDER INCREASE IN THE AMOUNT OF $40,250 TO METCALF & EDDY, INC., FOR THE PROFESSIONAL ENGINEERING SERVICES REQUIRED TO OBTAIN THE PERMITS FOR THE REQUIRED ENVIRONMENTAL IMPROVEMENTS TO THE COMMUNITY TRASH AND RECYCLING CENTER, DATE: November 8, 2000 TO: FROM: ADMINISTRATION RECOMMENDATION Adopt the Resolution. FUNDING Funding is available from the FY 00/01 General Fund Operating Contingency. BACKGROUND In the early 1930's, the City developed a solid waste management facility in an enclave within the grounds of the Bayshore Golf Course at 28th Street and North Meridian Avenue. The Site was designated as a local disposal facility for residents, landscapers and contractors to dispose of yard trash, home repair and remodeling trash, bulky trash items (furniture, mattresses, etc.) and white goods (appliances). The Site has also been used by the City for temporary storage of trash collected by City crews (Parks, Sanitation, Property Management & Public Works Departments) while performing routine maintenance of City facilities, parks and right-of-ways. Physical improvements to the site have been minimal. The site consists of a partially paved lot with chain-link perimeter fence and a partially landscaped berm along the northern and western boundaries. Trash brought to the site was dumped to the ground and stored in piles, prior to being loaded into trucks for transportation to the landfill. AGENDA ITEM f-7G- DATE 1(-'6-CD Over the years, environmental agency regulations have been established to control solid waste facilities and as a result, the City has had to modify the facility operations accordingly (ie; prohibiting waste discharges to ground and providing containers for waste accumulation). However, the regulations have progressed to the point where the Miami-Dade County Department of Environmental Resources Management (DERM) will no longer allow the City to continue operating the facility without instituting new environmental controls to retain stormwater and to prevent potential impacts to the groundwater. The DERM is also requiring that the City obtain a Solid Waste Management Facility Permit in conjunction with the environmental improvements to the facility. The Administration has initiated the planning process for the required facility renovations. The required modernization of the facility will include improved access, improved drainage, a leachate control system, a material sorting deck and an equipment staging area Since these regulatory agency requirements have coincided with the City's planned renovation of the adjacent golf course, and to further reduce the potential for negative impacts to nearby residents, the Administration has restructured the facility operations to improve the quality of services provided and is evaluating other potential enhancements to further buffer the facility from the surrounding neighborhood. It is not the City's intent to increase the overall volume of material processed through the facility or the industrial nature of the facility. Instead, the intent is to maximize the compatibility of the facility, increase the quality of the services provided, and to minimize the costs to our residents. In order to prevent the loss of the use of the existing facility until the facility renovations are completed, the City has entered into an Interlocal Agreement with Miami-Dade County which established a strict time line for completion of the facility and allows for continued interim facility operations. REVIEW OF EXISTING FACILITY CONDITIONS: The facility is located on a 2.7 acre parcel of land adjacent to the Bayshore Golf Course maintenance facility near the intersection of Meridian Avenue and 28th Street. The view of the facility from both Meridian Avenue and 28th Street is completely obscured by existing landscaping (See photographs below). View of facility from Meridian Avenue View of facility from 28th Street The entrance gate to the facility is situated approximately 150 feet northwest of the intersection of Meridian Avenue and 28th Street. The waste drop-off and storage area is located approximately 450 feet northwest of the entrance gate (See photographs below). <" >>~" .:.~!:,> ~:\';_ " /j;, - ':.:, ",-.,n .~~,.-.),.., ..."'~ .. _..':..."... <~~>. ; -"':iJ4 .:!k.-......' -... _ c Entrance Gate View of waste drop-off and storage area Facility View: Rear to Front On-going Waste Drop-off REVIEW OF EXISTING FACILITY OPERATIONS: The Community Trash and Recycling Center is open to Miami Beach residents, landscape contractors working within Miami Beach, and City vehicles, for the disposal of approved waste materials, from 7:00 am until 5:00 pm, Monday through Saturday, excluding holidays. The approved solid waste materials accepted for disposal at the facility include landscaping wastes, home repair and remodeling trash, bulky trash items and white goods. Wastes delivered to the site are dropped directly into designated waste accumulation containers. The facility is equipped with one 100 cubic yard trailer for the accumulation of clean yard trash and two 20 cubic yard roll-off containers for the accumulation of mixed wastes. An additional 20 cubic yard container is present for the accumulation of white goods. Waste accumulation containers are transported to the disposal facility when they are full. An empty container is dropped off at the site with each full container pick-up. The facility is currently receiving an average of 10 cubic yards of mixed waste and twenty cubic yards of clean yard trash each day. This rate of waste accumulation results in three mixed waste container and one landscape waste container pick-ups each week, or four large vehicle trips per week. These are the only large vehicle trips that are authorized; no other large vehicles are permitted to utilize the facility. The volume of material disposed of at the facility corresponds to an average of about 6 landscape contractors, 12 residents and 6 City vehicles per day utilizing the facility. The hours of usage are distributed throughout the workday however, it should be noted that there is sufficient space within the facility to receive all 24 vehicles at one time, within the gates of the facility. There is no vehicle cueing on Meridian Avenue or 28th Street associated with the facility. The volume of City-generated trash delivered to the facility will increase over the coming year because the Agreement the City entered into with the commercial garbage franchisees, that provides for no-cost dumpster collection services at the City's Landscape Maintenance, Sanitation and Public Works facilities will expire in 2001, and because the construction of the expanded Public Works Operations and Landscape Maintenance Division facilities will eliminate the required space for staging of those dumpsters. REVIEW OF OPTIONS FOR FUTURE FACILITY OPERATIONS: At the request of the Mayor and City Commission and the Neighborhoods Committee, the Administration conducted a survey of other Miami-Dade County municipalities to determine how they satisfy the bulk wastes disposal needs of their jurisdictions and the costs associated with their methodologies. The results of the survey are presented in the table below: BULK TRASH DISPOSAL SURVEY Weekly curbside bulk collection. Residents also have ready access to County drop-off Cacilities. Village provides free access to drop-off tenter and montbly curbside bulk collection. City provides free access to drop-off center and weekly curbside bulk collection. Weekly curbside bulk collection. Residents also bave ready access to County drop-off Cacilities. City provides free access to drop-off center and curbside bulk collection oncelyearlhousehold. Weekly curbside bulk collection. Residents also have ready access to County drop-off Cacilitles. City provides Cree access to a dumpster Cor the disposal oC clean yard trash only. City, residents, and contractors must use County Cacility at NW 58'" Street and Palmetto Expressway Cor bulk waste disposal. Daily curbside bulk collection Cor residents and Town utilizes the County's 58'" Street Cacility Cor bulk waste disposal. City provides Cree access to drop-off center and on-call curbside bulk waste colledion, fOUf times/year/household. The Administration also re-examined earlier investigations into the feasibility of relocating the Community Trash and Recycling Center to an alternate location within Miami Beach and elsewhere in Miami-Dade County. Potential sites that were considered include Terminal Island, an FDOT easement area on the Julia Tuttle Causeway, North Shore Open Space Park and the Par 3 Golf Course. Based on the evaluation of those properties and facility development requirements in genera!, it has been determined that there are no other sites within the City's jurisdictional limits which may be developed as a Community Trash and Recycling Center because of restrictions in the Florida Statutes governing waste management facilities, South Florida Building Code, Miami-Dade County Administrative Code and City of Miami Beach zoning. Relocation of the facility to an appropriate area outside of the City of Miami Beach has also been determined to be infeasible due to operational and financial constraints. Many of the same code and statuto!)' restrictions which prohibit the development of an alternate facility location within the City, would also restrict the development of an alternate facility to one of the industrial zoned districts else where in Miami-Dade County. If the operation was relocated from its existing central location within Miami Beach, to an industrial area across the causeway, City crews and other users would be forced to drive more than thirty miles round trip with each trash load. This would result in unacceptably higher operating costs, loss of productivity due to increased time-in-motion and increased liabilities associated with the increased City vehicle highway miles traveled. Acquisition of the land necessary for development of a new facility has been estimated to range between $500,000 - $750,000 and development costs for a new facility have been estimated between $1,500,000 and $2,000,000. The three viable options for the future utilization of the facility, identified by the Administration, are presented below: Option #1: Elimination of the Community Trash & Recycling Center If the City Commission so decides, the Community Trash and Recycling Center facility could be eliminated. This could be accomplished through the development of alternate procedures for the delivery of the bulk wastes generated by the City to one of the County operated Trash Transfer Stations and by providing additional curbside bulk trash collection services to accommodate needs the residents and their landscapers have for bulk trash disposal. The transportation of City-generated trash to a County facility will require the acquisition of additional trucks and hiring of additional heavy equipment operators. As a result of the change, the City will also incur an additional $17/ton in tipping fees and increased vehicle operation and maintenance costs. Closing the facility to residents and their landscape contractors will generate an additional 200 - 250 curbside bulk trash collection requests per week. Since residents cannot reasonably be expected to retain landscaping wastes and bulk trash within their properties for more than a few days, weekly curbside collections services will have to be provided to prevent the citywide accumulation of curbside trash piles and increased instances of illegal dumping. Closing the facility would also necessitate the need to remove the existing site improvements and restore the site. Incorporation of the acreage into the adjacent golf course would cost in the order of $200,000. The cost to redevelop the site for an alternative City purpose will vary depending upon the alternate use selected. The cost to City residents for implementation of Option #1 would be: 1. Weekly curbside bulk trash collection services: $873,630 ($11.42/householdlmonth x 6,375 households x 12 months) 2. Increased tipping fee costs for disposal of City bulk wastes: $574,600 (33,800 tonslyr x $17.25/ton increased cost/ton) 3. Demolition of improvements and site restoration: $200,000 4. Acquisition of two bulk trash trucks for waste transport: $130,000 (2 trucks x $65,000 each) 5. Annual cost for two heavy equipment operators wi benefits: $80,000 (2 operators x $40,000 each) 6. Annual increase in vehicle operations and maintenance costs: $30.000 Estimated First Year Cost for implementation of Option #1: SI,888,230 Estimated Recurring Cost to Residents for Option #1: SI,566,830 Option #2: Restriction of Facility Use to City Vehicles Only: Restricting access to the Community Trash and Recycling Center facility to City vehicles only would reduce the total number of vehicles trips to the facility by about 75% and would reduce the volume of material received by approximately 50%. Selection of this option would avoid the need to develop alternate disposal procedures for City-generated bulk wastes, however additional curbside bulk trash collection services will be needed to accommodate needs the residents and their landscapers have for bulk trash disposal. Restricting access to the facility to City vehicles and residents only was determined to be infeasible because of the large number of curbside bulk trash collection requests that would result from on-going landscape maintenance activities (estimated l50-200/week). Under that scenario, the City would have to fund the renovations of the facility, provide weekly curbside collection services, and continue to fully operate the facility. Selection of option#2 will require the completion of the regulatory agency required environmental improvements to the facility. Also, the installation of additional improvements to further buffer the facility from the surrounding neighborhood is recommended. The cost to City residents for implementation of Option #2 would be: 1. Weekly curbside bulk trash collection services: ($11.42/household/month x 6,375 households x 12 months) 2. Acquisition of stormwater and facility operations permits: 3. Architectural and engineering services for the design of the site improvements: 4. Construction of site improvements: 5. Design and Construction of Community Mitigation Measures: $873,630 $40,250 $103,000 $375,000 $250.000 Estimated First Year Cost for implementation of Option #2: $1,641,880 Estimated Recurring Cost to Residents for Option #2: $873,630 Option #3: Continuing Full Use ofthe Facility with Community Mitigation Improvements: By continuing the traditional use of the Community Trash and Recycling Center facility, the City residents would not incur the increased costs associated with the development of alternate disposal procedures for City-generated bulk wastes or additional curbside bulk trash collection services. Selection of this option will require the completion of the regulatory agency required environmental improvements to the facility and installation of additional improvements to further buffer the facility from the surrounding neighborhood. The cost to City residents for implementation of Option #3 would be: 1. Acquisition of stormwater and facility operations permits: 2. Architectural and engineering services for the design of the site improvements: 3. Construction of site improvements: 4. Design and Construction of Community Mitigation Measures: $40,250 $103,000 $375,000 $250.000 Estimated First Year Cost for implementation of Option #3: $768,250 Estimated Recurring Cost to Residents for Option #3: $0 No fimding for implementation of any of the three options has yet been identified. It is recommended that the City's Finance and Citywide Projects Committee be asked to review the Administration's recommendation for a source offimding for implementation of whichever option the Mayor and City Commission select. After thorough examination of all available options and careful consideration of the potential financial impacts to the City's residents associated with each option, the Administration has concluded that Option #3 is clearly the best alternative for the City as a whole. Therefore, the Administration urges the Mayor and City Commission to select Option #3 and approve the attached Resolution so that the renovation of the Community Trash and Recycling Center may proceed without further delay and ~:~ne established by the DERM.