Item Coversheet

Resolutions - C7  E




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:June  5, 2019
 



SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO  REQUEST FOR PROPOSALS (RFP) NO. 2019-067-WG, ROUTINE AND EMERGENCY WATERWAY CLEANUP AND DEBRIS REMOVAL.

RECOMMENDATION

Adopt the Resolution accepting the recommendation of the City Manager that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Adventure Environmental, Inc., as the primary contractor, and Aquatic Control Group, Inc., as the secondary contractor; and authorizing the Mayor and City Clerk to execute the final negotiated agreements; and further, in order to avoid interruption of waterway cleanup services, approving the extension of the existing agreement with Adventure Environmental Inc., for waterway cleanup services, on a month-to-month basis, until such time as the new agreements can be executed.

ANALYSIS

Miami Beach is surrounded by over 60 miles of waterways that provide environmental, economic and recreational benefits and are one of the City’s most valuable resources. These waterways, which include Biscayne Bay, Indian Creek and Collins Canal, are highly visible from abutting residential, commercial and recreational properties, as well as roadways. The cleanliness of the waterways is vital to improving water quality, protecting aquatic habitat, and maintaining quality of life. As such, the City requires waterway maintenance services for the removal of submerged, floating and shoreline debris to maintain a certain level of cleanliness.

 

On November 14, 2014, the Mayor and City Commission approved the award of Invitation to Bid No. 61-11/12, for Waterway Resource Maintenance (the “Agreement"), to Adventure Environmental, Inc. ("Contractor").

 

Prior to expiration of Agreement, the Administration released Invitation to Bid (ITB) 2018-029-ZD, with a bid opening date of February 5, 2018 to establish a replacement contract.

 

On June 6, 2018 the Mayor and City Commission, approved Resolution No. 2018-30324, authorizing rejection of bids received pursuant to Invitation to Bid (ITB) 2018-029-ZD; authorizing the reissuance of a subsequent RFP; and further authorizing the extension of the current agreement with Adventure Environmental, Inc., the incumbent vendor, for a term not to exceed one (1) year or until such time as a new contract can be awarded.  The current Agreement is scheduled to expire June 6, 2019.

 

RFP PROCESS

On February 12, 2019, RFP 2019-067-WG for Routine and Emergency Waterways Cleanup and Debris Removal was issued.  A voluntary pre-proposal conference to provide information to proposers submitting a response was held on February 22, 2019.  Three addenda were issued.   The Procurement Department issued bid notices to 351 companies utilizing www.publicpurchase.com website. 69 prospective bidders accessed the advertised solicitation.  RFP responses were due and received on April 12, 2019. 

 

The City received proposals in response to the RFP from the following seven (7) firms:


Aquatic Control Group, Inc., Superior Landscaping and Lawn Service, Inc., Adventure Environmental Inc., DRC Emergency Services, LLC, Neat Sand Inc. DBA Neat Aqua, Kearns Construction Company and 4OCEAN, LLC.

 

The Evaluation Committee appointed by the City Manager pursuant to LTC No. 171-2019 convened on May 9, 2019, to consider proposals received.  The Committee was comprised of Sabrina Baglieri, Senior Capital Projects Coordinator, Capital Improvement Projects, City of Miami Beach, Christian De La Iglesia, Marine Authority Board, Rudolfo De La Torre, Operations Director, Public Works Department, City of Miami Beach, Jose Del Risco, Assistant Director, Parks Department, City of Miami Beach and Stanley Kolosovskiy, Environmental Specialist, Environment and Sustainability Department, City of Miami Beach.  The Committee was provided an overview of the project, information relative to the City’s Cone of Silence Ordinance and the Government Sunshine Law.  The Committee was also provided with general information on the scope of services and a copy of each proposal.  The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFP. 

 

The evaluation process resulted in the ranking of proposers indicated in Attachment A, in the following order:

 

1. Adventure Environmental Inc.

1. Aquatic Control Group, Inc.

3. Neat Sand Inc. DBA Neat Aqua

4. Kearns Construction Company

5. 4OCEAN, LLC.

6. Superior Landscaping and Lawn Service, Inc.,

7. DRC Emergency Services, LLC,

 

Adventure Environmental Inc.

AEI was founded in July 1997 as a State of Florida Corporation and has been under continuous operation by the same management team that stands today.  For the past twenty years AEI has successfully completed hundreds of marine environmental projects from Key West to Orlando and all points in between for many local, state and federal clients. AEI has built a fleet of custom designed equipment and has the qualified personnel to mobilize and perform water way clean up and debris removal services.

 

Adventure Environmental, Inc. (AEI) has successfully provided waterway cleanup services for the City of Miami Beach since 2012.  They operate with the specific purpose of positively influencing the marine waters surrounding our community.

 

Aquatic Control Group, Inc.

Aquatic Control Group (ACG) specializes in aquatic maintenance of canals and water ways throughout Miami Dade County and Florida.  They are committed to a strong social responsibility by providing ECO friendly solutions to the community.  Their fleet of boats collect floating debris and clean out clogged culverts along the waterways creating waterflow.  Their company uses state of the art equipment which allows them to have a smaller footprint on the environment.  They are trained and in compliance with all state and federal rules and regulations in Water Marine Work and fully subscribe to the protection of threatened and endangered sea creatures.

 

 

CONCLUSION

This month, the 2019 City of Miami Beach Resident Survey results were released. One of the areas rated by residents in the survey is the cleanliness of canals/waterways. According to the overall results, 49% of residents rated the cleanliness of canals/waterways as “Excellent” or “Good”. However, 19% rated their cleanliness as “Poor”. Additionally, while the overall “Excellent” or “Good” ratings for cleanliness of canals/waterways improved this year (49%) as compared to the 2016 survey (40%), satisfaction in this area remains lower than in 2009 (61%), 2012 (57%), and 2014 (53%).

 

The City retained Adventure Environmental, Inc. in November 2012 to perform waterway resources maintenance services two times per week. The initial term of the contract lasted for two years and allowed three additional one year extensions. The contract was further extended while the city competitively bids and executes a new contract. This means Adventure Environmental Inc. has been responsible for canal/waterway cleanliness in Miami Beach from the end of 2012 to present, which corresponds to the evaluation period for the resident surveys conducted in 2014, 2016, and 2019.

 

The waterway resources maintenance contract uses the Miami Beach Public Area Cleanliness Index to evaluate the contractor’s performance. The cleanliness index is an objective measurement of performance used to monitor the impacts of recently implemented initiatives to target areas for future improves and assure the quality of a wide range of services across the city. Cleanliness index scores range from 1.0 (Very Clean) to 6.0 (Very Dirty) and include assessments of different types of debris. The waterway resources maintenance contract requires Adventure Environmental, Inc. to maintain a score of 2 or lower on the cleanliness index for litter. An analysis of cleanliness index data shows a downward trend in the cleanliness index scores above 2, signifying an improvement of service over the last four years. Additionally, the average cleanliness index score per year in 2018 was lower than in the three previous years.

 

The City strives to constantly improve the cleanliness of its canals and waterways and has enhanced the waterway resources maintenance program since 2012. One key enhancement was to increase the frequency of service from one time per week in the previous contract (ending in 2012), to two times per week in Adventure Environmental, Inc.’s initial contract, to adding a third day of service in 2016. Each month, Adventure Environmental, Inc. is required to provide logs with the dates, the areas visited, and the total pounds of debris removed per date of service with photograph back-up. Before approving invoices, staff reviews the monthly logs to ensure the contractor is meeting the provisions of their contract and responding in a timely manner to resident requests. Staff also tracks the total pounds of debris removed. While the amount of debris in our waterways varies with the seasons and tides, Adventure Environmental, Inc. has removed approximately 100,000 pounds of debris per year on average.

 

The City also made changes in the RFP language for the replacement contract based on lessons learned with the current contract to further improve cleanliness. For example, the RFP calls for GPS tracking of the waterway cleaning vessel to allow staff to track what areas have been cleaned and better understand where there are “hotspots” that trap higher than normal rates of debris. Additionally, the new contract requires that all resident requests be handled no later than the next business day to ensure better customer service and quicker clean-up turnaround times. Finally, the new contract will begin its initial term with three days of service.

 

Regarding the proposals received pursuant to the RFP, I note that the Evaluation Committee process has resulted in a tie for top-ranking between Adventure Environmental, Inc. and Aquatic Control Group. Both firms appear to be qualified to be successful in the execution of the work required. Adventure Environmental is the City's incumbent. In attempting to solve the issue of the tie between the two firms, I find the following differences between the two proposals. First, I find Adventure Environmental's experience to be exceptional. The firm has performed similar (routine and emergency response) projects that are significantly larger than the City's current scope, including a major contract with the South Florida Water Management District with a value of $35 million and a contract with Orange County with a value of nearly $3 million for emergency response services, as well as already having experience performing routine services along the City’s waterways as the current incumbent. I find that its experience relating to emergency response services is particularly valuable to the City should it face these needs in the future. As such, I find that Adventure Environmental has demonstrated a level of experience in both routine and emergency response that is unparalleled. While Aquatic Control Group also appears to have performed work in response to Hurricane Irma, it appears to have done so as a sub-contractor to another firm. Also, the routine services that Aquatic Control has performed appear to be in areas that are further inland than the City’s waterways. Second, the RFP required bidders to provide a price for routine service and another price for emergency response services. The RFP was clear that the City would consider the total cost for both routine and emergency service in the analysis of bids received. In doing so, while I find that Aquatic Control Group submitted a slightly lower cost proposal for routine services and Adventure Environmental submitted a slightly lower cost proposal for emergency response services, Adventure Environmental did submit the lowest overall cost proposal when both services are considered as is stipulated in the RFP. Finally, Adventure Environmental, being the City's incumbent contractor, has worked well with staff to improve the results and the resident's perception of the cleanliness of the City's waterways over the last few years. Staff reports that Adventure Environmental is very responsive to resolving any issues that staff reports. Given that Adventure Environmental’s prior experience in routine and emergency services and that it has worked well with staff to increase resident satisfaction with the cleanliness of the waterways, I believe it is prudent to continue to retain the services of Adventure Environmental, especially since the cost differential between the two top-ranked vendors is minimal.

 

Further, staff contemplated the possibility of splitting the work between the two tied bidders to solve the tie issue. However, it is important to note that during the industry review meeting that the Administration held prior to releasing the subject RFP, the matter of splitting a future contract among more than one contractor was discussed. It seemed to be the consensus of the industry at that time that splitting the work would result in a situation where it would be difficult for contractors to be able to support the cost of the equipment and resources that must be dedicated to this contract if the contract was to be split among more than one contractor.

 

Therefore, after reviewing all the submissions and the results of the evaluation process, I recommend that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Adventure Environmental, Inc., as the primary contractor, and Aquatic Control Group, Inc., as the secondary contractor; and authorizing the Mayor and City Clerk to execute the final negotiated agreements; and further, in order to avoid interruption of waterway cleanup services, approving the extension of the existing agreement with Adventure Environmental Inc., for waterway cleanup services, on a month-to-month basis, until such time as the new agreements can be executed.

KEY INTENDED OUTCOMES SUPPORTED
Improve Cleanliness, City Beaches

Legislative Tracking
Environment and Sustainability/Procurement

ATTACHMENTS:
Description
Attachment A
Resolution