Item Coversheet

Competitive Bid Reports - C2  G




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Alina T. Hudak, City Manager 
DATE:June  23, 2021
 



SUBJECT:REQUEST FOR APPROVAL TO AWARD A CONTRACT PURSUANT TO INVITATION TO BID (ITB) 2021-069-AY FOR REMOVAL & DISPOSAL OF CONSTRUCTION DEBRIS AND ASPHALT.

RECOMMENDATION

The City Manager recommends that the Mayor and City Commission approve the award of a contract pursuant to ITB 2021-069-AY for construction and asphalt debris hauling to G7 Holdings, Inc., the lowest responsive and responsible bidder, as the primary vendor, and Austin Tupler Trucking, Inc., the second lowest responsive and responsible bidder, as the secondary vendor.

BACKGROUND/HISTORY

The Public Works Department requires the services of a licensed debris hauler for the removal and disposal of construction debris and asphalt removed from projects. As part of routine operations, asphalt and debris are collected when completing road work or replacing sidewalks. The collected materials must be disposed safely and according to disposal laws.

 

The City currently acquires these services through a quote process. However, staff determined that it is beneficial to streamline this process through a longer-term contract with a primary and secondary vendor to assure that services are available when required.

ANALYSIS

The ITB was issued on March 31, 2021, with bid opening date of May 7, 2021. The Procurement Department issued bid notices to 3,298 companies utilizing www.bidsync.com website. 52 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of bids from: Austin Tupler Trucking, Inc. (Austin Tupler), and G7 Holdings, Inc. (G7 Holdings). A tabulation of the bids received is included as Attachment A.

 

Staff contacted several companies to determine why they chose not to submit a bid. A primary reason is that services require a Miami-Dade County General Hauler Permit to provide these services. One of the companies contacted stated that it was outside of Miami-Dade County and did not have the required permit. Another stated that it did not bid due to its current workloads.

 

Both bids received are responsive and meet the requirements of the ITB. The ITB stated that lowest responsive, responsible bidder(s) would be recommended for award. To provide the necessary services required by the department, as well as a back-up contractor should the primary contractor be unable to perform the services, it is recommended that the award be as follows:

 

  • G7 Holdings, Inc. - Primary Vendor, the lowest responsive, responsible bidder.
  • Austin Tupler, Inc. - Secondary Vendor, the second lowest responsive, responsible bidder.

 

Following is a summary of the bidders.

 

G7 Holdings, Inc.

Established in 2000, G7 Holdings has provided removal of construction debris and asphalt services throughout all of Miami Dade County. The City has received positive feedback from agencies, including Miami Dade County Solid Waste and Saga South Development. In addition, G7 Holdings has provided removal and disposal of construction debris and asphalt services for the City of Miami Beach in the past. City departments have been satisfied with their work and provided positive feedback.

 

Austin Tupler Trucking, Inc.

Austin Tupler has been in the industry for over 65 years for hauling and disposal of construction debris, hurricane debris, broken up asphalt and broken up concrete. These services are provided throughout all of Florida and satisfactory feedback has been provided from multiple firms such as Ryan Inc, American Engineering & Development, and Jackson Land development LLC. In addition, Austin Tupler is incumbent contractor providing removal and disposal of construction debris and asphalt since March 2018.  City departments have been satisfied with their work and provided positive feedback. 

SUPPORTING SURVEY DATA

N/A

FINANCIAL INFORMATION

Funding for hauling and removal of construction debris and asphalt services is subject to the approval of funds through the City’s budgeting process. The annual expenditures for the hauling and disposal of construction debris and asphalt fluctuate depending on the number of projects the department completes.  For fiscal years 2018 and 2019, the average annual expenditures for the services has totaled approximately $100,000.  Fiscal year 2020 was not utilized in calculating average annual expenditure because of the impact of the COVID-19 pandemic.

CONCLUSION

The Administration recommends that the Mayor and City Commission approve the award of a contract pursuant to ITB 2021-069-AY for construction and asphalt debris hauling to G7 Holdings, Inc., the lowest responsive and responsible bidder, as the primary vendor, and Austin Tupler Trucking, Inc., the second lowest responsive and responsible bidder, as the secondary vendor.

Applicable Area

Citywide
Is this a "Residents Right to Know" item, pursuant to City Code Section 2-14? Does this item utilize G.O. Bond Funds?
Yes No 

Strategic Connection

Non-Applicable
Legislative Tracking
Public Works/Procurement

ATTACHMENTS:
Description
Attachment A