TO: Mayor and Commissioners
FROM: Sammie Walthour, Neighborhood and Community Services Director
THROUGH: Terrence R. Moore, ICMA-CM
DATE: January 10, 2023
Title
APPROVAL OF RESOLUTION NO. 17-23 AUTHORIZING THE CITY MANAGER TO NEGOTIATE AN AGREEMENT WITH THE HIGHEST-RANKED QUALIFIED FIRM FOR SOLID WASTE AND RECYCLING COLLECTION SERVICES PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 2022-046.
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Recommended Action:
Recommendation
Motion to approve Resolution No. 17-23 authorizing the City Manager to negotiate an Agreement with the highest-ranked qualified firm, for Solid Waste and Recycling Collection Services pursuant to Request for Proposals (RFP) No. 2022-046.
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Background:
On September 12, 2022, the City advertised Request for Proposals (RFP) No. 2022-046 for Solid Waste and Recycling Collection Services. The solicitation was viewed by fifty-seven (57) potential proposers and on October 31, 2022, the City opened and announced the three (3) proposals that were received from the following firms:
1. Vexaen Cleaning Company, LLC.
2. Coastal Waste & Recycling of Florida, Inc.
3. Waste Management Inc, of Florida
Upon completion of the due diligence process, Vexaen Cleaning Company, LLC proposal was rejected due to non-responsibility and non-responsiveness.
The Selection Committee independently evaluated the proposals based on the criteria disclosed in the solicitation. In a publicly noticed meeting held on December 20, 2022, the committee revealed and discussed its scoring. The scores were tabulated by the Purchasing Division to arrive at the final score for each firm and the final overall ranking.
The ranking results were as follows:
Firm Total Points Ranking
Waste Management Inc., of Florida 284 1
Coastal Waste & Recycling of Florida, Inc. 241 2
The Committee’s recommendation is to award the contract to Waste Management Inc., of Florida., as the highest-ranked qualified firm. Should negotiations fail with the first-ranked firm, staff shall undertake negotiations with the second-ranked firm until a contract is successfully negotiated. With approval of this Motion, staff will proceed in negotiating the Agreement with Waste Management Inc., of Florida as the highest-ranked qualified firm.
Under the Agreement, the Contractor shall provide its services for a term of seven (7) years, which shall begin on October 1, 2023, and expire on September 30, 2030, as stated in the solicitation with the option to extend for three (3) additional years.
Alternative Options for Commission Consideration:
1. Send the proposals back to the Selection Committee to reevaluate.
2. Consider “Best and Final Offer” (BAFO) from the Proposers.
This motion is in accordance with the Code of Ordinances Chapter 36, Commission Approval Required.
Attachments:
Resolution No. 17-23
Legal Review Checklist
Proposer Submittals
Evaluation Committee Scoring
Price Analysis
City Attorney Review:
Approved as to form and legal sufficiency.
Funding Source/Financial Impact:
Funding will be available in the Sanitation Fund upon adoption of FY 2023-24 budget.
Time Sensitive:
This item is a time sensitive request due to the existing contract providing these services expiring on April 30, 2023.