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RESOLUTION AUTHORIZING ADDITIONAL TIME OF THREE YEARS FOR PREQUALIFICATION POOL NO. RTQ-00867, EMERGENCY PUSH & CLEAR AND DEBRIS REMOVAL SERVICES, FOR MULTIPLE COUNTY DEPARTMENTS; PROVIDED THAT ANY CONTRACT AWARD UNDER THE POOL EXCEEDING $5,000,000.00, OR $1,500,000.00 FOR MIAMI-DADE AVIATION DEPARTMENT, IS RATIFIED BY THE BOARD

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WHEREAS, this Board desires to accomplish the purposes outlined in the accompanying memorandum, a copy of which is incorporated herein by reference,

NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MIAMI-DADE COUNTY, FLORIDA, that this Board authorizes additional time of three years for Prequalification Pool No. RTQ-00867, Emergency Push & Clear and Debris Removal Services, for multiple County departments; provided that any contract award under the pool exceeding $5,000,000.00, or $1,500,000 for Miami-Dade Aviation Department, is ratified by the Board. A copy of the pool documents is on file with and available upon request from the Strategic Procurement Department.

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Date:

To: Honorable Chairman Anthony Rodriguez
and Members, Board of County Commissioners

From: Daniella Levine Cava
Mayor

Subject: Request for Additional Time to Prequalification
Pool for Emergency Push & Clear and Debris
Removal Services

STAFF RECOMMENDATION
Summary
This item is for the continued purchase of emergency push & clear and debris removal services. These services will be acquired via spot market competition on an as-needed basis, during a declared emergency in Miami-Dade County (County). In the event of a declared emergency, this pool provides the County with access to prequalified vendors capable of performing critical services, such as pushing, clearing, and hauling vegetative debris from roadways, bridges, rights-of-way, transit corridors, parks, and park waterways; removal and disposal of stumps; and removal of hazardous leaning trees and hanging limbs. Having these services readily available from prequalified vendors is essential to public safety, aesthetic restoration, and the timely return of County roads and facilities to full operational status. These efforts help ensure the safety and well-being of County residents during and after emergency events. This extension is for time-only, as such no additional expenditure authority is being requested.

Departments have confirmed that the pool is meeting their needs, and vendors have been responsive during times of an emergency or disaster mobilization. The pool requirements have not changed, and it is further anticipated that if the pool was resolicited, the same vendors would prequalify. Additionally, due diligence was performed on all prequalified vendors, and no issues were identified that would impact vendors ability to perform services under this pool. As this is an open pool, market research and outreach were conducted to identify additional vendors via INFORMS and DemandStar notices; eight additional vendors were identified and invited to submit their qualifications for inclusion in the pool, one of which has been prequalified and is local. This extension will allow existing prequalified vendors to remain in the pool provided they continue to meet the requirements, resulting in greater efficiency for both existing vendors and the County due to a reduction in administrative work. Continuing with the current pool will allow existing vendors to focus on accessing bid opportunities, as opposed to repeating prequalification documentation. This pool will remain open and additional qualified vendors may be added at any time. To encourage participation, outreach events are held on an ongoing basis to inform vendors about pool opportunities and the benefits of becoming prequalified. Therefore, a three-year extension is being requested to take advantage of on-going efforts and efficiencies built under the existing pool, ensuring continued growth and effectiveness. Extension of the pool will continue to streamline processes and reduce the time to procure these goods and services, saving the County time and money and reducing administrative barriers for our vendors.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve extending Prequalification Pool No. RTQ-00867, Emergency Push & Clear and Debris Removal Services, for three years for multiple County departments. The type and volume of debris that may need to be pushed, cleared, hauled, and disposed of can vary significantly depending on environmental conditions such as tropical storms, hurricanes, and other emergency events. These unpredictable fluctuations make it impractical to establish fixed quantities for a long-term, fixed-price contract. This extension will allow departments to continue purchasing emergency push & clear and debris removal services on an as needed basis during emergencies.

Background
The pool was established by the Board through Resolution No. R-1157-18, adopted on November 8, 2018, with an initial allocation of $330,000,000 for an eight-year term. The pool was subsequently modified for additional expenditure authority under delegated authority. This prequalification pool was established to allow prequalified vendors to participate in future spot market competitions for the purchase of emergency push and clear, and debris removal services, on an as-needed basis during declared emergencies, supporting multiple County departments. In addition to debris removal the scope of services under this pool includes, but is not limited to, supervision, labor, materials, equipment, machinery, and tools necessary to ensure rapid mobilization and effective service delivery following an emergency event.

This pool has four groups: (Group1) Debris Push and Clear, involves pushing vegetative and other debris using equipment such as front-end loaders with rubber wheels; (Group 2) Debris Hauling, involves hauling debris using front-end loaders, clamshells, hauling trucks, or similar machinery; (Group 3) Stump Removal and Disposal, involves, the removal and backfilling of hazardous stumps; and (Group 4) Hazardous Leaning Trees and Hazardous Hanging Limbs, involves cutting and removing hazardous trees and limbs using specialized crews. Currently, there are 12 active prequalified vendors in the pool, nine of which have local addresses. Two vendors were inactivated for failing to maintain the required permits and documentation necessary to remain active in the pool.

The primary users of this pool are Parks, Recreation, and Open Spaces Department (PROS) and Department of Transportation and Public Works (DTPW). Additional departments were granted access to the pool after its initial establishment, including the Miami-Dade Aviation Department (MDAD), People and Internal Operations Department (PIOD), and the Miami-Dade Public Library System (Library). A three-year time-only extension is being requested to continue allowing County departments access to critical services such as debris push and clear operations, hauling, stump removal, and the removal of hazardous leaning trees and hanging limbs from roadways, bridges, rights-of-way, transit corridors, parks, and park waterways during emergency situations. No additional expenditure authority is being sought, as the current pool allocation has been minimally utilized.

Scope
The impact of this item is countywide in nature.

Delegated Authority
There is no additional delegation of authority sought in this item as the authority to solicit pricing and award contracts up to an aggregate amount of the allocation authorized by the Board, exercise all provisions of the solicitation documents and any resulting contracts pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38, and add vendors to the pool at any time, subject to ratification by the Board on a bi-annual basis, was granted by the Board when the pool was established. Any contract award under the prequalification pool exceeding $5,000,000, or $1,500,000 for MDAD, is subject to ratification by the Board.

Fiscal Impact/Funding Source
The pool term expires on November 30, 2026, and has a cumulative allocation of $330,500,000. If this request is approved, the pool will have the same cumulative allocation and will expire on November 30, 2029.

Dept Existing Cumulative
Allocation Additional Allocation Requested Modified Cumulative Allocation Funding Source*
Budgeted^ Contract Manager
DTPW $50,000,000 $0

$50,000,000 Federal Funds / General Fund FY 25-26 Proposed Budget, Volume 2, Page 128, Contractual Services Alonzo Joseph
Library $500,000 $0 $500,000 Federal Funds / Library District FY 25-26 Proposed Budget, Volume 2, Page 189, Other Operating Kimberly Craig
MDAD $2,000,000 $0 $2,000,000 Federal Funds / Proprietary Funds FY 25-26 Proposed Budget, Volume 3, Page 199, Contractual Services Sylvia Novela
PIOD $500,000 $0 $500,000 Federal Funds / General Fund FY 25-26 Proposed Budget, Volume 3, Page 333, Operating Expenditures, Other Operating Lashonne Williams-Canty
PROS $277,500,000 $0 $277,500,000 Federal Funds / General Fund FY 25-26 Proposed Budget, Volume 2, Page 234, Contractual Services Bernie Rodriguez
Total $330,500,000 $0 $330,500,000
* If expenses are not approved for federal reimbursement, a non-federal funding source will be utilized.
^ The Adopted Budget Book was not finalized at the time this item was drafted. Therefore, the budget information is based on the Proposed Budget.

Track Record/Monitor
Manuel Jimenez of the Strategic Procurement Department (SPD) is the Procurement Contracting Manager.

Prequalified Vendors
Vendor Principal Address Local Address Principal Group (s)
A & A Fonte, Inc. 12901 NW 113 Court
Medley, FL Same Andres Fonte 1
Able Business Services, Inc. 1234 NW 79 Street
Miami, FL Same William Berry 1, 2, and 3
All Florida Land Cleaning, Inc. 3805 NW 132 Street
Opa Locka, FL Same Armando De Leon 1 and 2
Bergeron Emergency Services, Inc. 19612 SW 69 Place
Fort Lauderdale, FL None Ronald Bergeron 1, 2, 3, and 4
G7 Holdings, Inc. dba Garbageman.com 2540 NW 74 Street
Miami, FL Same Adriana Davis 1, 2, and 3
Jireh Landscaping, Corp 15010 Jackson Street
Miami, FL Same Romy Ramirez 1, 2, 3, and 4
Lanzo Construction Co Florida 125 SE 5 Court,
Deerfield Beach, FL None James Tili 1
RAS Investments, Corp. 782 NW 42 Avenue
Suite 429
Miami, FL Same Pedro Pelaez 1, 2, 3, and 4
SFM Services, Inc. 7500 NW 74 Avenue
Medley, FL Same Christian Infante 1, 2, 3, and 4
T.F.R. Enterprises, Inc. 601 Leander Drive
Leander, TX None Tipton Rowland 1, 2, 3, and 4
Thomas Maintenance Services, Inc. 12150 SW 128 Court
Suite 234
Miami, FL Same Miles Thomas 1, 2, 3, and 4
Weed-A-Way, Inc. 2527 NW 95 Street
Miami, FL Same Monday Okotogbo 1, 2, 3, and 4

Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD’s Procurement Guidelines to determine contractor responsibility, including verifying corporate status and review of performance and compliance issues through various vendor responsibility lists and keyword internet search. The lists referenced include convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties. The review identified that two vendors, T.F.R. Enterprises, Inc. (T.F.R.), and Thomas Maintenance Services, Inc. (Thomas), have ongoing litigation; however, one claim involving Thomas is currently under a proposed settlement. Additionally, T.F.R. and Weed-A-Way, Inc. had prior litigation histories, which have since been resolved. None of the aforementioned complaints for the three vendors adversely impacted the County’s pool and there were no other findings relating to vendor responsibility.

Applicability of Ordinances and Contract Measures
• The two percent User Access Program provision does not apply.
• Small Business Enterprise measures and Local Preference do not apply due to funding source.
• The Living Wage Ordinance does not apply.


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Roy Coley
Chief Utilities and Regulatory Services Officer