TITLE
and Members, Board of County Commissioners From: Daniella Levine Cava
Mayor Subject: Recommendation to Award a Contract for County Facilities Recycling Program

STAFF RECOMMENDATION
Summary
This item is for the purchase of recycling services for multiple County departments. Departments will use this contract for the collection, processing, and proper disposal of single-stream and commingled recyclable materials such as glass, metal, plastic, containers, office paper, newspaper, and other paper-based products and corrugated cardboard materials from over 469 County facilities. The recommended vendor will provide various size containers, and services will include curbside pick-up for easy access locations and point of service pick-up, which requires the vendor to drive into specific locations depending on site conditions. Miami-Dade Aviation Department (MDAD) requires this contract to maintain its International Standardization of Organizations (ISO) 14001 certification. The Parks, Recreation and Open Spaces Department (PROS) has over 70 locations consisting of containers of varying sizes throughout the parks system and anticipates expanding the program to more locations. The Seaport Department has approximately 34 containers throughout PortMiami and anticipates expanding program efforts. Approval of this contract will ensure County departments continue to comply with Miami-Dade County Ordinance No. 91-123 and County Code Section 15-2.3, which require certain establishments to provide a recycling program.

Recommendation
It is recommended that the Board of County Commissioners (Board) approve a competitive contract award, Contract No. EVN0000418, County Facilities Recycling Program, to Waste Management, Inc. of Florida, for Zones A, B, and C, in the amount of $10,183,812 for a five-year term for multiple County departments. No bids were received for Zone D for federally funded locations which is expected to be resolicited at a later date. This contract will replace Contract No. FB-00293 approved by the Board on July 6, 2016, via Resolution No. R-617-16 for a three-year term, with two, two-year options to renew.

Background
An Invitation to Bid (ITB) was issued under full and open competition on September 5, 2023. On the closing date of October 10, 2023, the County received two bids. Upon advertisement, 98 vendors were notified, of which four viewed the solicitation and 12 downloaded it. Vendors who were notified included those identified during market research, including incumbents and the two Small Business Enterprise (SBE) firms certified in the associated commodity code.

The solicitation included four zones, based primarily on geographical grouping of locations or funding source. Based upon the County Commission District map, the boundaries established were 8th Street, Tamiami Trail, and US 41. Tamiami Trail runs clearly west to east through the County and divides the County into North and South Zones. Zone A includes all Airport locations. Zone B consists of all County facilities north of 8th Street to include intracoastal waterways. Zone C consists of all County facilities South of 8th Street to include locations along Biscayne Bay. Zone D consisted of federally funded locations to service the Public Housing and Community Development and Community Action and Human Services Departments on an as-needed basis, and any additional departments that may acquire federal funds for such services during the contract term. Zone D did not receive any bids; therefore, a new solicitation is anticipated for those locations in the future.
Scope
The scope of this item is countywide in nature.

Fiscal Impact/Funding Source
The fiscal impact for the five-year term is $10,183,812.� The current contract is valued at $4,574,987 for a seven-year and six-month term and expires on January 31, 2024.� The annualized allocation under the replacement contract is higher than the current contract due to changes in market conditions. Staff attempted to negotiate the prices for this contract; however, the vendor was unable to lower the costs as labor, fuel, equipment, and processing costs of recyclables continue to increase. The pricing from the second bidder on the two zones that they bid on is approximately thirty-six percent higher than the recommended vendor.

Department Allocation Funding Source Contract Manager Animal Services $303,764 General Fund Lia Rodriguez MDAD $3,662,209 Proprietary Revenue Sylvia Novela Clerk of Courts $21,406 Clerk Revenue Phillip Rincon Corrections & Rehabilitation $176,594 General Fund Alessandra Linares Cultural Affairs $106,182 Proprietary Funds Olga Gonzalez Fire Rescue $725,104 Fire District Marianela Betancourt Internal Services $2,599,506 General Fund Lashone Williams-Canty Library System $420,079 Library District Kimberly Craig Police* $412,052 General Fund Isaura Berrios PROS $793,988 General Fund Fernando Robreno PortMiami $155,189 Proprietary Funds Frank Ramirez Solid Waste Management $354,157 Proprietary Funds/General Funds Karina Careaga Transportation and Public Works $270,385 DTPW Operating Melvin Cartagena Water and Sewer $183,197 Proprietary Revenue Fredrick Taylor Total $10,183,812 Note: This contract contains termination for convenience provisions, which can be exercised if the commodities and/or services in this item are affected by the establishment of the constitutional offices.

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

Delegated Authority
If this item is approved, the County Mayor or County Mayor�s designee will have the authority to give notice of this award to the recommended vendor, issue the appropriate purchase orders to give effect to same and exercise all provisions of the contract, including any cancellation, or extensions, pursuant to Section 2-8.1 of the County Code and Implementing Order 3-38. This item also authorizes a 30-day transition period at the end of this contract to allow for transition to a new vendor upon expiration.

Vendor Recommended for Award
Pursuant to Resolution No. R-477-18, the lowest bidder is recommended in accordance with the method of award per the solicitation and is local.

Vendor Principal Address Local Address Number of Employee Residents Principal Zones Awarded 1) Miami-Dade
2) Percentage* Waste Management Inc. of Florida 800 Capitol Street
Suite 3000
Houston, TX 8801 NW 91 Street
Medley, FL 267 David M. Myhan A, B, C 82% *Provided pursuant to Resolution No. R-1011-15. Percentage of employee residents is the percentage of vendor�s employees who reside in Miami-Dade County as compared to the vendor�s total workforce.

Vendor Not Recommended for Award
Vendor Local Address Reason for Not Recommending Coastal Waste & Recycling of Florida Inc. No Higher than lowest bid for Zones A and B. The vendor did not bid on Zones C and D.
Due Diligence
Pursuant to Resolution No. R-187-12, due diligence was conducted in accordance with SPD�s Procurement Guidelines to determine vendor responsibility, including verifying corporate status and that there are no performance and compliance issues through various vendor responsibility lists and a keyword internet search.� The lists that were referenced included�convicted vendors, debarred vendors, delinquent contractors, suspended vendors, and federal excluded parties.� There were no adverse findings relating to vendor responsibility.

Pursuant to Resolution No. R-140-15, prior to re-procurement, a full review of the scope of services was conducted to ensure the replacement contract reflects the County�s current needs.� The review included conducting market research, posting a draft solicitation for industry comment, and holding meetings and drafting sessions with the user departments. The scope of services was updated to modify the zone boundaries and the pricing structure was adjusted to allow bidders to forecast their pricing year-to-year to include factors impacting pricing such as Living Wage, overhead costs, and other industry costs for the next five years. A meeting was held with potential bidders to obtain feedback from the industry on improvements in recycling services.

Applicability of Ordinances and Contract Measures
* The two percent User Access Program applies where permitted by funding source.
* The Small Business Enterprise Bid Preference was applied for Zones A, B, and C. No measures applied to Zone D due to funding source.
* The Living Wage Ordinance applies to Zones A, B, and C.

__________________________
Jimmy Morales
Chief Operations Officer