STRATEGIC PRIORITY: Environmental & Sustainability
AGENDA DATE: September 11, 2024
COUNCIL DISTRICT(S): All
DEPARTMENT: Department of Sanitation Services
EXECUTIVE: Alina Ciocan
______________________________________________________________________
SUBJECT
Title
Authorize (1) ratification of the City Manager's purchase and payment of $515,650.00 incurred for emergency post-collections transfer station hauling support related to the severe weather event occurring on May 28, 2024; and (2) a six month emergency service price agreement with UMGA Logistics, Inc. for emergency post-collections transfer hauling support in the estimated amount of $234,350.00, for a total estimated contract amount of $750,000.00 - Total estimated amount of $750,000.00 - Financing: Sanitation Operation Fund (subject to appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimate amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
On May 28, 2024, a significant severe weather event generated approximately 550,000 cubic yards of storm-related debris. To protect the health and safety of the City, the Department of Sanitation (Sanitation) procured post-collections transfer hauling support. This service is necessary to supplement hauling services between City’s transfer stations and landfill or materials recovery facility. This service price agreement will allow Sanitation to ensure continuity of operations at the three transfer stations, as Sanitation works to resume normal operations.
In late 2023, a contract was awarded for post-collections transfer station hauling and the lowest responsible bidder was unable to meet the requirements following this severe weather event. Sanitation contacted the second lowest bidder from the initial bid in 2023 to provide the needed emergency post-collections transfer station hauling support. The Department may continue to use UMGA for up to six months following execution of the contract for these services.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 8, 2023, the City Council authorized the execution of a three-year service price agreement with Hurricane Waste Systems (VC20368) in the estimated amount of $1,036,722.00, for on-call post-collections transfer station hauling support by Resolution No. 23-1576.
FISCAL INFORMATION
|
Fund |
FY 2024 |
FY 2025 |
Future Years |
|
Sanitation Operation Fund |
$750,000.00 |
$0.00 |
$0.00 |
MWBE INFORMATION
In accordance with the City’s Business Inclusion and Development Plan adopted on October 22, 2008, by Resolution No. 08-2826, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$750,000.00 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• This Business Inclusion and Development Plan does not apply to Emergency Ratifications. |
|
• UMGA Logistics Inc. - Local; Workforce - 0.00% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Department of Sanitation Services received the following bids from solicitation number BG23-00022387, which closed on July 14, 2023. City Council awarded the contract to the lowest responsible bidder, Hurricane Waste Systems on November 8, 2023. As the vendor was not able to perform the services required for emergency response, the department moved to the secondary bidder on the contract.
OWNER/EXECUTIVE
UMGA Logistics Inc.
Ana Cruz, President