HomeMy WebLinkAboutR-97-0514J-97-514
7/17/97
RESOLUTION NO. 9 7 - 514
A RESOLUTION, WITH ATTACHMENTS, BY AN
AFFIRMATIVE FOUR -FIFTHS (4/5THS) VOTE OF THE
MEMBERS OF THE CITY COMMISSION, RATIFYING,
APPROVING AND CONFIRMING THE CITY MANAGER'S
ENGAGEMENT OF THE FIRM OF POST, BUCKLEY,
SCHUH & JERNIGAN, INC. ("PBSJ"), TO ASSIST
THE CITY IN THE PREPARATION, DISSEMINATION
AND NEGOTIATION OF A REQUEST FOR PROPOSALS
AND AGREEMENT FOR SANITATION SERVICES;
AUTHORIZING THE CITY MANAGER TO EXECUTE AN
AGREEMENT, IN SUBSTANTIALLY THE ATTACHED
FORM, WITH PBSJ FOR SAID PROFESSIONAL
SERVICES; AND ALLOCATING FUNDS THEREFOR, IN
AN AMOUNT NOT TO EXCEED $24,760.00, FROM THE
GENERAL OPERATING BUDGET OF THE SANITATION
DEPARTMENT FOR SAID SERVICES.
WHEREAS, the Five Year Plan for the City of Miami includes
an expectation of savings of at least $1.1 Million from the
Sanitation Department in providing garbage and trash collection
services; and
WHEREAS, such savings can be obtained from negotiations with
employees concerning work rules, salaries and benefits or by
outsourcing said function; and
WHEREAS, if such savings are not obtainable through
negotiations, the outsourcing option needs to be in place; and
WHEREAS, the City Manager engaged Post, Buckley, Schuh &
Jernigan, Inc. to provide said professional services to assist in
the preparation, dissemination and negotiation of a Request for
CITY' COMUSSION
MEETING OF
J U L 2 4 1997
Resolution No.
97- 514
0
Proposals and agreement for sanitation services, at a fee not to
exceed $24, 760, as time is of the essence for the issuance of a
Request for Proposals for said services;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY
OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are hereby adopted by reference
thereto and incorporated herein as if fully set forth in this
Section.
Section 2. By an affirmative four -fifths (4/5ths) vote
of the members of the City Commission, the City Manager's
engagement of the firm of Post, Buckley, Schuh & Jernigan, Inc.
("PBSJ"), to assist the City in the preparation, dissemination
and negotiation of a Request for Proposals and agreement for
Sanitation Services, is hereby ratified, approved and confirmed.
Section 3. The City Manager is hereby further authorized
to execute an agreement, in substantially the attached form, with
PBSJ for said professional services, with funds therefor, in an
amount not to exceed $24,760.00, hereby allocated from the
General Operating Budget of the Sanitation Department for said
services.
Section 4. This Resolution shall become effective
immediately upon.its adoption.
2 -
97- 514
•
•
PASSED AND ADOPTED this 24th day of July 1997.
J ROLLO, MAYOR
ATTEST:
WALTER J. FOE
CITY CLERK
APPROVED AS TO FORM AND CORRECTNESS:
A.,QUINN J ES, I I
CITY AT 0 EY
W1753:BSS
3 97- 514
Exhibit A is
Draft No. 3: July 2, 1997
PREPARATION OF RFP PROCUREMENT DOCUMENTS
for
RESIDENTIAL SOLID WASTE COLLECTION SERVICES
CITY OF MIAMI, FLORIDA
Scope Of Services
1. INTRODUCTION:
The City of Miami (the "CITY") desires Post, Buckley, Schuh & Jernigan (the "CONSULTANT") to
provide Consultant Services necessary for the preparation of procurement documents and the
evaluation of proposals for residential solid waste collection services. These procurement documents
will be prepared as a Request for Proposal (RFP) with the intent to provide the CITY with potential
"Contractors" and cost information relative to the collection of residential solid waste.
The procurement program is expected to request cost proposals from interested parties to collect
residential solid waste and yard waste, then deliver the wastes to CITY designated facilities.
Collection of recyclables, construction and demolition debris, commercial waste, industrial waste, and
household hazardous waste will not be included in this RFP. The CONSULTANT's Scope of Services
will include preparation of Contractor's qualification criteria; preparation of RFP Documents; and
assisting the CITY in evaluation of the proposals.
II. SCOPE -OF -SERVICES:
The Scope -of -Services for this procurement program is described in detail as follows:
TASK 1: Initial Workshop Meeting with City Staff_
The CONSULTANT will attend an initial workshop meeting with CITY staff to review the structure of
the RFP. At that meeting, it is assumed that CITY staff will have the following information available
to the CONSULTANT:
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97- 514
Draft No. 3: July 2, 1997
• Historical and Projected Collected Waste Quantities
• Residential Collection and Disposal Rates
• Map of Service Area Limits
• Established Franchise Areas
• Present Ordinances or Existing Definitions Related to Collections
• Number and Type of Residential Accounts
• Special Customer Lists or Requirements
• Special Equipment Requirements
• City Purchasing Standards
• Insurance Requirements (Min. Standards)
TASK 2: Prepare Request for Proposal Documents
The CONSULTANT will prepare an RFP with the following work approach:
•
Subtask 2.1 - Purpose and Procurement Approach: Prepare a summary of CITY's project goals
and philosophy, description of project participants and responsibilities of parties, organization of the
RFP documents, and procurement schedule and submittal requirements.
Subtask 2.2 - Background information: Summarize existing information obtained from the CITY
concerning: demographic data and solid waste stream; residential collection rates and accounts;
existing CITY collection equipment information; collection franchise locations; and CITY designated
disposal locations.
Subtask 2.3 - General Scope -OfServices: Prepare the information that states the services required
by the CITY from the Contractor for the collection of residential solid waste and the designated
disposal locations.
Subtask 2. 4 - Minimum Qualification Requirements: Prepare the minimum qualification criteria
for Contractors to meet, including: general corporate qualifications, stability, history and structure;
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Draft No. 3: July 2, 1997
management approach and qualifications; collections operations experience; and financial
qualifications and capacity.
Subtask 2.5 - Contractual Principals: Prepare a draft franchise agreement for review, amendment
and approval by the CITY legal staff that states the operating agreement structure and principals;
Contractor risk allocations; performance guarantees; non-performance clause; insurance
requirements; and other general terms of the proposed agreement including the term of the service
agreement, waste ownership, disposal locations, inspection rights by CITY, basis for adjustments to
service fees, changes in rules and regulations, loss of use and other force majeure.
Subtask 2.6 - Proposal Forms: Prepare forms for the Contractors to fill out which describe
qualifications, pricing commitments, statements of ownership, proposal guarantee, bid prices,
equipment specifications, and staff.
Subtask 2.7 - Organization of Proposals: Prepare an outline describing the organization of
proposals.
TASK 3: Prepare Evaluation Criteria
Subtask 3.1 - Evaluation Criteria: CONSULTANT will prepare evaluation criteria for the ranking
process of potential Contractor's responding to the RFP. The criteria will include qualification and
business based evaluation criteria.
Subtask 3.2 - Meeting with City Staff: CONSULTANT will meet with City Staff to discuss the
evaluation criteria and the remainder of the report preparation.
TASK 4: Finalize RFP Documents
CONSULTANT will incorporate the comments received from the CITY into the draft RFP document
to be considered by the City Council. Fifteen (15) copies of the draft RFP will be prepared and
submitted to the CITY for final review by various departments and offices including solid waste,
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9' - 514
Draft No. 3; July 2, 1997
planning, purchasing, risk management, finance, and attorney. The CITY will consolidate comments
from the various City Departments, decide which comments to incorporate in case of conflicting
comments, and then submit combined comments to CONSULTANT.
After receipt of written comments from CITY, the CONSULTANT will make adjustments to the RFP
document in response to CITY input and will deliver the final draft to the CITY.
TASK 5: Assistance Durina Wegotiations
The purpose of this task is for the CONSULTANT to provide assistance to the CITY during
negotiations and execution of the Agreement with the selected "Preferred Contractor". Legal
issues will be addressed by the City Attorney's office.
Subtask 5.1 - Negotiations with Preferred Contractor: CONSULTANT will attend up to'three
(3) meetings with the City and Preferred Contractor(s) to negotiate the collections Agreement.
Items to be discussed and negotiated as part of the Agreements may include:
• Contract and risk structure;
• Preferred Contractor's list of exceptions;
• Draft contract(s) markup by the Preferred Contractor, with particular focus on any potential
risk shift; and
• Project -and implementation schedule.
During the negotiations, CONSULTANT with the assistance of the City's Legal Counsel, will
prepare meeting agendas; communicate results of meetings and summarize follow-up items; and
document points of agreements and open issues in the contract drafts and documentation.
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97` 514
Draft No. 3: July 2, 1997
Subtask 5.2 - Conclusion of Negotiations: Once the City and the Preferred Contractor achieve
agreement on the contract documents, the CONSULTANT will:
• Complete the documents with the assistance of the City;
• Prepare presentation materials and attend up to two (2) scheduled City Council meetings
to discuss approval of the negotiated Contract Agreement with the Preferred Contractor.
• Once the Contract Agreements are approved by the City Council, assist the City in the
preparation of a Project Award letter.
• Assist the City through the preparation of "Conformed Documents" for execution by each
party.
TASK 6: Additional Services
CONSULTANT will obtain written authorization from the City to provide additional assistance during
negotiations beyond the budgeted task. The additional assistance may include but not necessary
limited to, prepare additional addenda, prepare and attend additional negotiation meetings, prepare
additional information required to support the City during the negotiation process.
In the event that a reduced level of effort is determined to be acceptable, applicable charges to the
CITY will be reduced. However, in the event that an increased level of effort is required, the
CONSULTANT will so advise CITY and present an appropriate Additional Services Amendment
(ASA) for CITY consideration and approval before performing out -of -scope or out -of -budget
services.
(This Area Intentionally Left Blank)
G:\ENV\COMMON\WASTEMAN\MIAMI\MIARFP.DR3
Page 5 of 5
97= 514
Exhibit B
uCR
Draft No. 3 July 2, 1997
Central Disposal Facility
Preparation of RFP Documents
Residential Solid Waste Collection Services
City of Miami, Florida
Wock Task:Cate o
9. ry
_.
Pro"ect.>
I .. 1
. ......
Sr: P.ro'ect,
1
P.ro'ect>:.,Clericall:.:
J
...
Total
Total Cos
t�
Director
.AAanager .
E_n'gineer
Secretary:
Wours
by Task
$1561hr
$135/hr ;;
$75lhr >
$38lhr
_ -.. ................ - -_---- < W :.._.: _:....__
Task 1 - Initial Workshop Meeting w/Staff
........... _:
4
.......... __.
16
............
4
............ ............ ........
16
..:.........
40
... ...... ..... ..
$3,692
Task 2 - Preparation of RFP Document
- --- - - - --------- ---- - - - - _..------- - --
4
.. _..... --
24
_ _-... -- -----
8
...... .
16
52
$5,072
Task 3 - Preparation of Evaluation Criteria
16
10
4
30
$3,062
Task 4 - Finalize RFP Document
-- - - - - - -- --- - - -
2
_ .. _ --
16
- - - ---
10
-- - -- ----
4
-- --...
32
_ .- - ......_ ... _
.... $3,374
--... -- - -- -- ---- -
Task 5 - Assistance with Negotiations
12
48
8
16
84
j $9, 560
22--- --------- ][_ 120 -L 40 JL 56.. -��---238_---Il_
n
22
CITY OF MIAMI
COMMISSION MEMORANDUM
July 24, 1997
To: Mayor Joe Carollo and
Members of the City Commission
From:
Subject: Ratification of Appointment of Post, Buckley, Schuh & Jernigan to assist
the Administration with a RFP for Solid Waste Services
Administrative Recommendation
The Administration recommends that the Mayor and City Commission adopt this
resolution ratifying the actions of the City Manager in the appointment of Post, Buckley,
Schuh & Jernigan to assist the City in the preparation, dissemination and negotiation of a
contract to provide solid waste services.
Background
Within the Five Year Plan there is an expectation of savings of a minimum of $1.1
million from the sanitation function. In order to achieve these savings the Administration
is working on two tracks. These are an agreement with our employees to save this amount
and the second option of outsourcing this function. While we will negotiate with our
employees, we need to solicit bids for this service as a backup if we are not able to
achieve the required savings through negotiations. The employment of this firm at a cost
of $24,760 will enable the City to expedite this process through its completion.
97-- 514 1
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