DEPARTMENTAL INPUT

CONTRACT/PROJECT MEASURE ANALYSIS AND RECOMMENDATION

New OTR Sole Source Bid Waiver Emergency Previous Contract/Project No.

Contract R-786-15 Re-Bid Other LIVING WAGE APPLIES: YES NO

Requisition No./Project No.:

RQAV2000027

FB-01679 TERM OF

CONTRACT 4 years with 4 one-year OTRs

Requisition /Project Title: International Waste Hauling and Disposal

Description:

The County is seeking to procure hauling and disposing of International Waste services from certain sites at the County’s Airport System

Issuing Department: AV Contact

Person: Tiondra Wright Phone: 305-876-8482

Estimate Cost: $200,000 GENERAL FEDERAL OTHER

Funding Source:

EA101-AV1434-

722121-11

ANALYSIS Commodity Codes: 95896 96239 96871

Contract/Project History of previous purchases three (3) years

Check here if this is a new contract/purchase with no previous history.

EXISTING 2ND YEAR 3RD YEAR

Contractor:

Small Business Enterprise:

Contract Value:

Comments:

Continued on another page (s): Yes No

RECOMMENDATIONS Set-aside Sub-contractor goal Bid preference Selection factor

SBE

Basis of

recommendation:

Signed: Phillip A. Rincon

Date sent to SBD: 07/31/2020

Date returned to DPM:

Revised April 2005

INTERNATIONAL WASTE

SCOPE OF SERVICES, MARKET RESEARCH, and

TECHNICAL SPECIFICATIONS

SCOPE OF SERVICES:

The County is seeking to procure hauling and disposing of International Waste

services from certain sites at the County’s Airport System as described below:

The County shall deliver to the Contractor all of the International Waste generated

at Miami International Airport (MAI) and the General Aviation Airports (GAA) that

is delivered to the County by any third party or the Miami-Dade Aviation

Department (MDAD) at the MIA compactor sites and/or directly to the MIA Waste

Transfer Station, or delivered to the GAAs. The contractor acknowledges that the

County has no contractual controls over the disposition or amount of International

Waste generated at its Airport sites, and the County hereby only guarantee the

Contractor that amount of International Waste that is generated and delivered to

the County by any third party at the MIA Compactor sites and/or MIA Waste

Transfer Station plus any International Waste delivered to the County by any third

party at the GAAs. International Waste from *the MIA Compactor Sites will be

transported to the MIA Waste Transfer Station by the County for pick-up by the

contractor. Pick-up of International Waste from the GAA sites is the responsibility

of the Contractor. Only the waste delivered to the MIA Compactor Sites and the

MIA Waste Transfer Station will be compacted. International Waste from the GAA

Sites will not be compacted. For the duration of the Agreement, the County agrees

to make available the MIA Compactor Sites, MIA Waste Transfer Station, and the

GAA sites, for the purpose of disposing of International Waste by third party users.

So long as the Agreement is in force, then the County agrees not to contract for or

facilitate delivery of International Waste delivered to the County at its Airport Sites

to be disposed of by any other party. The Contractor must accept all the

International Waste that the Aviation Department delivers to it for hauling and

disposal.

MARKET RESEARCH:

All foodstuffs, and certain plant and animal materials removed from international aircrafts

are considered international waste by the United States Department of Agriculture

(USDA) and an approved mechanism of disposal is required. This usually entails

incineration or sterilization. The law requires that the contractors providing the subject

services have permits for both disposal and hauling issued by the USDA. Prior to the

award of the existing agreement, the County disposed at the airport’s incinerator. The

existing agreement was awarded via a non-competitive procurement. Our current

incumbent is Waste Connections of Florida. Market research has revealed there is

competition in the market place. There other vendors in the Florida market place include

but, are not limited to, Stericycle Inc. and Waste Pro of Florida. Orlando International has

a competitively awarded bid with Stericycle. The agreement is for 3 years with a 2 year

option to renew. Waste compactors are not included in the contract. Moreover, Stericycle

handles drop ups and pick ups daily outside the AOA. Lee County and SW Florida

International have competitive agreements with Waste Pro of Florida. Lee County’s

contract was procured via a request for proposal. The initial term was 5 years with the

option for a 1 or 2 year option to renew period. Tampa International Airport utilizes an

inter-local agreement with the City of Tampa Solid Waste Department. At the Port of

Miami, all international waste is handled independently by the cruise line and cargo

carrier. The port does not have any involvement. Another vendor in the South Florida

market is Wheelabrator. In essence, even though the market is small, there is competition

in the market place and other airports have procured their services via competitive

procurements. Hence, we are recommending the County proceed with a competitive

solicitation allowing all parties an equal opportunity for award for the subject services.

COMPLIANCE WITH FEDERAL REQUIREMENTS:

The Contractor and any subcontractors under the agreement, are required to have

before beginning work, and to maintain in full force and effect at all times that the

Agreement is in effect, the required Customs & Border Patrol (CBP) Compliance

Agreement for processing at the primary and back-up facility and for cartage to

primary and back-up facilities. If at any time any one of those Compliance

Agreements are not in full force and effect, this will constitute good cause for the

County to immediately terminate the Agreement without any further notice.

The contractor shall maintain, throughout the life of the Agreement, a valid

Compliance Agreement with CBP for processing for the primary disposal facility,

included as Exhibit E in the attachments. Primary disposal facility shall have the

right and ability to dispose of at least 7,000 tons per year.

The contractor shall maintain throughout the life of the Agreement a valid

Compliance Agreement with CBP for processing for the back-up disposal facility,

included as Exhibit F in the attachments. Back-up disposal facility shall have the

right and ability to dispose of at least 7,000 tons per year. It is essential that

provisions exist for an alternative method of disposal in case the primary disposal

facility fails.

The contractor shall maintain, throughout the life of this Agreement, a valid

Compliance Agreement with the CBP for cartage of International Waste to the

primary and back-up facilities, included as Exhibit G in the attachments. Contractor

shall maintain a plan for transporting to the back-up facility

CONTRACTOR’S OTHER RESPONSIBILITIES:

The Contractor shall provide 14 compactors. Compactors should be

replaced every five (5) years. The Contractor shall also be responsible for

compactor purchases for the duration of the agreement. The Contractor shall

bear all costs associated with the transportation and disposal of International

Waste regardless of the disposal site.

The Contractor assumes the risk and bears all costs of any change in the

processing or disposal site regardless of whether:

a) Its Compliance Agreement for the cartage or disposal expire or are

revoked by the CBP;

b) Its disposal site is unavailable because it no longer has enough

capacity to accept the County’s International Waste;

c) It is necessary to dispose of the County’s International Waste at the

designated back-up facility;

d) The Contractor’s Compliance Agreement is revoked, and the

Contractor’s chooses to provide services with other providers who have

approved Compliance Agreements.

If the Contractor does not bear the additional costs or provide alternative services

as provided above, the County may terminate for cause. In the event of Force

Majeure, the Contractor shall bear all additional costs and/or fines if the

International Waste remains at the Aviation sites longer than the maximum period

allowed by the CBP without being removed.

The Contractor shall assure that the International Waste will be transported and

disposed of in compliance with all applicable present and future United States

Department of Agriculture and State of Florida laws, guidelines and regulations

and other applicable federal, state and local laws, guidelines and regulations. The

Contractor shall meet all the requirements of the above legislation and regulations,

including any subsequent changes.

The Contractor shall obtain and pay for all licenses, permits and inspection fees

required for the proper performance of this Agreement, and shall comply with all

laws, ordinances, regulations and hauling code requirements applicable to the

work contemplated herein. Damages, penalties and or fines imposed on the

County or the Contractor for failure to obtain required licenses, permits or fines

shall be borne by the Contractor. The Contractor shall pay the Disposal Facility

Fee for these Services in accordance with Chapter 15, Section 15-25.2 of the

County Code.

Contractor’s Responsibility for the International Waste upon signing for and

taking possession:

The Contractor will be responsible for transporting regulated garbage over the

roadways and must assure that container(s) are leakproof from the point of pick-

up at all Airport Sites until it has reached its disposal destination. The Contractor

is responsible for providing personnel and proper chemicals to effectively maintain

control of the regulated materials in case of a spill or other emergency. The

Contractor is responsible for any spillage that occurs during the transportation

process and must take appropriate action in accordance with all present and future

federal, state and local regulations. Routing of the transporting vehicle should be

direct and expedient, and every effort made to use the Contractor’s closest

available disposal facility. Title to the International Waste shall pass to the

Contractor when it is accepted by the Contractor’s for hauling and disposal from

the Airport Sites.

CONTAINERS

The types of containers that will be used are described in the Technical

Specifications below.

Containers At MIA: The Contractor will supply modular compactors for the MIA

Waste Transfer Station that are transportable by hook and cable roll off trucks. The

Contractor shall supply (14) 34 cubic yard compactors with a modified front

doghouse with 3 modified doors.

Containers at GAA: The Contractor will supply and deliver leakproof and sealable

containers to the GAA sites (2) Opa-Locka and Tamiami Executive Airport. The

Contractor may be requested to provide and deliver the following types of

containers: one (1) 1 ½ cubic yard capacity container, one (1) 2 cubic yard capacity

container, and/or a three (3) cubic yard capacity container to each of the mentioned

GAA Sites. The Project Manager shall determine the type of container placed at

each mentioned GAA Site and the frequency of container pickups will be every

Monday, Wednesday, and Friday.

Contractor shall maintain the containers as described in the Technical

Specifications.

ROLL-OFF TRUCKS

Contractor will to supply the roll-off trucks as described in the Technical

Specifications below.

The Contractor shall utilize their own roll-off trucks that meet Waste Management

industry standards and State of Florida Department of Transportation regulations

for the hauling of the Contractor provided modular containers (compactors).

AIRPORT SITES

While the County has listed all major sites and/or services in the Technical

Specifications that are utilized in conjunction with its operations there may be

ancillary sites/services that may be required by the County during the term of this

Agreement. Under these circumstances, the County representative will contact the

Contractor to obtain a price quote for the items. If these quotes are comparable

with the prices offered for similar services, an amendment to the Agreement may

be prepared and as necessary, forwarded to the Board of County Commissioners

for their consideration. The County reserves the right to contract these ancillary

sites to the successful Contractor or obtain the items through a separate

solicitation.

Additional sites may be added: Although the Technical Specifications identify

specific sites to be serviced, it is hereby agreed and understood that the County

Department or agency facility may be added to this Agreement at the option of the

County. Notwithstanding, the Contractor does not have any exclusive right to these

additional sites. The County may elect to obtain price quotes for the additional sites

from other Contractors in the event the County does not find the price quotes

comparable.

Deletion of sites: Although the Technical Specifications identify specifics sites to

be serviced, it is hereby agreed and understood that any County Department or

agency may delete services for its sites when such service is no longer required

during the Agreement period. The County will provide the Contractor with at least

a thirty (30) days’ notice prior to its deleting services for a site.

HOURS OF OPERATION

SCHEDULED

MIA waste transfer station: Hours of operation for the International Waste

Transfer Station is 5:00 am - 8:00 pm, seven (7) days per week, including Holidays.

Contractor times to start the pick-up of the International Waste compactors are

during the hours of 9:00 am - 12:00 pm, seven (7) days per week, including

Holidays.

GAA sites: The Contractor will be responsible for three (3) times per week pick-

up on Monday, Wednesday, and Friday including Holidays. The pick-ups will be

between normal business hours of 7:00 am - 3:00 pm, on the specified days noted

above.

NONSCHEDULED

Nonscheduled pick-ups: The contractor will be responsible for furnishing non-

scheduled pick-up services at all the Airport Sites, seven days a week, including

Holidays, whenever required. International flights generate garbage and at times

it may be necessary for the Aviation Department to call the contractor for

unscheduled container pulls. A maximum of four (4) hours response time will be

required under these conditions and an emergency telephone number must be

provided to the Aviation Department for this purpose.

Non-Scheduled Pick-ups for MIA Waste Transfer Station:

Hours required for the non-scheduled pick-ups of International Waste under this

Agreement are between the hours of 8:00 pm - 5:00 am, seven days per week,

including Holidays. A maximum of four (4) hours response time will be required

under these conditions and an emergency telephone number must be provided to

the Aviation Department for this purpose.

Non-Scheduled Pick-ups for the GAA Sites: Pick-ups that exceed the

Contractor’s scheduled three (3) times a week pick-up at these locations on

Monday – Friday, during normal business operations between 7:00 am - 3:00 pm.

QUANTITY:

No guarantee is expressed or implied as to quantities or services that will be used

during the Term of Agreement. The County is not obligated to place an order for

any given amount subsequence to the award of this Agreement. Estimates

provided are based upon the County’s actual needs and usage during a previous

period and projected usage. The County is only obligated to pay the Contractor the

unit prices for the International Waste the Contractor has hauled and disposed of

from the Airport Sites.

County Estimates:

TECHNICAL SPECIFICATIONS

1. The County has a need to dispose of certain International Waste generated at

Miami International Airport (MIA), and its two (2) General Aviation Airports (GAA),

Opa-Locka Executive and Miami Executive Airport. International Waste, which is

considered “Regulated garbage, foreign garbage, International garbage or

overseas garbage” by the Customs and Border Patrol (CBP), requires disposal in

accordance with special requirements promulgated by CBP and other applicable

federal, state and local regulations. This contract is only for International Waste

that is generated from the County’s Aviation Facilities.

2. MIA Waste Transfer Station: The County shall deliver all of the International Waste

generated at Miami International Airport (MIA) that is delivered to the County by

any third party on Miami-Dade Aviation Department at the MIA Compactor Sites,

U.S. Customs Facility at the General Aviation Center at MIA and/or directly to the

MIA Waste Transfer Station in modular containers owned by the County that are

transportable by roll-off trucks in accordance with the CBP guidelines and

regulations. The Contractor shall utilize their own roll-off trucks that meet waste

management industry standards and State of Florida Department of

Transportation regulations for the hauling of the Contractor provided modular

containers.

3. International Waste at all other U.S. Customs Facilities: The Contractor must

provide leakproof containers approved by CBP for containment of International

Waste for use at the U.S. Custom’s Facilities at the designated sites at the GAA.

Presently, these are located at Miami-Executive Airport and Opa-Locka Executive.

Currently, there is no International Waste generated at the Miami-Homestead

General Aviation Airport, or Dade-Collier Training and Transition Airport. Additional

sites may be added later.

4. The Contractor will maintain, throughout the life of this contract, a valid compliance

agreement with the CBP for cartage of International Waste and processing of

International Waste.

5. Requirements:

A. Documented confirmation of the right and ability to dispose

of at least 7000 tons of International Waste per year.

Documentation required for both the primary and back up

facility.

B. Written documentation from a committed back-up facility with

the capacity to dispose of at least 7000 tons per year and a

plan for transporting to the back-up facility.

Documentation demonstrating the proven capacity for the

back-up facility.

C. Compliance agreement with CBP for cartage is a condition of

award. The recommended Contractor shall provide CBP

approved Compliance Agreement for cartage prior to the

Board consideration of the award of this Contract.

6. The Contractor will bear all costs associated with the hauling and disposing

of International Waste from MIA Waste Transfer Station and U.S. Customs

Facilities, regardless of the disposal site. The Contractor shall assure that the

International Waste will be transported and disposed of in compliance with all

applicable present and future CBP laws, guidelines and regulations and other

applicable federal, state, local and local MIA laws, guidelines and regulations and

the Contractor must maintain all required licenses and permits in good standing

throughout the life of the Contract.

7. The Contractor will be responsible for the maintenance and repairs to all containers

and compactors. The Contractor will be responsible for maintaining the containers

and compactors in accordance their compliance agreement with CBP. The

Contractor will maintain containers and compactors graffiti free while in the

possession of the Contractor. The Contractor will be responsible for the

extraordinary repairs to and replacements of the Contractor’s owned containers

and compactors at the MIA Waste Transfer Station. Containers will be visually

inspected each time the container is picked-up from MIA Waste Transfer Station

and after it has been emptied by the Contractor.

8. Security clearance and AOA training of the Contractor’s personnel are mandatory

for Airside access.

9. The Contractor will be entirely responsible for the International Waste and the

Contractor’s containers and compactors, title to the International Waste shall pass

to the Contractor when it is accepted by the Contractor for hauling and disposal

from the Airport Sites.

10. Contractor will provide the preventative maintenance as per original equipment

manufacturer’s recommended periodic maintenance schedule and shall also

include visual inspections of the container each time the container is picked-up

from the MIA Waste Transfer Station and after it has been emptied by the

Contractor. The Contractor is responsible for the maintenance of all the containers,

regardless of which party is in possession of the container. The Contractor is

responsible for all welding repairs. All repairs shall be made within 48 hours of

notification to Contractor by MDAD.

Contractor shall provide repair and/or replacement of the following items:

a. Container

Repair/replacement as required for the container support rollers, roller

pins,

and lubrication points.

Replace reflective signage as needed and USDA REGULATED WASTE

stickers as

needed.

Repaint containers as needed in approved MIA International red.

b. Tailgate

Repair/Replace as required for the rear door seals, latches and

assemblies,

mounting brackets, door guides and hinges.

c. Hopper

Repair/Replace as required for the locking mechanisms, bracket, and

safety

chains.

d. Hydraulics

Repair/Replace as required for the hydraulic quick disconnect

couplings,

hoses, piping, fittings, compactor cylinders, and related attachment hardware.

e. Spare Parts

Contractor shall maintain sufficient quantities in stock as per

manufacturer’s

recommendation for the number of containers needed for MDAD. This should

include

and not be limited to:

1. Tailgate door and seals and related locking mechanisms.

2. Hopper doors and related locking mechanisms.

3. Container support rollers, guide rollers, axle pins, and brackets

4. Hydraulic quick disconnects couplings, fittings, hoses, piping, fittings, and

compactor

Cylinders, and related attachment hardware.

11. Compactors Minimum Technical Specification

Quantity: 14

Compactor must be at least 34 cubic yard not to exceed 265’ in total length.

Compactor must be watertight to meet Florida Department of Transportation Customs Border regulation

for regulated waste. Compactor must have ” hydraulic fittings on both signs of the compactor to accommodate the existing hydraulic equipment. Ram extend (compactor) ¾” male, Ram return ¾” female.

Compactor rear door to be 94”x 63” with lockable mechanism.

Floor rollers to be 6” H x 8” W.

Floor clearance to be 6¾” from the bottom of the compactor to the floor.

Floor roller wheel spacing (inside to inside) must be 59’¼’.

Must have primary floor.

Roller h:\ller. To have grease fittings installed allowing them to be lubricated using a standard grease gun.

Compactor must include an enclosure over the charge chamber (to match existing equipment).

Charge chamber enclosure shall contain three hinged securable feed openings (one on each accessible side). The front door opening shall be 42” W x 37” H. The two (2) side doors shall be 46” W 43” H.

Each charge chamber enclosure door must be fitted with a spring loaded latching door handle 73” from the ground.

Each of the charge chamber enclosure doors must be fitted with a security slide latch 63” from the ground and have the ability to be locked in the open and closed position with a padlock.

The enclosure doors must contain replaceable seals to insure unit remains watertight.

a. Unit Performance

Total Normal Force minimum of 39,900 pounds and not to exceed 49,500 pounds.

b. Colors

International Compactors are to be painted Fire Engine

Red.

12. MDAD Maintenance Division will provide the following:

a. All preventative maintenance and electrical and mechanical repairs for all the MDAD station hydraulic power units. This will include hoses and quick disconnect couplings

for attachment to the container.

REQUISITION INFORMATION:

Project International Waste Hauling and Disposing

Term 4 years with 4 one-year option to renew periods

Estimated

Amount

Initial term ($8 mil), Cumulative ($18.3 mil) see

breakdown below

Funding

Source

EA101-AV1434-722121-11

Year 1 $ 1,920,000 (includes initial compactor purchase)

Year 2 $ 1,958,400 (CPI increase)

Year 3 $ 1,997,568 (CPI increase)

Year 4 $ 2,037,519 (CPI increase)

Total Estimated Cost for Contract Initial Term - $ 7,913,487

Year 5 $ 2,498,269 (includes CPI increase plus compactor replacements)

Year 6 $ 2,548,234 (CPI increase)

Year 7 $ 2,599,199 (CPI increase)

Year 8 $ 2,651,183 (CPI increase)

Total Estimated Contract Cost - $ 18,210,372