Title
MOTION TO APPROVE UTILIZING THE PRICING ESTABLISHED BY THE SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING GROUP (CO-OP) RFP # 08-07-24-11, FOR HOUSEHOLD HAZARDOUS WASTE COLLECTION AND DISPOSAL SERVICES WITH U.S. ECOLOGY TAMPA, INC., A REPUBLIC SERVICES COMPANY, IN AN ESTIMATED ANNUAL AMOUNT OF $140,000, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(6) of the City’s Code of Ordinances, “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The Public Services’ Sanitation Division currently holds quarterly Drop-Off events for the collection of Hazardous Household Waste (HHW) for the City of Pembroke Pines residents.
2. The City previously utilized the Southeast Florida Governmental Purchasing Group (Co-Op) with Clean Harbors Environmental Services, Inc., however the agreement expired on April 22, 2025.
3. With the Co-Op agreement with Clean Harbors expiring, the Co-Op distributed a survey to its member agencies to gather feedback and determine their interest in participating in the upcoming solicitation and contract, with the goal of leveraging economies of scale to secure the most competitive pricing.
4. On April 29, 2024, the Public Services' Sanitation Division submitted the completed survey, indicating the City of Pembroke Pines' intent to participate in the resulting solicitation and contract.
5. On June 16, 2024, the City of Coconut Creek, acting as lead agency for the Southeast Florida Governmental Purchasing Group (Co-Op), advertised RFP # 08-07-24-11 to contract with qualified and experienced firms to provide household/emergency hazardous waste collection and disposal services.
6. The City of Coconut Creek received four responses from:
- Clean Harbors Environmental Services
- Cliff Berry, Inc.
- MXI Environmental Service, LLC
- U.S. Ecology Tampa, Inc.
7. On November 14, 2024, the City of Coconut Creek awarded RFP # 08-07-24-11 to U.S. Ecology Tampa, Inc. to provide household hazardous waste collection and disposal services and to Cliff Berry, Inc. to provide emergency hazardous waste collection and disposal services.
8. The initial term of the Co-Op agreement with U.S. Ecology Tampa, Inc., is for a two year period expiring on November 13, 2026, with the option to renew for two (2) additional two-year periods.
9. The Public Services Department estimates the annual cost to be $140,000, estimating approximately $35,000 for each quarterly Drop-Off event, utilizing the per unit pricing established by the Co-Op Contract. The total actual cost for the events is based on the actual usage (quantities, weights, etc.) of HHW disposed by Pembroke Pines residents at the events.
10. The Public Services Department is requesting the City Commission utilizing the pricing established by the Southeast Florida Governmental Purchasing Group (Co-Op) RFP # 08-07-24-11, for Household Waste Collection and Disposal Services with U.S. Ecology Tampa, Inc., in an estimated annual amount of $140,000, pursuant to section 35.18(C)(6) of the City's code of ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: Estimated annual amount of $140,000, which may fluctuate up or down based on actual usage.
b) Amount budgeted for this item is in Account No: Funds are available in account # 472-534-6050-543002-0000-000-0000 (Household Hazardous Waste).
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5-year projection of the operational cost of the project: Estimated annual amount of $140,000, which may fluctuate up or down based on actual usage.
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.