Title
MOTION TO APPROVE AN AGREEMENT WITH NATIONAL WATER MAIN CLEANING COMPANY FOR SEWER MAIN VIDEO SURVEYING IN AN AMOUNT NOT TO EXCEED $102,312.25, UTILIZING PRICING ESTABLISHED IN MIAMI BEACH'S CONTRACT PURSUANT TO INTENT TO NEGOTIATE (ITN) NO. 2020-191-ND, AND PURSUANT TO SECTION 35.18(C)(5) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "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)(5) of the City’s Code of Ordinances, “Commodities or services that are the subject of contracts with the state its political subdivisions or other governmental entities including the United States Government, are exempt from the competitive procurement process.”
- 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. On April 19, 2023, the City Commission approved an agreement with USSI, LLC. for in-flow abatement services for the City's sanitary sewer collection system. As part of this agreement, USSI, LLC. performed smoke testing that identified deficiencies within a cumulative 74,650 linear feet of gravity sewer main.
2. The severity of the deficiencies found within this stretch of gravity sewer main remain unclear. Therefore, Utilities Department Staff requires video surveying of the sewer main to have a full understanding of the defects and to determine the best means to correct them.
3. The best means to accomplish this work in a reasonable amount of time is to contract it to an outside vendor.
4. On December 8, 2021, the City of Miami Beach Commission approved a resolution to enter into an agreement with National Water Main Cleaning Company, pursuant to the award of ITB 2020-191-ND “Manholes, Structures, and Cured-In Place Rehabilitation and Inspection Services.” The agreement with National Water Main Cleaning Company commenced on January 24, 2022, for an initial two-year period through January 23, 2024, which allowed for three additional one-year renewal options. On September 13, 2022, the City of Miami Beach Commission approved the first renewal option for the period of January 24, 2024, through January 23, 2025, with a 3% price adjustment pursuant to Section 4.2 of the agreement.
5. Staff solicited a proposal from National Water Main Cleaning Company and received a quote for $102,312.25, based on rates established by the City of Miami Beach contract # 2020-191-ND. Staff has reviewed this proposal and finds it to be reasonable.
6. Staff recommends City Commission approval of an agreement with National Water Main Cleaning Company for sewer main video surveying in an amount not to exceed $102,312.25, utilizing pricing established in the City of Miami Beach contract # 2020-191-ND, pursuant to Section 35.18(C)(5) of the City's Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $102,312.25.
b) Amount budgeted for this item in Account No: $16,376.00 is available in Account No. 471-535-6021-546150-0000-000-0000- (R&M Land Bldg. & Improvement)
c) Source of funding for difference, if not fully budgeted: $85,937 is available in Account No. 471-535-6021-534950-0000-000-0000-00828 (Other Svc - Maintenance) to be transferred upon Commission approval.
d) 5 year projection of the operational cost of the project:
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|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
N/A |
N/A |
N/A |
N/A |
N/A |
|
Expenditures |
$102,312.25 |
N/A |
N/A |
N/A |
N/A |
|
Net Cost |
$102,312.25 |
N/A |
N/A |
N/A |
N/A |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
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.