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Home My WebLink About03/11/2025 (3)Indian River County, Florida Indian River County Administration Complex 1801 27th Street Vero Beach, Florida 32960 indianriver.gov q � � c �LORIOp' Solid Waste Disposal District Meeting Minutes - Final Tuesday, March 11, 2025 Commission Chambers Board of Commissioners Joseph Flescher, District 2, Chairman Deryl Loar, District 4, Vice Chairman Susan Adams, District 1 Joseph H. Earman, District 3 Laura Moss, District 5 John A. Titkanich, Jr., County Administrator Jennifer W. Shuler, County Attorney Ryan L. Butler, Clerk of the Circuit Court and Comptroller Shauna James, Deputy Clerk Board of Commissioners SWDD Meeting Minutes - Final March 11, 2025 B. Solid Waste Disposal District 16.6.1. 25-0323 Approval of SWDD Meeting Minutes of December 03, 2024 Recommended Action: Approve Attachments: 12032024SWDD draft A motion was made by Commissioner Earman, seconded by Chairman Flescher, to approve the SWDD minutes of December 03, 2024, as written. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 16.13.2. 25-0367 Approval of SWDD Meeting Minutes of December 17, 2024 Recommended Action: Approve Attachments: 12172024SWDD Draft A motion was made by Commissioner Earman, seconded by Chairman Flescher, to approve the SWDD minutes of December 17, 2024, as written. The motion carried by the following vote: Aye: 5- Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss 16.13.3. 25-0251 Request for Approval of Change Orders to CK Contractors and Development (CK) for Landfill Improvement Projects Recommended action: Solid Waste Disposal District staff recommends that its Board approve change orders to CK Contractors and Development (CK) for $878,004.12, with an amended overall total of $1,799,331.98, to provide construction services for landfill improvement projects, and authorize the Purchasing Manger to issue change orders to CK. Attachments: Staff Report CO No 1 to CK for Automated Scale Lane Project CO No 1 to CK for the Yard Waste Driveway Project Himanshu Mehta, the Managing Director of the Solid Waste Disposal District (SWDD), provided an update on the Landfill Improvement project. This initiative included the construction of a new concrete pad, a high-pressure skid, and a driveway crossing in connection with the Nopetro initiative. CK Contractors was selected for the job due to the lack of bids. Mr. Mehta noted that the project encountered delays primarily due to weather conditions and the Indian River County Water Control District's (IRFWCD) Indian River County, Florida Page 1 Board of Commissioners SWDD Meeting Minutes - Final March 11, 2025 16.6.4. 25-0328 rejection of a 43 -inch pipe. This setback forced a switch to a 48 -inch pipe, resulting in necessary change orders. He requested additional funding to see the project through as equipment rental costs had increased. The team needed to complete the project before the next rainy season while addressing water quality concerns. However, they would continue to face challenges with installing sheet piles and managing budget overruns, with some project components still pending. During discussion, the Board and staff addressed the change order that led to increased costs for the pipe. The staff planned to attempt to resell the 43 -inch pipe that was ultimately not used. There were inquiries about the notifications from the IRFWCD to the County, which contributed to delays concerning dewatering, bypass operations, and a permit reversal. Mr. Mehta estimated that overall delays could extend between six to nine months, alongside an additional cost of around $220,000. Completing the project was crucial, and pursuing legal remedies was unlikely to yield effective results. It was emphasized that the challenges stemmed from decisions made by external boards rather than the actions of staff. Questions were raised about accountability regarding a $43,000 pipe purchase tied to changes from the IRFWCD. The transparency of Kimley-Horn and their adherence to engineering principles were acknowledged, as efforts to collaborate with the IRFWCD had seen limited success. A motion was made by Commissioner Earman, seconded by Commissioner Adams, to approve staffs recommendation. The motion carried by the following vote: Aye: 5 - Chairman Flescher, Vice Chairman Loar, Commissioner Adams, Commissioner Earman, and Commissioner Moss Residential Paper Shredding Event on April 12, 2025 Recommended Action: Solid Waste Disposal District staff recommends that the Board approve the Spring Residential Paper Shredding Event to be held on April 12, 2025. Attachments: Staff Report Contract MOU with WM of Florida Recycling Specialist Jill Brown announced the Residential Paper Shredding event would be held on Saturday, April 12, 2025, from 7:00 a.m. to 11:00 a.m. at Southeast Secure Shredding. No Action Taken or Required 16.13.5. 25-0364 Update on the Invitation to Bids for the Landfill and the Customer Convenience Centers Recommended Action: Solid Waste Disposal District staff is requesting Board input on the scope of work as detailed in the invitation to bid. Indian River County, Florida Page 2 Board of Commissioners SWDD Meeting Minutes - Final March 11, 2025 Attachments: Staff Report Updated SWDD CCC Policy and Procedure Himanshu Mehta, the Managing Director of the Solid Waste Disposal District (SAIDD), presented an update through a PowerPoint regarding the Invitation to Bid (ITB) for the landfill and Customer Convenience Centers (CCC). An agreement with Republic Services concerning the County's Class 1 landfill, initially signed in November 2010, and extended in February 2017, had a revised expiration date of September 30, 2025, following a nine-month extension. Two ITBs were released for landfill operations and the five CCCs on January 10, 2025. Mr. Mehta clarified that the ITB was divided into Phase I for Vendor Qualification and Phase 11 for Vendor Bids. The SWDD staff recommended a 10 -year agreement covering October 1, 2025, to September 30, 2035, with an option to renew for another 10 years. Potential vendors were requested to submit bids for operations seven days a week and an alternative proposal should the landfill be closed on Sundays, based on traffic studies showing low tonnage on that day. Although the current CCC hours would remain the same, a Sunday closure could influence the landfill's operation schedule. Mr. Mehta stressed the importance of a fair and transparent bidding procedure, complying with the Cone of Silence regulation that took effect on January 10, 2025. Chairman Flescher thanked Mr. Mehta for the update. No Action Taken or Required Indian River County, Florida Page 3 Board of Commissioners SWDD Minutes — Final March 11, 2025 ATTEST: /A:�, �� Ryan L. Butler Clerk of Circuit Court and Comptroller I By:� Deputy Clerk Joseph Flescher, Chairman= y.. 't9� .. ';��'r; + •'off': Approved: Ma v __2.0 , 2025 Indian River County Florida Page 4