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HomeMy WebLinkAbout04/08/2025 (3)Indian River County, Florida Indian River County Administration Complex 1801 27th Street Vero Beach, Florida 32960 indianriver.gov q � � c Solid Waste Disposal District Meeting Minutes - Final Tuesday, April 8, 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 April 8, 2025 B. Solid Waste Disposal District 16.8.1. 25-0414 Recommendation for Award of the Operation and Maintenance of Indian River County Landfill (Bid No. 2025028) Recommended Action: Staff recommends that its Board approve the following: a) Award Bid No. 2025028 to Republic Services of Florida, Limited Partnership as the lowest, responsive, responsible bidder for the Operation and Maintenance of the Indian River County Landfill to be operated 7 -days per week with the vendor providing cover material for an annual grand total in the amount of $5,591,681.08. b) Authorize the County Administrator and his designated staff to negotiate on behalf of the SWDD Board with Republic Services to optimize the sample agreement for the overall benefit of all county residents; and c) Approve and authorize the Chairman to execute the sample agreement, as presented, pending receipt of the required bonds and insurance, and final approval of a negotiated Agreement by the County Attorney's Office as to form and legal sufficiency. Attachments: Sample Agreement Himanshu Mehta, Managing Director of the Solid Waste Disposal District (SWDD), presented a PowerPoint on the new Invitation to Bid (ITB) for landfill services, which included services for the landfill and litter control. The ITB requested bids for Class I landfill services on a per -ton basis, specifically excluding landfill gas operations. Vendors were asked to submit a per -ton price based on a five-year average of 220,000 tons, including estimated costs for cover materials and various operational costs. All three vendors submitted the required documents and were considered responsive bidders. Republic Services emerged as the lowest bidder for all options. Mr. Mehta noted that closing on Sundays could save $99,000 annually, and using SWDD-supplied cover materials could save an additional $44,000. However, due to the negative impact of a Sunday closure, staff recommended awarding the contract to Republic Services for seven-day operations, which would require them to supply cover materials. Vice Chairman Loar was in support of maintaining the landfill operations seven days a week. No further discussion took place. A motion was made by Commissioner Adams, seconded by Chairman Indian River County, Florida Page 1 Board of Commissioners SWDD Meeting Minutes - Final April 8, 2025 Flescher, 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 16.13.2. 25-0423 Recommendation for Award of the Operation and Maintenance of Indian River County Customer Convenience Centers (Bid No. 2025029) Recommended action: Staff recommends that its Board approve the following: a) Award Bid No. 2025029 to Republic Services of Florida, Limited Partnership as the lowest, responsive, responsible bidder for the Operation and Maintenance of the Indian River County Customer Convenience Centers without residency verification for a grand total in the amount of $5,074,332. b) Authorize the County Administrator and his designated staff to negotiate on behalf of the SWDD Board with Republic Services to optimize the sample agreement for the overall benefit of all county residents; and b) Approve and authorize the Chairman to execute the sample agreement, as presented, pending receipt of the required bonds and insurance, and fmal negotiated Agreement by the County Attorney's Office as to form and legal sufficiency. Attachments: Sample Agreement Himanshu Mehta, Managing Director of the Solid Waste Disposal District, announced that the current hours of operation for the Customer Convenience Centers (CCCs) will remain unchanged. All five CCCs would continue to operate five days a week from 7 AM to 6 PM, except during holiday closures. The Gifford, Winter Beach, and Roseland CCCs close on Tuesdays and Wednesdays, while the Oslo and Fellsmere CCCs close on Wednesdays and Thursdays. Mr. Mehta utilized a PowerPoint presentation to outline the overall scope of work specified in the CCC Invitation to Bid (ITB). This was aligned with current practices for ensuring safe operations, delivering quality customer service, and managing the transportation of various materials from the CCCs to the landfill. He presented a list of the policies and procedures included in the CCC ITB: 1. Verification of IRC residency at the entrance. 2. Presence of at least three trained attendants at all times. 3. Strict acceptance policies for materials. 4. Introduction of new containers at CCCs. 5. Proper packaging of certain waste for collection by third -party vendors. Indian River County, Florida page 2 Board of Commissioners SWDD Meeting Minutes - Final April 8, 2025 Mr. Mehta stated that Republic Services was recognized as the lowest bidder, offering annual savings of $535,980. Staff recommended not requiring additional personnel at the entrance gates of the CCCs to verify IRC residency and suggested negotiating further cost savings with Republic Services. He advised evaluating the impact on the use of CCCs at intervals of 6, 12, and 18 months after the implementation of Universal Collection in Unincorporated Indian River County. He noted that closing the Roseland and Winter Beach CCCs could save the County approximately $1.4 million annually, with potential savings allocated to improve the remaining CCCs. The Board and staff discussed the operation of the convenience centers, with a focus on customer service and operational efficiency. They agreed to opt out of residency verification to avoid potential complications and public dissatisfaction. The Board planned to monitor the impact of the upcoming Universal Collection Services on CCC usage. A motion was made by Commissioner Earman, seconded by Vice Chairman Loar, 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 Indian River County, Florida Page 3 Board of Commissioners SWDD Minutes — Final ATTEST: IZ4�e �*� Ryan L. Butler Clerk of Circuit Court and Comptroller By: Deputy Clerk April 08, 2025 7 foseph Flescher, Chairman Approved: June 17, 2025 Indian River County Florida Page 4 . yr�ORIM/Ss�. •`R��'fR COUNT �° :�'.