TO: The Solid Waste Disposal District Board of Commissioners
THROUGH: John A. Titkanich, Jr., County Administrator
Sean C. Lieske, Director of Utility Services
FROM: Himanshu H. Mehta, PE, Managing Director, Solid Waste Disposal District
DATE: September 11, 2025
SUBJECT: Approval of the Operation and Maintenance of Indian River County Landfill Agreement to Republic Services of Florida (Bid No. 2025028)
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BACKGROUND
On November 16, 2010, the Solid Waste Disposal District (SWDD) Board authorized the Solid Waste Operations and Maintenance Agreement (Agreement) with Republic Services of Florida, Limited Partnership (Republic Services). The agreement covers the operation and maintenance (O&M) of the county’s Class I Landfill as well as non-Class I Landfill services, which also includes the O&M of the landfill gas collection and control system (GCCS). The original Agreement term was for 7 years thru December 31, 2024; however, on February 21, 2017, the SWDD Board approved an extension of the Agreement through December 31, 2024. In order to align this Agreement to our fiscal year calendar, on November 21, 2023, the SWDD Board approved the Twenty Second Amendment and Extension to Republic Services for the contract to terminate on September 30, 2025. The Fiscal Year 2024/2025 Budget includes a price per ton of $16.26 per ton and an annual overall cost of approximately $4 million dollars per year for the Class I Landfill O&M services. Currently, the non-Class I Landfill services include some ancillary services within the footprint of the landfill as well as the O&M of the five Customer Convenience Centers (CCC's), Blue Cypress Drop-Off facility and other ancillary services with a similar annual overall cost of approximately $4 million dollars per year.
On January 10, 2025, the Indian River County (IRC) Procurement Division issued two separate Invitation to Bids (ITB’s), one for the O&M of the IRC Landfill (ITB No. 2025028) and the second for the O&M of the five Customer Convenience Centers (ITB No. 2025029). Potential vendors had an opportunity to bid on one, both, or none using our new procurement platform, Bonfire, available through the county website. The ITB's were prepared with the assistance of Kessler Consulting, Inc. (KCI) and their subcontractor S2L, Inc. The ITBs included a sample agreement and were reviewed by IRC Risk Department and IRC County Attorney's Office prior to release. The ITB was broken into two phases with Phase I being the Vendor Qualification Package that was due on January 31, 2025, and Phase II being a Vendor Bid Package that was due on March 14, 2025, for the CCC ITB and on March 19, 2025, for the Landfill ITB.
On April 8, 2025, the SWDD Board awarded ITB No. 2025028 to Republic Services as the lowest, responsive, and 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. The SWDD Board also authorized 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 approved and authorized 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.
The purpose of this agenda is to request approval of the Operation and Maintenance of Indian River County Landfill (Bid No. 2025028) to Republic Services.
ANALYSIS
Since the award, County/SWDD staff and Republic Services have negotiated in good faith to finalize both agreements. Due to local and future economic impacts, Republic Services requested that the Landfill agreement be adjusted to a fixed-based approach rather than the volumetric approach. County/SWDD staff was amenable to the approach provided the agreement included financial protection for our residents as well.
The local economic impact is the recent expansion of a private construction and demolition (C&D) debris facility across from the landfill, which is projected to reduce the total amount of C&D tonnage coming into the landfill and hence reduce the anticipated revenue received by Republic Services. Based on County/SWDD staff review of past and current annual tonnages, these concerns are valid. For that reason, we have agreed to amend the final agreement not only to protect Republic Services from a potential financial hardship as our partner, but to also protect our residents. County/Staff has introduced an approach wherein up to a 10% reduction in tonnages would be covered by SWDD; however, a 10% increase in tonnages would be covered by Republic Services providing financial protection for our residents as there would be no increase in payment to Republic Services. Any variance in tonnages outside the 10% would require both parties to renegotiate in good faith to reach a mutually beneficial amendment to the agreement. As part of the negotiations, SWDD staff has also agreed to continue to provide dirt and mulch for cover, whereby keeping the award per ton rate of $18.70 per ton.
The fixed cost approach for the landfill is based on the 220,000 tons included in the bid process with a fixed cost of $4,114,000 annually with a range of 198,000 tons on the low-end and 242,000 tons on the high-end; however, allows for a 3% annual adjustment in tonnages. Adding in the fixed cost for the ancillary services of $1,477,681.08 results in a total annual agreement of $5,591,681.08. This is the exact amount awarded by the SWDD Board on April 8, 2025 and which has been included in next year's budget.
BUDGETARY IMPACT
Funding for the SWDD Class I Landfill services for Fiscal Year (FY) 2025/2026 is budgeted and available in the SWDD/Landfill/Contractual Services account, number 41121734-033489, in the estimated amount of $5,591,681.08, which is funded from SWDD assessments and user fees.
PREVIOUS BOARD ACTIONS
File # 25-0414, April 8, 2025 Recommendation for Award of the Operation and Maintenance of Indian River County Landfill (Bid No. 2025028)
STRATEGIC PLAN ALIGNMENT
Infrastructure
STAFF RECOMMENDATION
Staff recommends that its Board approve the following:
a) Approve the attached agreement with Republic Services of Florida, Limited Partnership for the Operation and Maintenance of the Indian River County Landfill for an annual total in the amount of $5,591,681.08.
b) Approve and authorize the Chairman to execute the agreement, as presented, pending receipt and approval of the required bonds and insurance.