TO: BOARD OF COUNTY COMMISSIONERS
THROUGH: John A. Titkanich, Jr., County Administrator
Kristin Daniels, Director, Office of Management and Budget
Jennifer Hyde, Procurement Manager
FROM: Shelby Ball, Procurement Specialist
DATE: June 18, 2025
SUBJECT: Award of Annual Bid 2025042 for Sanitary Sewer Services
__________________________________________________________________
BACKGROUND
On behalf of the Department of Utility Services, bids were solicited to establish fixed pricing for annual sanitary sewer services to assist the Department to respond to sewer overflows in the event of an emergency (both declared and undeclared).
The term of this award is three years, with two additional one-year renewals available, subject to vendor acceptance, satisfactory performance, and staff’s determination that renewal would be in the best interest of the County.
BID RESULTS:
Advertising Date: April 11, 2025
Bid Opening Date: May 8, 2025
Broadcast to: 1,117 Vendors
Replies: 2 Vendors
ANALYSIS
The bids are detailed in the table below. Meeks Plumbing was initially disqualified, as the notary failed to apply their notary stamp to the bid compliance form. Florida Statute 117.05(3)(a) requires the notary's stamp and signature both be affixed for the notarization to effectuate the notarization.
Staff was asked to take a second look at the form, and after conferring with the County Attorney, it was determined the lack of stamp could be considered a minor irregularity that the Board is granted authority to waive in both the invitation to bid, and Purchasing Manual. It was also agreed that notarization of the bid compliance form is not technically necessary, and the notary field will be removed from the forms used in all solicitations going forward.
Both bidders were determined by the Department to be responsible and responsive.
Waiver of the minor irregularity is in the County's best interest, as the invitation to bid contemplated award to multiple contractors. Having more than one contractor on call affords the Department the ability to utilize multiple contractors in concert in response to an emergency, and also affords redundancy, in the event one contractor is unable to respond.
|
Items |
EnviroWaste |
Meeks |
|
Tanker Truck Cost per gallon within 3 mile radius |
$0.75 |
$0.10 |
|
Tanker truck Add’l cost per gallon beyond 3 mile radius (per ½ mile) |
$0.90 |
$0.01 |
|
Hourly rate for vacuum truck (including operator) |
$525 |
$160 |
|
Hourly rate for cleaning storm drain catch basins (including operator) |
$300 |
$150 |
BUDGETARY IMPACT
Funding for these services will normally come from the Utilities/Wastewater Collection/Sewer Main Maintenance account, number 47126836-044680, or the Utilities/Wastewater Collection/Lift Station Maintenance account, number 47126836-044670. In the event of a declared emergency, funding will come from the accounts specifically created for that event in anticipation of reimbursement by FEMA.
PREVIOUS BOARD ACTIONS
N/A
POTENTIAL FUTURE BOARD ACTIONS
None
STRATEGIC PLAN ALIGNMENT
N/A
OTHER PLAN ALIGNMENT
N/A
STAFF RECOMMENDATION
Recommended Action
Staff recommends the Board waive the irregularity in the Meeks Plumbing bid and award Bid 2025042 to both Envirowaste Services Group, Inc. and Meeks Plumbing, Inc. Approve the sample agreement and authorize the Chairman to execute it after approval by the County Attorney as to form and legal sufficiency, and receipt of the required insurance. Staff also recommends the Board authorize the Procurement Manager to renew this bid at the same rates for two (2) additional one (1) year periods subject to satisfactory performance, vendor acceptance, and the determination that renewal of this annual bid is in the best interest of the County.