On September 5, 2017 the Town Council authorized an extension to the contract for litter/debris pick-up and disposal services so that staff could competitively bid the services. The contract, as amended, expires on February 3, 2018. In preparing the competitive solicitation, staff revised the contract to be more in line with other performance-based contracts such as the Grounds Maintenance Contract and the Tree Trimming Contract, which require weekly reports, adherence to performance standards, and regularly conducted inspections. The expectation was that with more robust accountability provisions, our service standards would be met by the contractor.

The Town issued Invitation to Bid (“ITB”) 2018-11 for Litter Control Services for Rights-of-Way and Town Parks on December 15, 2017. The ITB was posted to DemandStar, Public Purchase, and posted in the Government Center Lobby. To qualify for award, prospective Bidders were required to:

1. Possess a minimum of three (3) years of experience performing litter control services; and

2. Provide one (1) verifiable client reference demonstrating completion of at least one (1) contract for services of similar scope and value performed within the last three (3) years.

   On the date of the bid opening, January 5, 2018, we received four (4) bids from the following Bidders:

1. BrightView Landscaping, Inc. (“BrightView”) - $804,600.00

2. South Florida Maintenance, Inc. (“SFM”) - $889,910.00

3. Jai-Alexia Consulting, Inc. (“Jai-Alexia”) - $1,323,000.00

4. Kita Corporation (“Kita”) - $1,419,501.50

   Procurement performed a due diligence review of the bids for responsiveness and found that BrightView, the lowest bidder, submitted a responsive bid. The review of BrightView's bid did not reveal any material defects in the submittal or their qualifications. BrightView has worked with the Town in the past, performing grounds maintenance services in Town parks and rights-of-way. Thus far, there have not been significant issues with their performance on those contracts. Procurement did not find any issues that would indicate BrightView is incapable of performing the Services responsibly.

   BrightView's total bid amount of $804,600 breaks down to an annual cost of $160,920 for litter control services which significantly exceeds our current annual budget of $94,000. Further broken down, the bid amount is based on the rate of $27/hour for each crew member and assuming an eight-hour work day compared to our current agreement which is at a rate of approximately $16/hour for each crew member for an eight-hour work day.. Procurement has determined that this rate is unreasonable for the service. Not awarding on this solicitation provides an opportunity to revisit our approach to service delivery considering the pricing the industry has provided.

   The change order extending the term for the current contract for Litter/Debris Pick-Up & Disposal Services will avoid a disruption in service delivery. The change order provides for a month-to-month renewal up to a maximum of six months, in an amount not to exceed budgeted funds, until the Town is able to prepare an alternative solution for these services. Our current contractor, SFM Services, Inc., has agreed to an extension while the Town explores additional options available to procure these services.