06162026_PR_EVN0055594_1_1_0_06192026_Solicitation_Packet.pdf

Miami-Dade County

6/16/2026

Solicitation Packet for

Solicitation PR-EVN0055594

NKL26-172(A) REBID - Bagged Ice and Ice Truck

Solicitation Designation: PUBLIC

Miami-Dade County

Table of Contents 1 ITQ_EVN0055594_-_NKL26-172(A)_REBID.pdf 3 Exhibit_A_-_Indemnification_and_Insurance.pdf 8

INVITATION TO QUOTE (ITQ)

Page 1 of 5 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General ITQ No. EVN0055594 - NKL26-172(A) REBID

PART I. ITQ OVERVIEW AND GENERAL TERMS AND CONDITIONS

A. Information

Event No.: EVN0055594 Event Title: NKL26-172(A) REBID – Bagged Ice and Ice Truck This ITQ is issued pursuant to Miami-Dade County Pool of Prequalified Vendors No. and Title: SPO - 39035

Bids are to be submitted electronically through a secure mailbox via the Integrated Financial Resources Management System (INFORMS) (https://supplier.miamidade.gov) until the date and time indicated in the INFORMS Solicitation End Date published in INFORMS and in this Solicitation document. It is the sole responsibility of the Bidder to ensure that its Bid is in INFORMS before the Solicitation deadline. There is no cost to the Bidder to submit a Bid for a Miami-Dade County Solicitation via INFORMS. Electronic submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files.

For information concerning this Solicitation, use the question/answer feature provided within the Solicitation by INFORMS at https://supplier.miamidade.gov. Questions of a material nature must be received prior to the date and time of the INFORMS Solicitation Question & Answer End Date specified in the Solicitation. Material changes, if any, to the Solicitation will be made only by written addendum. (See Mandatory Online Forms and Addendum Acknowledgement section of INFORMS site).

Bidders must allow sufficient time to complete online forms and upload all Bid documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process, and the submission will be considered late and will not be accepted.

No part of a Bid can be submitted via hardcopy, email, or fax.

If you submit your bid and subsequently an Addendum is issued, failure to submit the bid again by clicking on the “Submit Bid” button, after acknowledging Addenda or editing your bid in INFORMS will result in your bid not being received by the County.

Recorded eSupplier Workshop https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf County Department: Parks, Recreation, and Open Spaces (PROS) Department Contact: Nancy Kay Lyons Email: nancykay.lyons@miamidade.gov Delivery/Service Address: Tropical Park – 7900 Southwest 40th Street (Bird Road) Miami, Florida, 33155 Delivery/Service Required: All items shall be delivered on July 3, 2026, between the hours of 8:00 a.m. and 1:00 p.m.

Method of Award:

Award of this Contract will be made to the lowest responsive and responsible Bidder.

☒ in the aggregate for all items listed in this ITQ. If a Bidder fails to submit an offer for all items, its offer may be rejected.

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B. Instruction to All Bidders

1. Section 1, General Terms and Conditions of Miami-Dade County (County) shall apply to all resultant Contracts from this

ITQ. This Section is available on demand at the County’s Strategic Procurement Department’s (SPD) webpage:

general-terms-and-conditions-r26-1.pdf

General Terms and Conditions of Section 1 are non-negotiable.

2. Pursuant to Section 2-11.1 (t) of the Code of Miami-Dade County, as amended, a “Cone of Silence” is imposed upon issuance of this ITQ after advertisement and terminates at the time a written recommendation is issued

PART II. ADDITIONAL TERMS

1. Term of Contract This Contract shall commence on the first calendar day of the month succeeding approval of the Contract by the County Mayor or designee, unless otherwise stipulated in the Purchase Order issued by the County Department and shall remain in effect until such time as the goods are delivered and/or services are completed and accepted by the County’s authorized representative.

Quotes are valid for twelve (12) months from the bid due date.

DELIVERY: Unless otherwise specified in the Solicitation, prices quoted shall be Freight on Board (F.O.B.)

Destination. Freight shall be included in the Bidder’s proposed price.

2. Pricing Prices quoted shall include delivery of Ice and Ice Truck to Tropical Park and Pick-Up of Ice Truck upon termination of event.

3. Insurance Requirements As per Exhibit A” Indemnification and Insurance.

The company must hold a valid Florida Certificate of Authority as shown in the latest “List of All Insurance Companies Authorized or Approved to Do Business in Florida” issued by the State of Florida Department of Financial Services.

CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY

111 NW 1st STREET

SUITE 2340

MIAMI, FL 33128

Award of Contracts over $5,000,000 In accordance with Section 2-8.1(b)(5) of the Code of Miami-Dade County, as amended by Ordinance 23-28, any contract award for goods and services exceeding $5,000,000 under this prequalification pool is subject to ratification by the Board of County Commissioners (Board). Any contract award not ratified by the Board, and such legislative action becomes final, the contract shall be deemed terminated. In such event, the Awarded Bidder may be eligible for reasonable costs incurred prior to the notice of termination.

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Page 3 of 5 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General

4. Warranty Requirements As per Miami-Dade, General Terms and Conditions, Section 1, Articles 1.7 & 1.8.

The Vendor warrants that all bagged ice delivered under this contract shall meet the following conditions at the time of delivery:

Quality: All ice shall be clean, sanitary, and fit for human consumption in compliance with applicable federal, state, and local food safety regulations.

Quantity: Vendor shall deliver the full quantity specified in the contract (1,750 lbs. of bagged ice). Any shortage shall be remedied by the Vendor at no additional cost to the County.

Condition: All ice shall be delivered in a fully frozen state. Ice that is partially melted, clumped, or otherwise degraded at the time of delivery shall be considered non-conforming and subject to replacement.

Packaging: All ice shall be delivered in sealed, undamaged bags of the size quoted and approved by the County.

Damaged or compromised packaging shall be grounds for rejection.

Timeliness: Vendor warrants delivery will be made on the date, time, and location specified in the purchase order.

Failure to deliver on time may result in cancellation of the order and/or assessment of damages.

Remedies: In the event of non-conforming delivery, Vendor shall, at the Buyer's discretion, replace the non-conforming goods at no additional charge or issue a full or partial refund for the rejected quantity.

The Buyer reserves the right to procure replacement ice from an alternate source and charge any cost difference to the Vendor.

5. Shannon Melendi Ordinance

The Successful Bidder(s) shall comply with Miami-Dade County Ordinance No. 08-07, Chapter 26, "Miami-Dade County Park and Recreation Department Rules and Regulations, Article Ill, The Shannon Melendi Act". The Successful Bidder(s) shall retain all records demonstrating compliance with the background screening required herein for not less than three (3) years beyond the end of the Contract term and shall provide the County with access to these records upon request of the County. The Successful Bidder(s) shall also ensure that all Successful Bidder's management, staff, and/or volunteers:

Have had nationwide criminal background checks conducted by a Professional Background Screener.

Have been screened through the Florida Department of Law Enforcement Sexual Predator/Offender Database, and a check of the National Sex Offender Public Registry.

Have been verified as being United States Citizens or having legal immigrant status employment.

Complete an affidavit affirming that no work or volunteer duties will be performed on Park property owned or operated by Miami-Dade County in violation of this Ordinance and that an arrest will be reported to the Successful Bidder(s) within forty-eight (48) hours of such arrest.

Always wear picture identification while on County property and when in direct contact with patrons and the general public.

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Page 4 of 5 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General

PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

1. Background/Purpose To procure bagged ice and the rental of an ice truck for the Fourth of July Event at Tropical Park in Miami-Dade County

2. Detailed Description of the Intended Results or Deliverables The awarded vendor shall be required to deliver upon receipt of a Purchase Order the items submitted in their bid which exactly meet the specifications in this Invitation to Quote (ITQ).

The vendor/supplier warrants that all quoted prices shall remain firm and valid for a period of twelve (12) months from the date of award. The County may exercise this option to purchase additional quantities at any time during this period without price adjustment or escalation.

No costs beyond those specified in the Purchase Order issued to the awarded vendor shall be invoiced or charged.

3. Schedule, Time Period

Delivery Schedule:

The awarded Vendor shall submit a delivery schedule to the Buyer upon receipt of the Purchase Order.

Any anticipated delays shall be communicated immediately via email to all parties identified on the Purchase Order.

Event Location:

All deliveries are in connection with the 4th of July Event.

All items shall be delivered to:

Tropical Park 7900 Southwest 40th Street (Bird Road) Miami, Florida 33155

Delivery Date & Window:

All items shall be delivered on July 3, 2026, between the hours of 8:00 a.m. and 1:00 p.m.

Deliveries outside of this window will not be accepted without prior approval.

Ice Truck Pickup:

The Ice Truck shall be retrieved by the Vendor from Tropical Park on July 5, 2026, between the hours of 7:00 a.m.

and 11:00 a.m.

Point of Contact:

The designated contact person for delivery coordination will be identified on the Purchase Order.

Vendor shall direct all communication to that individual.

4. Staffing/Labor Bid prices shall be inclusive of all staffing and labor necessary to complete the requested project. The awarded vendor will furnish all staffing required. Miami-Dade County will not supply staffing for labor hours.

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5. Equipment Bid prices shall be inclusive of all materials and equipment necessary to complete the requested project. Miami-Dade County will not furnish any equipment needed. It is the sole responsibility of the awarded vendor to do so if needed.

This ITQ includes the following attachments:

☒ Exhibit “A” – Indemnification and Insurance

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EXHIBIT “A’ – INDEMNIFICATION AND INSURANCE

EVN0054791 - NKL26-172(A) REBID - Ice & Ice Truck for 4th of July Event

To procure bagged ice and the rental of an ice truck for the Fourth of July Event at Tropical Park in Miami-Dade County

Contractor shall indemnify and hold harmless the County and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys’ fees and costs of defense, which the County or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Contractor or its employees, agents, servants, partners principals or subcontractors. Contractor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the County, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorney’s fees which may issue thereon. Contractor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the County or its officers, employees, agents and instrumentalities as herein provided.

Contractor shall furnish to Miami-Dade County, Parks, Recreation, and Open Spaces, 275 NW 2nd Street, Miami, Florida 33128, Certificate(s) of Insurance which indicate that insurance coverage has been obtained which meets the requirements as outlined below:

A. Worker’s Compensation Insurance for all employees of the Contractor as required by

Florida Statute 440.

B. Commercial General Liability Insurance in an amount not less than $300,000 per occurrence, and $600,000 in the aggregate, not to exclude Products & Completed Operations. Miami-Dade County must be shown as an additional insured with respect to this coverage.

C. Automobile Liability Insurance covering all owned, non-owned and hired vehicles, in an amount not less than $300,000 combined single limit per occurrence for bodily injury and property damage.

All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of Florida, with the following qualifications:

The company must be rated no less than “A-” as to management, and no less than “Class

VII” as to financial strength by Best’s Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey, or its equivalent, subject to the approval of the County Risk Management Division.

or

The company must hold a valid Florida Certificate of Authority as shown in the latest “List of All Insurance Companies Authorized or Approved to Do Business in Florida” issued by the State of Florida Department of Financial Services.

CERTIFICATE HOLDER MUST READ: MIAMI-DADE COUNTY

111 NW 1st STREET

SUITE 2340

MIAMI, FL 33128

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