08062026_PM_RTQ0000018_1_1_0_08272026_Solicitation_Packet.pdf

Miami-Dade County

8/6/2026

Solicitation Packet for

Solicitation PM-RTQ0000018

Special Event Equipment Rentals and Related Items

Solicitation Designation: PUBLIC

Miami-Dade County

Table of Contents 1 RTQ-Solicitation_Overview-General_TC.pdf 3 RTQ-00000018_-_Special_Event_Equipment_Rentals_Solicitation.pdf 5

Rev 10/21/2025 V. 25-2

MIAMI-DADE COUNTY, FLORIDA

REQUEST TO QUALIFY

(RTQ)

Event Number: RTQ-0000018 Event Title: Special Event Equipment Rentals

Solicitation Contact: Name: Shantrell Page Title: Procurement Contracting Officer Department: Strategic Procurement Department Email: Shantrell.Page@miamidade.gov

Solicitation Contact: Name: Latavia Durham Title: Procurement Contracting Associate Department: Strategic Procurement Department Email: Latavia.Durham@miamidade.gov

Solicitation Contact: Name: Christopher Grant-Henriques Title: Division Director Department: Strategic Procurement Department Email: Christopher.Grant-Henriques@miamidade.gov

Document Page 3 of 11

Rev. 1.13.26 V. 26-1

NOTICE TO ALL SUPPLIERS/VENDORS:

To establish the pool of prequalified Suppliers/Vendors, Submittals must 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 as the End Date in the INFORMS Solicitation published in INFORMS and in this Solicitation document. It is the sole responsibility of the Supplier/Vendor to ensure that its Submittal has been submitted in INFORMS before the Solicitation End Date. There is no cost to the Supplier/Vendor to submit a response to 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.

Suppliers/Vendors must allow sufficient time to complete online forms and upload all submission documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded in 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 Submittal can be submitted via hardcopy or email.

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).

Suppliers/Vendors in the Pool may be invited to participate in future spot market competitions, as needed. The spot market competition may be in the form of an Invitation to Quote (ITQ) or Work Order Proposal Request (WOPR) that will include the specific goods and/or services required, and applicable provisions. Spot market competitions may not be restricted to Suppliers/Vendors in this Pool. However, Suppliers/Vendors must be prequalified under this Pool to be awarded a contract and must anticipate the inclusion of Miami-Dade County’s Section 1 – General Terms and Conditions in all contracts resulting from spot market competitions. These general terms and conditions are considered non-negotiable. Section 1 – General Terms and Conditions pertaining to a resultant contract may be viewed online at Miami-Dade County’s Strategic Procurement Department webpage here:

general-terms-and-conditions-r26-2.pdf

Suppliers/Vendors are encouraged to access the links below to assist with submission of responses to the Solicitation.

Recorded eSupplier Workshop Recorded eSupplier Workshop Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

This Solicitation is subject to all legal requirements contained in the applicable County Ordinances, Administrative/Implementing Orders, and Resolutions, as well as all applicable State Statutes and Federal Regulations. Where any conflict exists between this Solicitation and these legal requirements, the authority shall prevail in the following order: Federal, State, and local.

Document Page 4 of 11 https://supplier.miamidade.gov/ https://supplier.miamidade.gov/ https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

SECTION 2

ADDITIONAL/SPECIAL TERMS AND CONDITIONS

Rev. 3.6.26

2.1 PURPOSE

This Request to Qualify (RTQ) will establish a Prequalified Pool of Suppliers/Vendors (Pool) that may participate in spot market competitions for the purchase of special event equipment rentals and related services for Miami-Dade County (County).

Placement in the Pool is not a contract between the County and the Supplier/Vendor, but an acknowledgement that the Supplier/Vendor meets the requirements outlined throughout this RTQ.

Supplier/Vendor Submittals will be accepted throughout the term of the RTQ for placement in such Pool.

2.2 DEFINITIONS

Invitation to Quote (ITQ) – Shall refer to the solicitation of quotes from the Pool for specific goods and/or services;

and awarded based on lowest price, or other quantifiable criteria.

Prequalified Pool of Suppliers/Vendors (Pool) – Shall refer to business entities/individuals determined by the County’s Strategic Procurement Department, as meeting the minimum standards of business competence, financial ability, and/or product quality for placement in the Pool, and which may submit quotes or proposals at the time of need.

Submittal – Shall refer to all information, attachments and forms received by the County’s Strategic Procurement Department from a Supplier/Vendor in response to this RTQ.

Supplier/Vendor – Shall refer to a business entity/individual responding to this RTQ.

Work Order Proposal Request (WOPR) – shall refer to a competitive process involving the solicitation of proposals, by the Strategic Procurement Department (SPD), from the Pool for specific goods and/or services and evaluated and awarded based on best value.

2.3 TERM

The Pool shall be established on the first calendar day of the month succeeding approval by the Board of County Commissioners, or designee, unless otherwise stipulated in writing by the County. The Pool shall expire on the last day of the 60th month.

The County reserves the right to exercise its option to extend the Pool for up to one hundred-eighty (180) calendar days beyond the stipulated term and will notify the Suppliers/Vendors in writing of the extension.

The Pool may be extended beyond the initial one hundred-eighty (180) day extension period upon approval by the Board of County Commissioners.

2.4 SUPPLIER/VENDOR REQUIREMENTS

The Supplier/Vendor shall fully complete the County’s registration via the Strategic Procurement Department’s Online Supplier/Vendor Registration Portal in Integrated Financial Resources Management System (INFORMS) at https://supplier.miamidade.gov/ and meet the following requirements to be considered for placement in a pool Group and to participate in future spot market competitions, which will be solicited per Group. The Supplier/Vendor may submit for any or all of the following Groups:

Group 1: Tents

Group 2: Equipment

Document Page 5 of 11 https://supplier.miamidade.gov/

Requirements for all Groups:

2.4.1 The Supplier/Vendor shall be engaged in the business of providing event equipment rentals to government agencies and/or private businesses.

To demonstrate compliance with this requirement, the Supplier/Vendor shall provide two (2) signed professional reference letters (on the referred entity’s letterhead) from two (2) different government agencies and/or private businesses. All reference letters should include the name of the government agency or private business, a description of the goods and/or services delivered by the Supplier/Vendor, the period in which the goods and/or services were delivered, and a contact person’s name, telephone number and email address. The County must be able to ascertain from Supplier/Vendor provided references, to its satisfaction, at the County’s sole discretion, that Supplier/Vendor holds sufficient experience and capacity in providing equipment rentals for special events.

In lieu of the references from the Supplier/Vendor, the County will consider references from the Supplier’s/Vendor’s key personnel in accordance with Resolution 1122-21.

2.4.2 The Supplier/Vendor shall identify at least one company representative who is knowledgeable in the business of providing equipment rentals for special events, and who shall be available to the County from Monday through Friday from 8:00 a.m. through 5:00 p.m. to expedite matters relating to the Pool.

To demonstrate compliance with this requirement, the Supplier/Vendor shall attest to the representative’s knowledge and availability and provide the representative’s name, title, telephone number and email address.

Additional Requirements for Group 1:

2.4.3 The Supplier/Vendor shall provide a list of its tents available to be rented under this RTQ.

To demonstrate compliance with this requirement, the Supplier/Vendor shall provide a complete inventory list of all tent types and sizes available for rental, including make, model, dimensions, and maximum occupancy capacity where applicable.

Additional Requirements for Group 2:

2.4.4 The Supplier/Vendor shall provide a list of its equipment available to be rented under this RTQ.

To demonstrate compliance with this requirement, the Supplier/Vendor shall provide a complete inventory list of all event equipment types available for rental, including but not limited to tables, chairs, flooring, staging, podiums, linens, lighting, barricades, audiovisual equipment, fencing, generators, portable power equipment, climate-control equipment, microphones, and décor, along with quantities available of each item.

The Supplier/Vendor shall provide all the information, documents and/or attachments listed above with their Submittal to be considered for placement in a Pool Group. The County’s Strategic Procurement Department will review the information, documents and/or attachments submitted by the Supplier/Vendor, may request additional information from the Vendor/Supplier, and/or obtain additional information from available sources, to completely evaluate the

Document Page 6 of 11 https://www.miamidade.gov/govaction/matter.asp?matter=212675&file=true&fileAnalysis=false&yearFolder=Y2021

Supplier/Vendor’s submittal and ascertain that the Supplier/Vendor meets the stipulated requirements. The County shall be the sole judge of a Supplier/Vendor’s compliance with requirements. It shall be the sole right of the County to determine the number of Suppliers/Vendors which will be included in each Pool Group to ensure proper competition.

During the term of the RTQ, the County reserves the right to add or delete Suppliers/Vendors as it deems necessary, and in its best interest.

During the term of the Pool, the Supplier/Vendor has an obligation to advise the County of any changes, intended or otherwise, to the evidence given in compliance with the requirements in this RTQ.

2.5 INSURANCE

Insurance is not required to be prequalified under this RTQ. Insurance requirements, if any, will be detailed in the subsequent ITQ or WOPR.

2.6 SPOT MARKET COMPETITIONS

Suppliers/Vendors in the Pool may be invited to participate in future spot market competitions, as needed. When a requirement to procure goods and/or services listed under a specific Group is identified, Suppliers/Vendors in the Pool Group will be invited to participate. When a requirement to procure goods and/or services falls under multiple Groups, Vendors in those Pool Groups will be invited to participate. Spot market competitions will be in the form of an ITQ or a WOPR that will include the specific goods and/or services required, Terms and Conditions, and the appropriate provisions, such as:

• Small Business Enterprise (SBE) Measures

• Warranty Requirements

• Liquidated Damages

• Delivery Terms

• Pricing Terms

• Insurance Requirements

For federally funded projects/programs, additional provisions may apply in accordance with the funding source. The following provisions from Section 1, General Terms and Conditions shall be exempted from such solicitations, as indicated in the ITQ or WOPR.

• Paragraph 1.2(H)-Prompt Payment Terms

• Paragraph 1.11-Local Preference

• Paragraph 1.29-Office of the Inspector General (only the cost of the random audits, as specified)

• Paragraph 1.37-County User Access Program (UAP)

• Paragraph 1.45-Small Business Enterprise (SBE) Measures

• Paragraph 1.46-Local Certified Veteran’s Business Enterprise Preference

• Paragraph 1.47-Application of Preferences

• Paragraph 1.49-First Source Hiring Referral Program (FSHRP)

2.7 AWARD OF SPOT MARKET COMPETITIONS 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 a prequalification pool is subject to ratification by the Board of County Commissioners (Board). If any contract award is not ratified by the Board, and such legislative action becomes final, the contract shall be deemed terminated. In such an event, the Supplier/Vendor may be eligible for reasonable costs incurred prior to the notice of termination.

Document Page 7 of 11 https://library.municode.com/fl/miami_-_dade_county/codes/code_of_ordinances?nodeId=PTIIICOOR_CH2AD_ARTIINGE_S2-8.1COPUGE

SECTION 3

SCOPE OF WORK

3.1 SCOPE OF WORK

Suppliers/Vendors shall be capable of providing special event equipment rentals, and related services to County departments, on an “as needed” basis.

Suppliers/Vendors shall be capable of providing event equipment rentals and services for the County, to include the following;

Group 1: Tents

• temporary tent structures of all sizes and configurations

• commercial-grade, weather-resistant outdoor tents

Group 2: Equipment

• outdoor furnishments such as tables and chairs

• portable staging and risers

• temporary flooring systems

• decorative and production lighting

• audiovisual and sound equipment

• temporary power distribution

• portable sanitation facilities

• crowd control equipment

• specialty furniture and lounge packages

• climate control equipment

• amusement and entertainment equipment

This list is representative of the special event equipment utilized by the County and is not intended to be exhaustive as other rental equipment and services may be required, including equipment installation, set-up, and take-down/removal services for equipment that require assembly and dismantling. Supplier/Vendor must be capable of accommodating these services to meet the County’s operational and immediate needs during events

3.2 GOODS/SERVICES TO BE PROVIDED

Suppliers/Vendors may be required to provide special event equipment rentals, and related services, as requested in subsequent spot market solicitations.

Group 1: Tents Tents to be provided may include, but not be limited to, various sizes and shapes of tents, clear-view tents, frame tents, pop-up tents, canopy tents, sidewalls, lighting, flooring, anchoring systems, and related appurtenances including applicable set-up and dismantling.

Group 2: Equipment Equipment to be provided may include, but not be limited to, various tables, chairs, flooring, staging, podiums, linens, lighting, barricades, audiovisual equipment, fencing, generators, portable power equipment, climate-control equipment, microphones, décor, and related event infrastructure including applicable set-up and dismantling.

For all Groups, suppliers/vendors must be capable of accommodating the County’s immediate needs for events, per specifications, layouts, and/or site plans provided by the County, by providing the following services:

• Installation

• Takedown

Document Page 8 of 11

SECTION 3

SCOPE OF WORK

• Post-event cleaning

• Equipment maintenance

THIS SPACE INTENTIONALLY LEFT BLANK

Document Page 9 of 11

SECTION 4

SUBMITTAL FORM

SUPPLIER/VENDOR: _______________________________________________________________

SUPPLIER/VENDOR REQUIREMENTS

TO BE COMPLETED BY ALL SUPPLIERS/VENDORS

Refer to Paragraph 2.4, Supplier/Vendor Requirements, to ensure that Submittal complies with solicitation requirements.

Reference Paragraph

Requirements

Copies Attached

2.4.1

The Supplier/Vendor shall be engaged in the business of providing event equipment rentals to government agencies and/or private businesses.

To demonstrate compliance with this requirement, the Supplier/Vendor shall provide two (2) signed professional reference letters (on the referred entity’s letterhead) from two (2) different government agencies and/or private businesses. All reference letters should include the name of the government agency or private business, a description of the goods and/or services delivered by the Supplier/Vendor, the period in which the goods and/or services were delivered, and a contact person’s name, telephone number and email address. The County must be able to ascertain from Supplier/Vendor provided references, to its satisfaction, at the County’s sole discretion, that Supplier/Vendor holds sufficient experience and capacity in providing equipment rentals for special events.

In lieu of the references from the Supplier/Vendor, the County will consider references from the Supplier’s/Vendor’s key personnel in accordance with Resolution 1122-21.

2.4.2

The Supplier/Vendor shall identify at least one company representative who is knowledgeable in the business of providing equipment rentals for special events, and who shall be available to the County from Monday through Friday from 8:00 a.m.

through 5:00 p.m. to expedite matters relating to the Pool.

To demonstrate compliance with this requirement, the Supplier/Vendor shall attest to the representative’s knowledge and availability and provide the representative’s name, title, telephone number and email address.

Representative’s Name:_____________________________________________

Representative’s Title:______________________________________________

Telephone No.: ___________________________________________________

Email Address: ____________________________________________________

Document Page 10 of 11 https://www.miamidade.gov/govaction/matter.asp?matter=212675&file=true&fileAnalysis=false&yearFolder=Y2021

SECTION 4

SUBMITTAL FORM

Group 1 - Tents

2.4.3 Vendor(s) shall provide a list of tents available to be rented from the Vendor under this RTQ.

Group 2 - Equipment

2.4.4 Vendor(s) shall provide a list of equipment available to be rented from the Vendor under this RTQ.

Document Page 11 of 11