25-1780-006 (4) Trailer-Mounted Message Boards Purchase and Delivery.pdf

City of Miami Beach, 1755 Meridian Avenue, Miami Beach, Florida 33139, www.miamibeachfl.gov

PROCUREMENT DEPARTMENT

Tel: 305-673-7490

INVITATION TO QUOTE

ITQ 25-1780-006

Purchase and Delivery of Trailer-Mounted Message Boards

August 5, 2025

This ITQ seeks to establish a unit price for new and unused trailer-mounted message boards as specified herein. The bidders affirm that the prices stated represent the entire cost of the items in full accordance with the requirements of this ITQ, inclusive of terms, conditions, specifications, and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, or cost indexes. Quantities are estimated only.

City departments may, but are not required to, utilize the results of this ITQ to acquire the referenced service. Award of ITQ does not grant the successful Bidder(s) exclusive rights or any guarantee of work to provide the services. The maximum expenditure allowed under this ITQ is limited to $100,000.

Bid Contact: Alian Gonzalez at aliangonzalez@miamibeachfl.gov or 305-673-7641 ext.

23606

2.1 ELECTRONIC RESPONSES ONLY. Only electronic responses to this ITQ will be considered. The City utilizes Bidnet Direct (Government Bids Opportunities and RFP | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of an addendum to this ITQ. Any prospective Bidder(s) who has received this ITQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this ITQ. Failure to receive an addendum may result in disqualification of the bid submitted.

Hard copy bids or bids received through email or facsimile are not acceptable and will be rejected. A bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the deadline for bid submittals. The City will only consider the latest version of the bid.

Electronic bid submissions may require the uploading of attachments. All documents should be attached as separate files. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder’s responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@bidnet.com or 800-835-4603, option

2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issues.

2.2 NON-RESPONSIVENESS: Failure to submit the following requirements with the bid or the deadline for responses shall determine non-responsiveness. Non-responsive bids will not be considered.

a. Question Tab in Bidnet Direct (submitted electronically).

b. Quote Form (Section 8)

c. Proof of Minimum Requirements (if applicable to this ITQ).

2.3 OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid Questions (completed online), the City reserves the right to seek any omitted information/documentation or any additional information from the consultant or other source(s), including but not limited to: any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the consultant to perform. Failure to submit any omitted or additional information in accordance with the City’s request shall result in the response being deemed non-responsive.

2.4 ELECTRONIC BID RESPONSE FORMAT. In order to maintain comparability and to facilitate the review process of bids, it is strongly recommended that bids be submitted in accordance with the required information specified below. The electronic submittal should be submitted as enumerated below and contain the required information. The electronic bid shall be submitted through the “Document” tab in Bidnet Direct.

BID SUBMITTAL The bid submittal is to include the following:

Question Tab (The questions are not a part of the ITQ line items, it must be completed and submitted electronically via Bidnet Direct.)

ITEM 1 Quote Form (Section 8). The Quote Form (Section 8) shall be completed in its entirety. All corrections on the Quote Form shall be initialed.

FAILURE TO SUBMIT THE MOST RECENT QUOTE FORM (EITHER

INCLUDED IN THE ORIGINAL ITQ OR RELEASED VIA AN ADDENDUM) MAY

RESULT IN BID BEING DEEMED NON-RESPONSIVE AND NOT BEING

FURTHER CONSIDERED.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: August 15, 2025, AT 3 P.M.

Any response to this ITQ received after 3:00 p.m. on this day will be considered late & not accepted. The City does not accept responsibility for delays, natural or otherwise.

2.6 DEADLINE FOR RECEIPT OF QUESTIONS: August 8, 2025, AT 10 A.M.

Any questions or clarifications concerning this quote shall be submitted by no later than 10 a.m.

on this day. All responses to questions will be sent to all prospective bidders in the form of an addendum. No questions will be received verbally or after said deadline.

Award will be made solely at the discretion of the City to the responsive, responsible respondent(s) offering the best combination of the lowest cost and best product meeting specifications, at the sole discretion of the City. The award may be made by bid item, bid group, or for the entirety of all bid items, as determined by the City. Further, the City may award multiple bidders as deemed in the City's best interest. No exclusive rights are expressed or implied due to the award of this ITQ. Departments may acquire the services through this ITQ, through another contract, or on the open market. The maximum expenditure allowed under this ITQ is limited to $100,000.

The City is not required to act upon any information obtained through this ITQ. However, the City reserves the right to negotiate an agreement or issue a Purchase Order pursuant to this ITQ to the respondent deemed to be in the best interest of the City.

Intentionally omitted.

All equipment provided under this contract shall be in accordance with the Manual on Uniform Control Devices for streets and Highways, U.S. Department of Transportation, Federal Highway administration, ANSI/ASSP A10.47-2021, and the State of Florida Department of Transportation’s Manual on Uniform Traffic Control Devices for Streets and Highways including the latest revisions of these documents.

The City is seeking a bidder(s) that can provide four (4) trailer-mounted message boards as specified below:

a. Minimum width and length of message board 48” x 96”

b. Minimum of 80-watt solar panel

c. Absorbed Glass Mat (AGM) maintenance-free batteries.

d. Full matrix message signs preloaded with a minimum of 20 graphic messages

e. Message board shall be compliant with NTCIP 1203 v03

f. Each Portable Changeable Message Signs (PCMS) system shall be a National

Transportation Communications for Intelligent Transportation System Protocol -compliant LED display and conform to Section 6 of the Manual on Uniform Traffic Control Devices (MUTCD). Refer to https://mutcd.fhwa.dot.gov/.

g. Include all MUTCD necessary for fully remote operation of the message boards

h. Must be equipped with 4G LTE modem, antenna, GPS and any other communication equipment required for the equipment to perform as designed

i. Include taillights

j. No cell service plan to be included

k. Must be compatible with Hill and Smith HS Connect® Software

l. Combination of accessories included with bid price: 2.5” Pintle and 2” ball hitch

m. Requested color of units: Two (2) orange, two (2) blue

Delivery: The bid prices must include all delivery, freight, unloading, and shipping and handling costs to 140 MacArthur Causeway, Miami Beach FL 33139. Hours of delivery are Monday through Friday between 8:30 am to 3:00 pm.

Estimated Quantities: Any quantity specified in this ITQ is only an estimate. The City reserves the right to add or remove quantities, on an as-needed basis.

Invoicing Requirement: The date of the invoices shall not exceed thirty (30) calendar days from the delivery of the items. Under no circumstances shall the invoice be submitted to the City in advance of the delivery and acceptance of the item(s). All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote form.

The City shall not be obligated or liable for any payments in excess of the amounts released or requested pursuant to this ITQ.

Warranty: The bidder shall supply a copy of the manufacturer's and/or supplier's certificates of warranty with its bid. If this written warranty is not provided in the bid proposal, the bidder may be given the opportunity to submit this document to the City during the bid evaluation period in its best interest. The warranty certificates shall provide a comprehensive liability of all components which are covered under the standard warranty. Under no circumstances shall the City accept a standard warranty period of less than twelve (12) months from the date of acceptance of the equipment or; whichever is less. The warranty supplied by the bidder shall remain in force for the full period identified by the bidder; regardless of whether the bidder is under contract with the City at the time of defect. Any payment by the City on behalf of the goods or services received from the bidder does not constitute a waiver of these warranty provisions.

Section 6:

6.1 Term: It is expected that any resulting agreement shall be valid until $100,000.00 has been expended.

6.2 Any quantity or amounts specified is an estimate only and not a commitment or guarantee of the requirements of the City under this ITQ. The vendor is not authorized to manufacture, produce, ship, or perform unless it has received a release of a request for a specific quantity for items specified in this ITQ by an authorized representative of the City. All invoice prices must be equal to or less than the unit and aggregate costs specified in the quote.

The City shall not be obligated or liable for payments over the amounts released or requested pursuant to this ITQ.

6.3 Acceptance of this ITQ constitutes acknowledgment and agreement by the vendor that, in connection with providing the above-referenced services/products on behalf of the City of Miami Beach, Florida, it agrees to indemnify and hold harmless the City and its officers, employees, agents, and contractors, from and against any actions (whether at law or in equity), claims, liabilities, losses, and expenses, including, but not limited to, attorneys’ fees and costs, for personal, economic or bodily injury, wrongful death, loss of or damage to property, which may arise or be alleged to have arisen from the negligent acts, errors, omissions or other wrongful conduct of vendor, its officers, employees, agents, contractors, or any other person or entity acting under vendor’s control or supervision, in connection with, related to, or as a result of vendor’s performance under this ITQ. To that extent, the vendor shall pay all such claims and losses and shall pay all such costs and judgments which may issue from any lawsuit arising from such claims and losses and shall pay all costs and attorneys’ fees expended by the City in defense of such claims and losses, including appeals.

6.4 Payment Terms: Successful Bidder shall invoice the City separately for each order. Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the invoice). Invoices shall include a detailed description of the Services (or parts thereof) provided and shall be submitted to the City at the following address:

City of Miami Beach Finance Department – AP Division 1700 Convention Center Drive 3rd Floor

Miami Beach, Florida 33139 Email: Payables@miamibeachfl.gov

6.5 Insurance Requirements: See Appendix “A.”

Section 7: Terms and Conditions:

The following documents identify terms and conditions that together with the ITQ, inclusive of all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation and the contract, and are complementary to one another and together establish the complete terms, conditions and obligations of the Bidder and, subsequently, the awarded Bidder.

SOLICITATION TERMS & CONDITIONS – GOODS & SERVICES. By virtue of submitting a bid in response to this ITQ, Bidder agrees to be bound by and in compliance with the Solicitation Terms and Conditions (Informal Solicitation date 10.27.22), incorporated herein, located at: https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

THE REMAINDER OF THIS PAGE IS LEFT BLANK INTENTIONALLY.

INVITATION TO QUOTE

ITQ 25-1780-006

Purchase and Delivery of Trailer-Mounted Message Boards

Section 8:

QUOTE FORM

In accordance with the specifications contained herein:

COMPANY NAME:___________________________________

PHONE:______________________________________________

EMAIL:_______________________________________________

Item No.

Description Est.

Qty

Unit Price Extended Price

Trailer Mounted Message Boards

(Blue) 2 $________ $________

Trailer Mounted Message Boards

(Orange) 2 $________ $________

3 Expected Time for Delivery _____________ Days

APPENDIX “A”

Insurance Requirements

APPENDIX A

TYPE 1B - GOODS, SERVICES & MAINTENANCE

INSURANCE REQUIREMENTS

The vendor shall maintain the below required insurance in effect prior to awarding the contract and for the duration of the contract. The maintenance of proper insurance coverage is a material element of the contract and failure to maintain or renew coverage may be treated as a material breach of the contract, which could result in withholding of payments or termination of the contract.

A. Worker’s Compensation Insurance for all employees of the vendor as required by Florida Statute 440, and Employer Liability Insurance for bodily injury or disease. Should the Vendor be exempt from this Statute, the Vendor and each employee shall hold the City harmless from any injury incurred during performance of the Contract. The exempt Vendor shall also submit (i) a written statement detailing the number of employees and that they are not required to carry Workers’ Compensation insurance and do not anticipate hiring any additional employees during the term of this contract or (ii) a copy of a Certificate of Exemption.

B. Commercial General Liability Insurance on an occurrence basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $300,000 per occurrence.

C. Automobile Liability Insurance covering any automobile, if vendor has no owned automobiles, then coverage for hired and non-owned automobiles, with limit no less than $300,000 combined per accident for bodily injury and property damage.

Additional Insured - City of Miami Beach must be included by endorsement as an additional insured with respect to all liability policies (except Professional Liability and Workers’ Compensation) arising out of work or operations performed on behalf of the contractor including materials, parts, or equipment furnished in connection with such work or operations and automobiles owned, leased, hired or borrowed in the form of an endorsement to the contractor’s insurance.

Notice of Cancellation - Each insurance policy required above shall provide that coverage shall not be cancelled, except with notice to the City of Miami Beach c/o EXIGIS Insurance Compliance Services.

Waiver of Subrogation – Vendor agrees to obtain any endorsement that may be necessary to affect the waiver of subrogation on the coverages required. However, this provision applies regardless of whether the City has received a waiver of subrogation endorsement from the insurer.

Acceptability of Insurers – Insurance must be placed with insurers with a current A.M. Best rating of A:VII or higher. If not rated, exceptions may be made for members of the Florida Insurance Funds (i.e. FWCIGA, FAJUA). Carriers may also be considered if they are licensed and authorized to do insurance business in the State of Florida.

Verification of Coverage – Contractor shall furnish the City with original certificates and amendatory endorsements, or copies of the applicable insurance language, effecting coverage required by this contract. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, required by these specifications, at any time.

CERTIFICATE HOLDER MUST READ:

CITY OF MIAMI BEACH

c/o EXIGIS Insurance Compliance Services P.O. Box 4668 – ECM #35050 New York, NY 10163-4668

Kindly submit all certificates of insurance, endorsements, exemption letters to our servicing agent, EXIGIS, at:

Certificates-miamibeach@riskworks.com

Special Risks or Circumstances - The City of Miami Beach reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Compliance with the foregoing requirements shall not relieve the vendor of his liability and obligation under this section or under any other section of this agreement.