CT-26036_-_Town_Hall_Meeting_October_2026.pdf

INVITATION TO QUOTE (ITQ)

Page 1 of 6 Rev. 6.26.26 – V. 26-2 ITQ No. CT-26036 Event ID: EVN0062406

PART I. ITQ OVERVIEW AND GENERAL TERMS AND CONDITIONS

A. Information

Event No.: EVN0062406

Event Title: CT-26036 – Townhall Meetings October 2026 This ITQ is issued pursuant to Miami-Dade County Pool of Prequalified Vendors No. and Title: SPO

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 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 County Department: Communications, Information & Technology Department Department Contact: Stacy Diaz Email: Stacy.Diaz@miamidade.gov

Delivery/Service Address: See PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS Delivery/Service Required: Five (5) total meeting

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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https://supplier.miamidade.gov/ https://supplier.miamidade.gov/ https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf mailto:Stacy.Diaz@miamidade.gov

Page 2 of 6 Rev. 6.26.26 – V. 26-2

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-r26-2.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.

3. Section 1 General Terms and Conditions, Article 1.2(F)(2) – Change or Withdrawal of Bids is hereby amended to read as follows:

Withdrawal of Bid – A Bid shall be irrevocable unless the Bid is withdrawn as provided herein. A Bid may be withdrawn days after the Bid has been opened and prior to award, by submitting a letter to the contact person identified in this Solicitation. The withdrawal letter must be on the company letterhead and signed by an authorized agent of the Bidder.

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.

2. Pricing Prices shall remain fixed.

3. Small Business Enterprise (SBE) Measures A Small Business Enterprise (SBE) Set-Aside

4. Insurance Requirements (List insurance requirements provided by the Risk Management Division below, if different than those listed in Section 1, Article 1.22)

5. Pre-Bid Conference and Site Visit (Calendar the meeting at:

https://www8.miamidade.gov/global/calendar/global.page) https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf https://www8.miamidade.gov/global/calendar/global.page

Page 3 of 6 Rev. 6.26.26 – V. 26-2

PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

1. Background/Purpose

The purpose of this request is to secure simultaneous interpretation services for the Mayor’s Budget Town Hall Meetings to ensure meaningful access and participation for residents with limited English proficiency. Interpretation services in Spanish and Haitian Creole will be provided at six scheduled community meetings throughout Miami-Dade County.

The requested services will include two professional interpreters, one Spanish interpreter and one Haitian Creole interpreter, along with the necessary interpretation equipment, including portable transmitters and participant receivers. These services will support effective communication between the Mayor, County representatives, and community members during budget discussions, allowing residents to receive information, ask questions, and provide feedback in their preferred language.

The vendor will provide on-site simultaneous interpretation services for each meeting, with interpreters arriving at least 30 minutes prior to the scheduled start time to ensure proper setup and coordination.

2. Detailed Description of the Intended Results or Deliverables

Service Requested: Simultaneous interpretation in Spanish and Haitian Creole Interpreters: Two interpreters—one Spanish and one Haitian Creole

Actual services will be requested and utilized only as needed. The County will be responsible for payment only for services actually authorized and rendered.

• 10/8 – Thursday 6:00 pm – 8:00 pm - Naranja Library

• 10/9 – Friday 6:00 pm – 8:00 pm - West Kendall Library

• 10/10 – Saturday 2:00 pm – 4:00 pm - North Dade Library

• 10/16 – Friday 6:00 pm – 8:00 pm - Arcola Lakes Senior Center

• 10/17 – Saturday 2:00 pm – 4:00 pm - Hialeah Gardens Library

Page 4 of 6 Rev. 6.26.26 – V. 26-2

Description QTY Price per

QTY

Total

Interpreting: Spanish (1 interpreter)

Event: Townhall meetings Simultaneous interpretation

Each meeting is scheduled for approximately two (2) hours. Interpreters are required to arrive by 30 minutes for setup and preparation.

The estimated service time is 2.5 hours, including the 30-minute arrival period prior to the meeting.

There are five (5) Meeting Total

• 10/8 – Thursday 6:00 pm – 8:00 pm - Naranja Library

• 10/9 – Friday 6:00 pm – 8:00 pm - West Kendall Library

• 10/10 – Saturday 2:00 pm – 4:00 pm - North Dade Library

10 Hrs.

Interpreting: Creole (1 interpreter)

Event: Townhall meetings Simultaneous interpretation

Each meeting is scheduled for approximately two (2) hours. Interpreters are required to arrive by 30 minutes for setup and preparation.

The estimated service time is 2.5 hours, including the 30-minute arrival period prior to the meeting.

There are five (5) Meeting Total

• 10/8 – Thursday 6:00 pm – 8:00 pm - Naranja Library

• 10/9 – Friday 6:00 pm – 8:00 pm - West Kendall Library

• 10/10 – Saturday 2:00 pm – 4:00 pm - North Dade Library

10 Hrs.

Page 5 of 6 Rev. 6.26.26 – V. 26-2

Description QTY Price per

QTY

Total

Additional Interpreting Services: Vendors should provide a rate for additional interpreting services beyond the estimated 2.5-hour service period.

Additional time will be billed in 15-minute increments (¼-hour). For bidding purposes, the estimated quantity is 20 fifteen-minute increments, based on up to one (1) additional hour per meeting for five (5) meetings. Actual additional services will be requested and paid only as needed.

Rental equipment -

Provide two (2) portable transmitters per meeting, with five (5) receivers assigned to each transmitter, for a total of ten (10) receivers per meeting.

In addition, one (1) receiver should be provided for each interpreter.

There are five (5) meetings total.

Vendors should provide pricing for the following three alternative receiver quantities:

Important: The quantities listed below are alternative options and are not cumulative. The County will select only one (1) option based on the price received. Vendors should provide a unit price for each option so the County can determine the applicable quantity.

The County will not be purchasing all three options or a combined total of 300 receivers.

Rental equipment (five (5) Meetings total) 10 Additional Receivers

20 Additional Receivers

30 Additional Receivers

3hrs per meeting

1 Assistant

15 Hrs.

Page 6 of 6 Rev. 6.26.26 – V. 26-2

1. Schedule, Time Period Five (5) Mayor’s Budget Town Hall Meetings will be held on different dates and at various locations. See the table above for the exact dates, times, and locations.

2. Equipment

Portable Transmitter and receivers are being requested

3. Schedule, Time Period

Interpreter Arrival: 5:30 PM Time: 6 pm to 8 pm (estimated end time)

• 10/8 – Thursday 6:00 pm – 8:00 pm - Naranja Library

• 10/9 – Friday 6:00 pm – 8:00 pm - West Kendall Library

• 10/10 – Saturday 2:00 pm – 4:00 pm - North Dade Library