INVITATION TO BID

Event No. EVN0057600

Event Title: Printed Forms, Business Cards, and Envelopes

Issued by Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Management Department

Contact for this Solicitation

Milagros C. Robles, Courts Contracts & Procurement Officer

111 NW 1st Street, 17TH Floor, Miami, Florida 33128

Telephone: (305) 375-5125

E-mail: Milagros.Robles@miamidadeclerk.gov

BIDS ARE DUE VIA INFORMS

(see INFORMS for due date and time)

The Clerk of the Court and Comptroller is committed to upholding integrity, transparency, and neutrality in judicial and governmental processes. Our mission is to provide exceptional service, enhance accessibility, utilize future-ready technology, and empower our workforce to exceed expectations mailto:Milagros.Robles@miamidadeclerk.gov

OVERVIEW

HOW TO ACCESS SECTION 1 - GENERAL TERMS AND CONDITIONS

The Clerk of the Court and Comptroller’s General Terms and Conditions are posted online and are incorporated herein by reference. Bidders receiving an award through the Clerk’s competitive procurement process shall be bound by the General Terms and Conditions as part of the resultant Contract(s).

By submitting a Bid in response to this Solicitation, a Bidder acknowledges that it has reviewed, understands, and agrees to comply with the General Terms and Conditions. The General Terms and Conditions applicable to this Solicitation and any resultant Contract(s) may be viewed at the following link:

https://www.miamidadeclerk.gov/library/Procurement/COCC%20Bidding%20and%20General%20Terms%2 0and%20Conditions_2025.10.pdf

ADDITIONAL DEFINITIONS

In addition to the definitions contained in the General Terms and Conditions, the following term(s) apply to this Solicitation:

CMYK - Cyan, Magenta, Yellow, and Key (Black) links

CB - Coated Black

CF - Coated Front

CFB - Coated Front and Back

NCR - No Carbon Required https://www.miamidadeclerk.gov/library/Procurement/COCC%20Bidding%20and%20General%20Terms%20and%20Conditions_2025.10.pdf https://www.miamidadeclerk.gov/library/Procurement/COCC%20Bidding%20and%20General%20Terms%20and%20Conditions_2025.10.pdf

SECTION 2 – SPECIAL TERMS

2.1 PURPOSE

The COCC seeks to establish a Contract with qualified Bidder(s) to produce printed products, including custom-printed forms, business cards, and envelopes.

2.2 PRE-BID CONFERENCE

A Pre-Bid Conference will be held on July 30, 2026, at 10:00 AM Local Time, held via a Microsoft Teams webinar, accessible through the following link:

https://events.gcc.teams.microsoft.com/event/d1d487f5-74d6-4c9c-9e75-555e3b83920f@fdde2c89-3838- 45a3-b272-6cf08978701f

This webinar is for informational purposes only and will cover material already published within the Solicitation documents. Participation is not mandatory.

2.3 TERM

This Contract shall commence on the first Day of the month following the award date and shall remain in effect for a period of sixty (60) months, terminating on the last Day of the final month.

2.4 METHOD OF AWARD AND BIDDER REQUIREMENTS

Contract awards will be made to the lowest-priced, Responsive, and Responsible Bidder on a group-by-group basis for the three (3) groups listed below:

• Group 1: Printed Forms (Single-Part, Multi-Part Forms, and Snap-Out Forms)

• Group 2: Business Cards

• Group 3: Envelopes

Awards will be based on the aggregate pricing of all items within each group. To be considered for an award, Bidders must submit pricing for all items listed within the group(s) for which they intend to Bid. Unit pricing should account for the quantities specified in each item description. Failure to provide pricing for every item in a group may result in the rejection of the Bid for that group. In addition, Bidders must meet the following bidder requirements:

Bidders must provide verifiable evidence that their firm is actively and routinely engaged in providing the Goods and Services specified in this Solicitation. Such evidence must include:

A. Client References

Bidders must submit two (2) client references, preferably from commercial enterprises and/or government agencies, demonstrating relevant experience. Each reference must include:

• Company name

• Contact’s name and title

• Phone number

• Email address

• List of the types of relevant Goods and Services provided to the customer https://events.gcc.teams.microsoft.com/event/d1d487f5-74d6-4c9c-9e75-555e3b83920f@fdde2c89-3838-45a3-b272-6cf08978701f https://events.gcc.teams.microsoft.com/event/d1d487f5-74d6-4c9c-9e75-555e3b83920f@fdde2c89-3838-45a3-b272-6cf08978701f

The COCC, at its sole discretion, must evaluate whether the Bidder possesses the necessary experience and capability to provide the required Goods and Services. In its discretion and in the best interest of the COCC, Bidders may be permitted to complete, supplement, or provide additional documentation to satisfy this requirement within a timeframe specified by the COCC.

2.4 ORDERS

Purchase Orders will be placed for specific quantities as needed throughout the Contract term, and all orders will be purchased in the box or each order quantities specified in the item descriptions.

2.5 PRICE ADJUSTMENT

An Awarded Bidder’s initial Contract prices must remain fixed and firm for a period of no less than twenty-four (24) months from the Contract start date. Thereafter, price increase adjustments will be considered no more frequently than every twenty-four (24) months. The COCC may elect to negotiate price increase adjustments with the Awarded Bidder based on changes in the following pricing index:

Producer Price Index (PPI), Series ID: PCU32311-32311, Titled: PPI industry data for Printing (not seasonally adjusted), as published by the U.S. Bureau of Labor Statistics (BLS).

The Base PPI Index for adjustments will be the Index published by the Bureau of Labor Statistics (BLS) for the referenced PPI Series in the month and year when the Contract was awarded, and the Awarded Bidder’s initial price(s) will be the starting values for any price adjustment.

The period used to calculate an adjustment will begin from the month when the Contract was awarded and will include as many months as have been published by the BLS at the time of the adjustment request.

Should the referenced index be discontinued by the BLS, or should its data be unavailable, COCC will use the next higher-level index within the PPI series for printing and related support activities.

Upon an Awarded Bidder’s request for a price adjustment, the COCC will review the request as prescribed above and may grant the price adjustment as requested, negotiate with the Awarded Bidder to determine the appropriate price adjustment, or reject the request in its best interest.

If the COCC elects to reject an Awarded Bidder's request for an adjustment, the Awarded Bidder is not excused from continuing to perform under the Contract. Failure of an Awarded Bidder to perform under these circumstances may result in such Awarded Bidder being deemed in breach of Contract and the COCC terminating its Contract with such Awarded Bidder.

2.6 DELIVERY

The Awarded Bidder(s) must complete all deliveries within ten (10) Business Days from the time the artwork has been approved or as otherwise specified in the Purchase Order. The Awarded Bidder must maintain clear, proactive communication throughout the delivery process to ensure accurate and timely fulfillment of all orders. Delivery address and instructions will be provided on the Purchase Order. All deliveries will be made to COCC locations within Miami-Dade County. The costs associated with delivery are the responsibility of the Awarded Bidder(s) unless otherwise stated in the Purchase Order.

Delivery Hours: Monday through Friday, 8:00 AM to 3:30 PM

All deliveries, regardless of method, must be made within the designated hours stated above. No deliveries will be accepted outside of these designated hours without prior written authorization from the COCC.

https://data.bls.gov/PDQWeb/pc

2.7 BACKORDERS & DELAYED DELIVERY

If an Awarded Bidder is unable to deliver an item by the scheduled delivery date due to a backorder, supply shortage, or other cause preventing delivery by scheduled delivery date, the Awarded Bidder must notify the COCC in writing within one (1) Business Day upon becoming aware of the delay and propose an alternate delivery date. The COCC must approve the revised delivery date before any alternate delivery schedule can occur.

The COCC reserves the right, at its sole discretion, to cancel any orders that remain on backorder for more than ten (10) Business Days from the original delivery date. The COCC further reserves the right to procure any cancelled item from alternate source, with any additional cost incurred above the contracted price being the responsibility of the Awarded Bidder. Repeated delays or backorders may be considered grounds for default and may result in Contract termination.

2.8 INSURANCE

The Awarded Bidder shall furnish the Clerk of the Court and Comptroller, located at 111 NW 1st Street, 17th

Floor, Miami, FL 33128, with Certificate(s) of Insurance with coverages as outlined below:

A. Worker’s Compensation as required by Florida Statute 440 or any applicable law.

B. Commercial General Liability for $1,000,000 each occurrence, $2,000,000 aggregate, including Products/completed operations and incidental Printers’ Errors and Omissions.

Miami-Dade County Clerk of the Court and Comptroller and Miami-Dade County must be shown as an additional insured with respect to this coverage.

C. Automobile Liability covering all owned, non-owned and hired vehicles for $1,000,000 combined single limit.

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.

Miami-Dade County Clerk of the Court and Comptroller and Miami-Dade County reserves the right, upon reasonable notice, to request and examine the policies of insurance (including but not limited to policies, binders, amendments, exclusions or riders, etc.)

CERTIFICATE HOLDER MUST READ:

MIAMI-DADE COUNTY CLERK OF THE COURT AND COMPTROLLER

C/O MIAMI-DADE COUNTY

111 NW 1st STREET, SUITE 2340

MIAMI, FL 33128

2.9 ADDITIONAL GOODS

The COCC reserves the right to add additional Goods to the contract which are not listed within this Solicitation. Should the COCC determine that additional Goods need to be added to the contract, a request for pricing will be obtained from the Awarded Bidder for the specific group. The COCC may obtain price quotes from the other Awarded Bidder(s) or through a separate solicitation in the event that fair and reasonable pricing is not obtained from the Awarded Bidder(s), or for other reasons at the COCC’s discretion.

All changes shall be memorialized by a formal modification.

2.10 CLERK CONE OF SILENCE

Bidders shall not engage in communications with Clerk and employees involved in the evaluation of Bids during the pendency of this Solicitation, except as expressly permitted herein. The pendency of this Solicitation shall be deemed concluded upon the issuance of one or more award recommendations. Any written communications submitted by Bidders shall be directed to the designated contact identified on the cover page of this Solicitation, with a copy to clerkbcc@miamidade.gov.

SECTION 3 – SCOPE OF WORK

3.1 SCOPE OF WORK

The Awarded Bidder(s) shall furnish all labor, materials, equipment, and supervision necessary to produce printed products in accordance with the specifications outlined throughout this Solicitation. Services include, but are not limited to, design assistance, pre-press preparation, printing, finishing (perforation, padding, numbering, collating, folding, and binding), plate setup charges, custom die charges, packaging, and delivery.

3.2 GOODS TO BE PROVIDED

GROUP 1 – PRINTED FORMS (Single-Part Forms, Multi-Part Carbonless Forms, and Multi-Part Carbonless Snap-Out Forms)

The Awarded Bidder shall produce all printed forms in accordance with the stock, color, size, and finishing specifications specified in each Purchase Order. Multi-part carbonless forms must be produced using NCR paper and collated in the precise part sequence designated per order (e.g., white, canary, pink). Snap-out forms must be produced to allow for clean, easy separation without tearing or damage to adjacent parts. All finishing requirements, including perforation, padding, numbering, and collating, must be performed as specified in each order. Forms requiring numbering must be assembled and delivered in strict sequential order. All completed forms must be packaged in a manner that safeguards against damage during transit and storage. Minimum order quantities of one thousand (1,000), see example below:

Item # 1 - Single-part Form, 8-1/2" x 11", 20 lb. White Bond Stock, Printed Front Side Only, Black Ink.

Estimated Quantity: 491 units X 1,000 forms = 491,000 estimated forms to be ordered throughout the Contract term

Item # Description

Total Estimated

Quantity for the Five-Year

Term

Unit of Measure

GROUP 1

SINGLE-PART FORMS

Single-Part Form, 8-1/2" x 11", 20 lb. White Bond Stock, Printed Front Side Only, Black Ink. 491 Thousand

Single-Part Form, 8-1/2" x 11", 67 lb. Canary Vellum Bristol Card Stock, Printed Front and Back, Black Ink. 420 Thousand

Single-Part Form, 2-5/8” x 5-1/2”, 110 lb. Index Cover Stock, Printed Front Side Only, Black Ink, Paper Color: Buff. 77 Thousand

MULTI-PART CARBONLESS FORMS

2-Part Form, 8-1/2" x 11", NCR Reverse 2-Part, 20 lb., Colors:

White/Canary, Printed Front Side Only, Black Ink. 18 Thousand

Item # Description

Total Estimated

Quantity for the Five-Year

Term

Unit of Measure

2-Part Form, 8-1/2" x 11"; Part 1 — NCR CB, 20 lb., White Stock, Printed Front Side Only, Black Ink; Part 2 — NCR CF, 20 lb., Canary Stock, Printed Front and Back, Black Ink.

60 Thousand

2-Part Form, 5-1/4" x 8-1/2", NCR Reverse 2-Part, 20 lb., Colors:

White/Canary, Printed Front Side Only, Black Ink, Top Glue Binding, Punch 2-Holes Top Center, ¼” Diameter, 2-3/4” Center-to-Center. 15 Thousand

3-Part Form, 4-1/4" x 8"; Part 1 — NCR CB, 20 lb., White Stock, Printed Front and Back, Black Ink; Part 2 — NCR CFB, 14.5 lb., Pink Stock, Printed Front and Back, Black Ink; Part 3 — NCR CF, 105 lb.

Tag Stock, Manila, Printed Front and Back, Black Ink; Barcode 39 MOD 11 No-Dash Numbering, Black Ink; Top Binding, Top Stub, Wraparound Book Binding, Printed Cover.

375 Thousand

4-Part Form, 8-1/2" x 11", NCR Reverse 4-Part Precollated, Colors:

(White 20lb) (Yellow/Pink/Gold 15lb min), Printed Front Side Only, Black Ink, Top Punch — 2 Holes, 1/4" Diameter, 2-3/4" Center-to Center.

30 Thousand

4-Part Form, 8-1/2" x 11", NCR Reverse 4-Part Precollated, Colors:

(White 20lb) (Yellow/Pink/Gold 15lb min), Printed Front Side Only, Black Ink.

15 Thousand

5-Part Form, 8-1/2" x 11", NCR Reverse 5-Part Precollated, Colors:

(White 20lb) (Yellow/Pink/Gold 15lb min), Printed Front Side Only.

Black Ink.

15 Thousand

MULTI-PART CARBONLESS SNAP-OUT FORMS

Snap-Out 2-Part Form, 5" x 7-1/8", NCR Reverse 2-Part, 20 lb., Colors: White/Canary, Printed Front Side Only, Black Ink; Left Binding, Left Glue, Left Stub.

30 Thousand

Snap-Out 2-Part Form, 8-1/2" x 11-5/8"; Part 1 — NCR CB 15 lb., Green Stock, Printed Front Side Only, Black Ink; Part 2 — NCR CF, 105 lb. Tag Stock, White, Printed Front and Back, Black Ink, Top Glue Binding.

30 Thousand

Snap-Out 4-Part Form, 8-1/2" x 11"; NCR Reverse 4-Part, Colors:

(White 20lb) (Yellow/Pink/Gold 15lb min), Printed Front Side Only, Black Ink.

33 Thousand

Snap-Out 4-Part Form, 8-1/2" x 11-5/8"; Part 1 - NCR CB, 15 lb., White Stock, Printed Front Side Only, Black Ink; Part 2 — NCR CFB,

14.5 lb., Canary Stock, Printed Front Side Only, Black Ink; Part 3 — NCR CFB, 14.5 lb., Gold Stock, Printed Front Side Only, Black Ink;

Part 4 — NCR CF, 15 lb., Blue Stock, Printed Front Side Only, Black Ink; Top Glue Binding.

96 Thousand

Estimated

Quantity for the Five-Year

Term

Unit of Measure

Snap-Out 4-Part Form, 8-1/2" x 6-1/8"; Part 1 - NCR CB, 15 lb., White Stock, Printed Front and Back, Black Ink; Part 2 - NCR CFB, 14.5 lb., Pink Stock, Printed Front Side Only, Black Ink; Part 3 - NCR CFB,

14.5 lb., Canary Stock, Printed Front Side Only, Black Ink; Part 4 - NCR CF, 33 lb. Ledger Stock, Buff, Printed Front Side Only, Black Ink;

Consecutive Barcode Numbering, Code 39, Black Ink; Top Glue Binding, Top Stub, Wraparound Book Binding.

30 Thousand

Snap-Out 5-Part Form, 8-1/2" x 11-5/8"; Part 1 — NCR CB, 15 lb., White Stock, Printed Front Side Only, Black Ink; Part 2 — NCR CFB,

14.5 lb., Canary Stock, Printed Front Side Only, Black Ink; Part 3 — NCR CFB, 14.5 lb., Pink Stock, Printed Front Side Only, Black Ink;

Part 4 — NCR CFB, 14.5 lb., Gold Stock, Printed Front Side Only, Black Ink; Part 5 — NCR CF, 15 lb., Blue Stock, Printed Front Side Only, Black Ink; Top Glue Binding.

105 Thousand

SPECIALTY FORMS

Traffic Mailer Form, 11" x 8-1/2", 60 lb. Opaque Text Stock, White, Printed Front and Back, Black Ink; C-Fold. 750 Thousand

GROUP 2 – BUSINESS CARDS

The Awarded Bidder shall produce all business cards in strict accordance with the size, stock, print, and finish specifications identified in each Purchase Order. All finished business cards shall be packaged and delivered in the quantities and configurations specified on the Purchase Order, banded or boxed in sets accordingly. Packaging quantities shall correspond to the order quantities established in the Price Schedule.

Item # Description

Total Estimated

Quantity for the Five-

Year Term

Unit of Measure

GROUP 2

BUSINESS CARDS

Type A: Business Cards, 3-1/2” x 2”, 130 lb.

Cover Stock, Printed Front and Back, CMYK Ink Colors, 1.5 Mil Silk Lamination Applied to Both Sides. (Box of 500)

3 Box

Type B: Business Cards, 3-1/2" x 2", 100 lb.

Cover Stock, Printed Front and Back, CMYK Ink Colors, No Lamination. (Box of 250)

57 Box

GROUP 3 – ENVELOPES

The Awarded Bidder shall produce all envelopes in accordance with the size, stock, color, print, and finishing specifications identified in each Purchase Order. All envelopes shall be produced to standard postal requirements unless otherwise specified. All envelopes shall be produced with clean, even seams, consistent glue application, and proper alignment of all printed elements. Printing shall be applied as specified per order, including return address, logo, and any custom design elements provided by the COCC. All envelopes shall be packaged and banded in quantities specified on the Purchase Order. Packaging quantities shall correspond to the order quantities established in the Price Schedule. All envelopes shall be free of tears, smudging, or print defects. Minimum order quantities of one thousand (1,000), see example below:

Item # 20 - #10 Diagonal Seam Envelope, 4-1/8" x 9-1/2", With Window — Window Size: 4.5" x 1", Window Location: 5/8" from Bottom, 7/8" from Left; 24 lb. White Wove Stock, Printed Front Side Only, Black Ink.

Estimated Quantity: 795 units X 1,000 envelopes = 795,000 estimated envelopes to be ordered throughout the Contract term

Estimated

Quantity for the Five-Year

Term

Unit of Measure

GROUP 3

ENVELOPES

#10 Diagonal Seam Envelope, 4-1/8" x 9-1/2", With Window — Window Size: 4.5" x 1", Window Location:

5/8" from Bottom, 7/8" from Left; 24 lb. White Wove Stock, Printed Front Side Only, Black Ink.

795 Thousand

#10 Diagonal Seam Envelope, 4-1/8" x 9-1/2", With Window — Window Size: 1” x 4-1/2”, Window Location:

3/4" from Bottom, 7/8" from Left; 24 lb. White Wove Stock, Gummed Flap, Printed Front Side Only, Black Ink.

75 Thousand

#10 Diagonal Seam Envelope, 4-1/8" x 9-1/2", Without Window, 24 lb. White Wove Stock, Printed Front Side Only, Black Ink.

282 Thousand

#55 Booklet Envelope, 6" x 9", Without Window, 24 lb.

White Wove Stock, Gummed Flap, Printed Front Side Only, Black Ink.

123 Thousand

#55 Booklet Envelope, 6" x 9", With Window — Window Size: 5" x 3-1/4", Window Location: 2" from Left, 1" from Bottom; 24 lb. White Wove Stock, Full Gum Line, Printed Front Side Only, Black Ink.

111 Thousand

#90 Catalog Envelope, 9" x 12", Without Window, 28 lb.

White Kraft Stock, Gummed Flap, Printed Front Side Only, Black Ink.

78 Thousand

Estimated

Quantity for the Five-Year

Term

Unit of Measure

#90 Catalog Envelope, 9” x 12”, Window Size :1-1/8” x 4- 1/2”, Double Window — Window Location One: 10-1/4" from Bottom, 7/8" from Left; Window Location Two: 5- 1/2” from Bottom, 2-1/4” from Left; 28 lb. White Kraft Stock, Open End, Gummed Flap, No Clasp.

15 Thousand

#97 Catalog Envelope, 10" x 13", Without Window, 28 lb.

White Kraft Stock, Gummed Flap, Printed Front Side Only, Black Ink.

18 Thousand

3.3 ARTWORK

The COCC will provide all artwork to the Awarded Bidder(s) upon issuance of a Purchase Order. The Awarded Bidder shall be responsible for converting the provided artwork into a production-ready format at no additional cost to the COCC.

Within two (2) Business Days of receipt of the artwork from the COCC, the Awarded Bidder(s) shall submit digital proofs (e.g., vector files, blueprints, or brownline proofs) to the COCC for review and written approval.

The COCC reserves the right to request revisions to submitted proofs prior to granting written approval.

Production must not commence until written approval has been received from the COCC. Any changes requested by the COCC after approval may be subject to additional charges, which must be disclosed and approved in writing by the COCC prior to implementation. The Awarded Bidder(s) shall maintain a secure archive of all approved digital files for the duration of the Contract to facilitate reorders without requiring resubmission of artwork, unless modifications are requested by the COCC.

All artwork furnished by the COCC will remain its sole property. The Awarded Bidder shall not use, reproduce, or disclose any artwork or files for any purpose outside the scope of this Contract. Upon completion or termination of the Contract, the Awarded Bidder must return any original physical artwork to the COCC along with the finished product, permanently delete all electronic files from its systems, and, upon request, provide written certification of such deletion.

3.4 QUALITY CONTROL

The Awarded Bidder(s) shall implement and maintain a quality control process to ensure all printed products meet the specifications set forth in each Purchase Order prior to packaging and delivery. Any products found to be defective, non-conforming, or inconsistent with the approved proof shall be reprinted and redelivered by the Awarded Bidder(s) at no additional cost to the COCC within a timeframe approved by the COCC. The COCC reserves the right to reject any delivered products that do not conform to the approved specifications and require replacement at no additional cost.

SECTION 4 – BID SUBMITTAL & PRICE SCHEDULE

4.1 BIDDER REQUIREMENTS

TO BE COMPLETED BY ALL BIDDERS

Refer to Paragraph 2.3 to ensure that Bidder’s responses and attachments comply with the Solicitation's requirements.

Paragraph Reference

Bidder Requirements

2.4.A

Bidders must submit two (2) client references, preferably from commercial enterprises and/or government agencies, demonstrating relevant experience. Each reference must include:

• Company name

• Contact’s Name and Title

• Phone number

• Email address

• List of the types of relevant services provided to the customer

4.2 PRICE SUBMITTAL

[prices to be submitted in INFORMS]