EVN0058083_JS26-136_PROS_Office_Equipment.pdf

INVITATION TO QUOTE (ITQ)

Page 1 of 4 Rev. 6.26.26 – V. 26-2

EVN0058083 JS26-136

PART I. ITQ OVERVIEW AND GENERAL TERMS AND CONDITIONS

A. Information

Event No.: EVN0058083 Event Title: JS26-136 PROS Office Equipment 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 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: Miami-Dade Parks, Recreation and Open Spaces

Department Contact: Jonathan Sosa Phone: 305 270-2984 x 5001036 Email: Jonathan.Sosa@miamidade.gov

Delivery/Service Address: Hickman Building, 3rd Floor – 275 NW 2nd Street, Miami, Florida 33128

Delivery/Service Required: within 14 calendar days from receipt of Purchase Order (PO)

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.

☐ on an item-by-item basis.

☐ on a group-by-group basis.

☐ Other (specify):

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:Jonathan.Sosa@miamidade.gov

Page 2 of 4 Rev. 6.26.26 – V. 26-2

B. Instructions 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.

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.

ATTENTION: For any shipment that is palletized, oversized, or otherwise requires mechanical assistance, the Vendor shall ensure that the delivery vehicle is equipped with appropriate unloading equipment, such as a lift gate and/or pallet jack. The Vendor is solely responsible for unloading all materials at the designated delivery location. The Vendor must provide all necessary equipment and maintain full responsibility for the safe and complete unloading of the shipment. Deliveries lacking adequate unloading capability may be refused.

PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

1. Background/Purpose The purpose of this Invitation to Quote (ITQ) is to establish a contract for the purchase and delivery of one (1) Fellowes Powershred® 425Ci Cross-Cut Shredder, Model No. 425Ci (Manufacturer No. 38425) for use by the Miami-Dade County Parks, Recreation and Open Spaces Department, Labor Relations and Discipline Unit.

2. Detailed Description of the Intended Results or Deliverables

Quotes submitted in response to this Invitation to Quote (ITQ) shall remain firm and valid for a period of six (6) months from the bid due date.

Due to the confidential and sensitive nature of departmental records requiring destruction, a minimum Security Level P-4 shredder is required.

No substitutes, alternates, or equivalent products shall be accepted.

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 an event, the Awarded Bidder may be eligible for reasonable costs incurred prior to the notice of termination.

https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf https://www.miamidade.gov/resources/strategic-procurement/documents/general-terms-and-conditions-r26-2.pdf

Page 3 of 4 Rev. 6.26.26 – V. 26-2

2. Warranty Requirements The equipment shall be furnished with the manufacturer's standard warranty, which shall include, at a minimum:

• Two (2) years product and service warranty covering the complete shredder.

• Lifetime manufacturer's warranty on the cutting cylinders (cutters).

• Warranty coverage shall commence upon acceptance of the equipment by Miami-Dade County.

• The successful vendor shall provide all applicable manufacturer warranty documentation upon delivery.

The vendor shall clearly identify the manufacturer's warranty being offered with its quote. Failure to provide warranty information demonstrating compliance with these requirements may result in the quote being deemed non-responsive.

3. Specifications

The equipment furnished under this solicitation shall be new, factory assembled, unused, and shall meet the following minimum specifications:

• Manufacturer: Fellowes

• Product Line: Powershred®

• Model: 425Ci Cross-Cut Shredder

• Manufacturer Model No.: 38425

• Cut Type: Cross-Cut

• Minimum Security Level: P-4

• Minimum Sheet Capacity: 30 sheets per pass

• Continuous duty operation (continuous run time)

• Minimum Bin Capacity: 30 gallons

• Removable corrugate waste basket

• Minimum Throat Width: 12 inches

• Automatic Oiling System

• Jam Prevention Technology

• Automatic safety feature that stops shredding when hands contact the paper opening

• Energy-efficient operation

• Approximate Dimensions: 37.5 inches (H) x 22 inches (W) x 20 inches (D)

• Equipment shall be capable of shredding paper and other standard office media as designed by the manufacturer.

• Equipment shall be delivered complete with all components, accessories, and materials necessary for normal operation, whether specifically identified herein or customarily furnished by the manufacturer.

• Refurbished, remanufactured, or previously used equipment shall not be accepted.

4. Pricing

The quoted price shall be all-inclusive and shall include all labor, materials, equipment, accessories, freight, shipping, delivery, handling, warranty, and any other costs necessary to furnish the equipment in accordance with the requirements of this solicitation. No additional charges shall be accepted after award.

Page 4 of 4 Rev. 6.26.26 – V. 26-2

5. Delivery Requirements

• The awarded vendor shall deliver the equipment to the location specified on the resulting purchase order.

• Delivery shall include unloading and placement of the equipment at the designated delivery location.

• Equipment shall be delivered complete and ready for operation.

• The vendor shall furnish all applicable manufacturer's operating instructions, user documentation, and warranty information upon delivery.

6. Inspection and Acceptance Miami-Dade County reserves the right to inspect the equipment upon delivery and reject any equipment that does not conform to the requirements and specifications of this solicitation. Replacement of rejected equipment shall be at no additional cost to the County.

7. Vendor Responsibility By submitting a quote, the vendor acknowledges that it has reviewed and understands all requirements, specifications, warranty provisions, delivery requirements, and terms and conditions contained in this Invitation to Quote. Failure to provide equipment meeting the requirements of this solicitation, including the required manufacturer warranty, may result in the quote being deemed non-responsive or rejection of the equipment upon delivery.

8. Inquiries

All questions regarding the terms, conditions, and specifications contained in this ITQ must be submitted through the “Q&A Forum” section of the Supplier Portal. No verbal or emailed inquiries will be accepted.

This ITQ includes the following attachments:

• Reference Images

• Reference Link

• Equipment Data / Specifications Sheet