ITQ 2025-025-PW.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 2025-025-PW Purchase and Delivery of White Louis Poulsen Fixtures

July 8th , 2025

The purpose of this ITQ is to request a fixed unit price for the purchase and delivery of White Louis Poulsen Fixtures , in accordance with the specifications contained in this document.

Interested bidders must submit a bid for all items to be considered for award.

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 proposer(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: Ashley Watson at AshleyWatson@miamibeachfl.gov or 305-673-7000 ext.

25858

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 (1-800-835-4603, option 2, or support@bidnet.com. 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 (completed and submitted electronically via Bidnet Direct.)

b. Quote Form (Section 8)

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

2.3 Omitted or Additional Information. With the exception of the Question Tab (completed and submitted electronically), 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 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 “Documents” 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.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: July 16TH, 2025, AT 3:00 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: July 14th, 2025, AT 3:00 P.M.

Any questions or clarifications concerning this quote shall be submitted by no later than 3:00 P.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.

4.1 “INTENTIONALLY DELETED”

5.1 Through this ITQ, the City of Miami Beach (“City”) seeks to establish a fixed unit price for the purchase and delivery of White Louis Poulsen Fixtures in accordance with the specifications contained in this document. The bidder shall be responsible for maintaining all licenses, permits, and any other necessary certification(s) to provide the items and quantities listed in Section 8: Quote Form and shall meet all applicable Federal, State, and Local regulations for these services. Additionally, the bidder is responsible for providing these services in accordance with the guidelines below:

PURCHASE AND DELIVERY OF WHITE LOUIS POULSEN FIXTURES: The bidder shall be responsible for providing the following items below:

Item No.

Quantity Fixtures

1 12 LOUIS POULSEN Fixture WHITE

71LED4000K4939120-277V/60HZBUGU3TRSA-4.5INDIM-0-10V

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 MATERIALS SHALL BE NEW AND WARRANTED AGAINST DEFECTS. The Bidder hereby acknowledges and agrees that all materials, except where recycled content is specifically requested, supplied by the Bidder in conjunction with this solicitation and resultant contract shall be new, warranted for their merchantability, and fit for a particular purpose. In the event any of the materials supplied to the City by the Bidder are found to be defective or do not conform to specifications: (1) the materials may be returned to the Bidder at the Bidder’s expense and the contract cancelled or (2) the City may require the Bidder to replace the materials at the Bidder’s expense.

6.4 Payment Terms: All invoices shall contain the following basic information:

1. Vendor Information: The name of the business organization as specified on the contract and the date of the invoice.

2. Invoice number: Ex. 1234

3. Pricing Information: The invoice must include the description, unit price, and quantity of the goods purchased/delivered.

4. The vendor(s) shall submit an invoice(s) to City of Miami Beach Public Works

Department after each purchase/delivery has been completed to AshleyWatson@miamibeachfl.gov, GeorgeCorchado@miamibeachfl.gov, and JohnAlani@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/

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INVITATION TO QUOTE

ITQ 2025-025-PW Purchase and Delivery of Louis Poulsen Fixtures

Section 8:

QUOTE FORM

Quote Form represents the entire cost of the items in full accordance with the requirements of this ITQ, inclusive of its 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.

PURCHASE AND DELIVERY OF LOUIS POULSEN FIXTURES : Interested bidders must submit a bid for all items be considered for award.

Item No.

Fixtures

(A) Quantity* (B)

Unit Cost

(C) Total Cost (A x B = C)

LOUIS POULSEN Fixture WHITE

71LED4000K4939120-277V/60HZBUGU3TRSA-

4.5INDIM-0-10V

*Estimated Quantities are not guaranteed.

I certify that I am authorized to execute this Quote.

NAME/TITLE(Print): ________________________________________________

COMPANY NAME: __________________________________________________

ETA OF DELIVERY:_________________________________________________

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APPENDIX “A”

Insurance Requirements

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 947 Murrieta, CA 92564

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.