ITQ_BG26-094-Quarterly_Awards_for_MDC_PROS_HR.pdf

INVITATION TO QUOTE (ITQ)

Page 1 of 3 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General ITQ No. BG26-094

PART I. ITQ OVERVIEW AND GENERAL TERMS AND CONDITIONS

A. Information

Event No.: EVN0061586 Event Title: BG26-094-Qurterly Awards for MDC PROS HR This ITQ is issued pursuant to Miami-Dade County Pool of Prequalified Vendors No. and Title: SPO- category code-08078

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 https://www.miamidade.gov/global/news-item.page?Mduid_news=news1652724628268780 Password: q37%t+pG

Submit a Bid Job Aid https://www.miamidade.gov/technology/library/informs/job-aid/submit-a-bid.pdf

County Department: Parks, Recreation, and Open Spaces (PROS)

Department Contact: Barbara German Email: Barbara. German@ miamidade.gov

Delivery/Service Address: Hickman Bldg. (3rd Floor) 275 NW 2nd Street, Miami, FL 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.

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

Page 2 of 3 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General

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-r26-1.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.

Quotes are valid for twelve (12) months from the bid due date.

DELIVERY: Unless otherwise specified in the Solicitation, prices quoted shall be Freight on Board (F.O.B.)

Destination. Freight should be included in Bidder’s proposed price.

2. Warranty Requirements Manufactures warranty

PART III. SCOPE OF WORK/TECHNICAL SPECIFICATIONS

1. Background/Purpose

2. MDC PROS is seeking to establish pricing and procure sets of customized quarterly employee award plaques for the departments 2026 – 2027 fiscal year.

3. Detailed Description of the Intended Results or Deliverables The quoted prices will be valid for twelve (12) months from the bid due date.

No substitutes or equivalents allowed.

Customized Department “Employee, Supervisor and Volunteer of the Quarter” Award Plaques 4” x 6” Acrylic Plaque, Gold Base and Engraved with the provided department logos.

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 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-r26-1.pdf

Page 3 of 3 Rev. 1.13.26 – V. 26-1-.02.10.2026. 2026.TB-General

Please review the attached reference images highlighting the subject details.

Each plaque will be customized with a department employee name and supporting details. A department representative will contact the awarded vendor to request the customized subject plaques on an as-needed basis.

Please note, additional purchases may be requested within the established twelve (12) month period.

We kindly ask that you please provide a digital sample and/or mockup image of the plaque details along with your bid submission for review.

If you have any questions or need further information / clarification, please submit your inquiry into the “Q&A Forum” section located in your Supplier Portal.

4. Schedule, Time Period

Miami-Dade County Parks, Recreation and Opens Spaces will request the subject plaques on an as-needed basis for fiscal year 2026 – 2027.

A department representative will contact the awarded vendor to request the customized subject plaques on an as-needed basis.

Hickman Building (3rd Floor) 275 NW 2nd Street Miami, Florida 33128 Monay – Friday 8:00 am – 5:00 pm

5. Staffing/Labor Bid prices shall be inclusive of all staffing and labor necessary to complete the requested project. The awarded vendor will furnish all staffing required. Miami-Dade County will not supply staffing for labor hours.

6. Equipment

Bid prices shall be inclusive of all materials and equipment necessary to complete the requested project. Miami-Dade County will not furnish any equipment needed. It is the sole responsibility of the awarded vendor to do so if needed.

This ITQ includes the following attachments:

X Drawings/Pictures/Site Maps – Attachment A – Schematics ITQ BG26-094