miami b 2027-9615-01 ITQ Art Week 2026 Signage.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 2027-9615-01

ART WEEK MIAMI BEACH 2026 – TEMPORARY WAYFINDING

SIGNAGE PRODUCTION, INSTALLATION, AND REMOVAL SERVICES

November 2, 2026

This ITQ seeks proposals for the production, delivery, installation, maintenance, and removal of temporary wayfinding signage in support of Art Week 2026, scheduled for November 30 through December 6, 2026.

The scope of services includes twenty-two (22) freestanding, four-sided signs, with each side measuring 2 feet wide by 7 feet high, and four (4) circular sidewalk decals with a 2-foot diameter. The City will provide the final artwork for all signage.

All signs shall be constructed of durable, weather-resistant materials and securely installed to withstand outdoor weather conditions, including wind. Installation shall be completed by November 29, 2026, and all signage shall be removed on December 7, 2026, in accordance with the specifications outlined in this ITQ. The maximum expenditure allowed under this ITQ is limited to $100,000.

Bid Contact: Mikhail Ryabov at mikhailryabov@miamibeachfl.gov or 305-673-7000 ext.

26831.

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 assure 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 assure 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 support@bidnet.com or 800-835-4603, option 2. 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. Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct).

b. Documentation of items specified in section 2.4. Electronic Bid Response Format.

2.3 Omitted or Additional Information. With exception of the Questions (completed online), 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 to 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 “Document” tab in Bidnet Direct.

BID SUBMITTAL The bid submittal is to include the following:

• ITEM 1 Cover Letter. A cover letter to indicate name and contact information for the submitting firm or individual, to include: address, primary telephone number and email address.

• ITEM 2 Proposed Signage Materials and Installation Method. Provide a description of the proposed signage materials, structural configuration, and installation methods, including materials for the freestanding signs and printed graphics, proposed structural support and anchoring or ballasting systems to ensure stability under outdoor weather and wind conditions, and materials for the sidewalk decals, including slip-resistant properties and removal methods. Include photographs, sketches, or product specifications illustrating the proposed signage construction and installation methods.

• ITEM 3 Cost Proposal. Provide Attachment B cost proposal form covering all labor, materials, equipment, transportation, production, installation, maintenance, removal, and associated expenses necessary to complete the scope of services.

• ITEM 4 Certification, Questionnaire & Requirements Affidavit (uploaded separately to

Bidnet Direct).

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: November 10, 2026, AT 3 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: November 5, AT 10 A.M.

Any questions or clarifications concerning this quote shall be submitted by no later than 10 a.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.

3.1 Evaluation of Responses. Responsive bids will be evaluated on methodology and cost.

The City may select the Bidder that it deems to have offered the best combination of methodology and bid proposal. The City shall evaluate all responses based upon the Bidder’s qualifications and the extent to which the bidder’s services meet the City’s needs and concerns, are of high quality, adhere to best practice standards, and are economically feasible. Following receipt and review of the responses submitted to this Invitation to Quote, the City reserves the right to contact such Bidder (or Bidders) as the City, in its sole discretion and determination, may wish to interview in further determining the most qualified Bidder (or Bidder) to perform the required consultation and other related professional services solicited according to this process.

3.1.1 Method of Award. In making a selection, the City shall, in addition to qualifications, scope, and price, consider the following:

a. The ability, capacity, and skill of the bidder to perform the contract.

b. Whether the bidder can perform the contract within the time specified without delay or interference.

c. The character, integrity, reputation, judgment, experience, and efficiency of the bidder.

d. The quality of performance of previous contracts.

e. The previous and existing compliance by the bidder with laws and ordinances relating to the contract.

3.2 Result of ITQ. 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.

Intentionally Omitted

5.1 Scope of Services

The successful Bidder shall provide all labor, materials, equipment, and transportation necessary for the production, delivery, installation, maintenance, and removal of twenty-two

(22) temporary freestanding signs and four (4) sidewalk decals for Art Week Miami Beach 2026.

The City will provide the final artwork for all signage.

5.2 Signage Requirements

a. Each freestanding sign shall have four (4) sides, measuring 2 feet wide by 7 feet high per side, with an overall configuration of approximately 2’ × 2’ × 7’.

b. Signs shall be constructed using durable, weather-resistant materials suitable for outdoor installation.

c. All signs shall be securely anchored or weighted to withstand outdoor weather conditions, including wind and rain, throughout the event.

d. The Bidder shall provide all necessary structural supports, bases, weights, and installation materials.

e. Signs shall be installed without damaging sidewalks, pavement, landscaping, or other public infrastructure and shall not obstruct pedestrian accessibility, traffic, or visibility.

f. The proposed signs shall be similar in appearance and configuration to the reference photograph provided with this ITQ.

5.3 Sidewalk Decals

The Bidder shall produce, install, and remove four (4) circular sidewalk decals, each measuring 2 feet in diameter. Decals shall be weather-resistant, slip-resistant, and suitable for outdoor pedestrian surfaces. Removal shall not damage the sidewalk or leave adhesive residue. Exact locations will be provided by the City.

5.4 Installation, Maintenance, and Removal

a. All signage and sidewalk decals shall be installed by November 29, 2026, and removed on December 7, 2026.

b. The Bidder shall maintain all signage in a safe, secure, and presentable condition throughout the event period of November 30 through December 6, 2026.

c. The Bidder shall provide an emergency contact and respond to damaged, displaced, or unstable signage within two (2) hours of notification.

d. Upon removal, all installation areas shall be restored to their original condition and left clean and free of debris.

e. The City reserves the right to adjust the exact placement of signs within the designated locations.

5.5 Signage Installation Locations

CITY OF MIAMI – SIX (6) SIGNS

1. NE corner of NE 1st Avenue and NE 38th Street

2. NE 38th Street at the trolley stop near the garage entrance

3. SW corner of NE 15th Street and N Bayshore Drive

4. SE corner of NE 15th Street and Venetian Causeway

5. NE corner of NE 15th Street and Venetian Causeway

6. Pier 1 at Venetian Marina

CITY OF MIAMI BEACH – SIXTEEN (16) SIGNS

1. Maurice Gibb Park – 1 sign

2. Parking lot at Maurice Gibb Park – 1 sign

3. Collins Avenue between 10th and 11th Streets, at the transit stop – 1 sign

4. 18th Street Convention Center Transfer Hub – 4 signs

5. NW corner of 17th Street and Convention Center Drive – 1 sign

6. Design Miami entrance at Convention Center Drive – 1 sign

7. Art Basel entrance at the Miami Beach Convention Center – 1 sign

8. NE corner of Convention Center Drive and 18th Street – 1 sign

9. NW corner of Convention Center Drive and 18th Street – 1 sign

10. Collins Avenue and 22nd Street, at the bus stop – 1 sign

11. Collins Avenue and 32nd Street, at the bus stop – 1 sign

12. Collins Avenue and 46th Street, at the bus stop – 1 sign

13. Royal Palm Avenue between 41st and 42nd Streets, at the bus stop – 1 sign

5.6 Reference Photograph

The photograph below illustrates the general appearance, configuration, and design of the four-sided freestanding signs required under this ITQ. The photograph is provided for reference purposes only. Bidders may propose alternative materials and construction methods, provided the signs meet the dimensions, durability, stability, and installation requirements specified in this ITQ.

Section 6:

6.1 Term: The City will negotiate the term of any resulting agreement with the selected respondent. Generally, 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 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 attorney’s fees expended by the City in defense of such claims and losses, including appeals.

6.4 Payment Terms: Successful Bidder shall invoice the City separately for each order. Upon receipt of an acceptable and approved invoice, payment(s) shall be made within forty-five (45) days for that portion (or those portions) of the Services satisfactorily rendered (and referenced in the invoice). Invoices shall include a detailed description of the Services (or parts thereof) provided and shall be submitted to the City at the following address:

City of Miami Beach Finance Department – AP Division 1700 Convention Center Drive, 3rd Floor

Miami Beach, Florida 33139 Email: Payables@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, and 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/

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 4668 – ECM #35050 New York, NY 10163-4668

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.

APPENDIX “B”

Cost Form

City of Miami Beach, 1755 Meridian Avenue, Miami Beach, Florida 33139, www.miamibeachfl.gov

PROCUREMENT DEPARTMENT

Tel: 305-673-7490

INVITATION TO QUOTE

ITQ 2027-9615-01

ART WEEK MIAMI BEACH 2026 – TEMPORARY WAYFINDING

SIGNAGE PRODUCTION, INSTALLATION, AND REMOVAL SERVICES

The Bidder shall provide unit prices and total costs for the following items:

Item Description Quantity (A)

Unit Price (B)

Total Price (AxB)

1 Four-sided freestanding signs (2’ × 2’ × 7’) 22 $____ $____

2 Circular sidewalk decals (2-foot diameter) 4 $____ $____

TOTAL BID PRICE $______

Note: Unit prices shall be all-inclusive and include all labor, materials, equipment, production, printing, transportation, delivery, installation, anchoring, maintenance, removal, disposal, and any other costs necessary to complete the scope of services in accordance with this ITQ. No additional charges shall be permitted.