City of Miami Beach, 1833 Bay Road, Miami Beach, Florida 33139, www.miamibeachfl.gov

FACILTIES AND FLEET MANAGEMENT DEPARTMENT

Tel: 305-673-7631

INVITATION TO QUOTE

ITQ 26-1720-041

Pond Cleaning, Maintenance, and Repair services on an as needed basis for Lincoln Road

September 15, 2026

The City of Miami Beach Facilities Management Division requests your quote for a fixed hourly service rate and administrative mark-up percentage for pond cleaning, maintenance, and repair services, on an as needed basis, pursuant to and in accordance with the specifications contained in this document. 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 contractor(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: Santiago Sellan at SantiagoSellan@miamibeachfl.gov or 305-673-7000 ext.

22124

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 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. Question Tab in Bidnet Direct (submitted electronically).

b. Quote Form (Section 8)

c. Compliance with Minimum Requirements specified in Section 4.

2.3 OMITTED OR ADDITIONAL INFORMATION. With exception of the Bid 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:

• 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.

FAILURE TO SUBMIT THE MOST RECENT QUOTE FORM (EITHER

INCLUDED IN THE ORIGINAL ITQ OR RELEASED VIA AN ADDENDUM) MAY

RESULT IN BID BEING DEEMED NON-RESPONSIVE AND NOT BEING

FURTHER CONSIDERED.

• ITEM 2 Documentation demonstrating compliance with Minimum Requirements specified in Section 4.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: October 7, 2026, AT 10:00 A.M.

Any response to this ITQ received after 10:00 a.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: September 30, 2026, AT 10:00 A.M.

Any questions or clarifications concerning this quote shall be directed to PMPurchasing@miamibeachfl.gov by NO LATER THAN September 30, 2026, AT 10:00 A.M. All responses to questions will be sent to all prospective bidders/proposers in the form on an addendum. No questions will be received verbally or after said deadline. The quote title and number shall be referenced on all correspondence.

2.7 OPTIONAL WORKSITE WALKTHROUGH AT LENOX AVENUE & LINCOLN ROAD:

Wednesday, September 23, 2026 at 10:30 A.M. The prospective contractor is invited to attend an optional worksite walkthrough with Facilities and Fleet Management staff to review the pond locations where the cleaning, maintenance, and repair services will be completed. Any questions or clarifications concerning the optional worksite walkthrough shall be directed to Santiago Sellan Tel. 305-673-7000 Ext. 22124 or e-mail, SantiagoSellan@miamibeachfl.gov by no later than

Monday, September 21, 2026 at 4PM.

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

The City may select the Bidder that it deems to have offered the best combination of qualifications, scope of services, 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, 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.

Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Bidders who fail to comply with minimum requirements shall be deemed non-responsive and shall not have their bid considered.

1. Bidder shall have a minimum of five (5) years of professional experience providing pond maintenance.

Required Submittals: A copy of filing information from SunBiz indicating the date of establishment.

2. Bidder shall demonstrate prior experience servicing ponds. Bidder shall submit documentation for a minimum of three (3) projects of similar scope completed within the last two (2) years.

Required Submittals: For each project, submit: 1) Company Name, 2) Contact Name, Telephone, and Email, 3) Project Address, 4) Number of Floors in Building, 5) Dates of Services Performed

Pond Cleaning and Maintenance Service Expectation:

Through this ITQ, the City of Miami Beach (“City”) wishes to establish a fixed service rate for the routine cleaning and maintenance of the artificial ponds at the 1100 Block of Lincoln Road as specified herein. The contractor is expected to provide pond cleaning, maintenance, and repair services to the four (4) ponds located between Alton Road and Lennox Avenue, along the pedestrian mall on the 1100 Block of Lincoln Road, Miami Beach, FL 33139, as shown in “Appendix B” (Site Plan). The services include but are not limited to water quality monitoring to ensure a healthy aquatic environment, chemical applications to address water quality and aquatic vegetation, pond maintenance, and fish stocking services. No chemicals should be used before, during, or after servicing any area without the prior approval of the City of Miami Beach’s Environmental Division and Facilities Management staff.

The contractor will provide the necessary labor, parts, and materials to ensure each pond sustains a healthy aquatic environment. The contractor will perform pond cleaning, maintenance, and repair services per pond labeled as water garden #1, #2, #3, and #4 indicated in “Appendix B.” All four (4) ponds shall be cleaned three (3) times per week, unless otherwise requested by Facilities Management staff. Each service is estimated to be about two

(2) hours. Additionally, the contractor will be responsible for a deep pond maintenance service every six (6) months (vacuum sludge and debris build up on all four ponds and trim back aquatic plant life). The City reserves the right to increase or decrease cleaning frequency on an as needed basis.

All sidewalks must remain passable by pedestrians in a manner that does not force them into the street. Preferably, most of the work should be completed when pedestrians are not present, so that pedestrians are not affected by these services. The pond cleaning, maintenance, and repair service areas shall be roped off to allow for work within an area(s) when pedestrians are present during scheduled work hours. During service visits the contractor will be allowed to park a vehicle on Lenox Avenue and Lincoln Road in the yellow painted curbside pedestrian emergency drop-off space, as shown in “Appendix C” (Parking Location).

The contractor will be required to remove any foreign debris deposited into, on, or directly adjacent to all ponds. For example, netting each pond to remove any dead aquatic plants, fish, or other organic or non-organic debris, waste, litter, microbiological wastes, pathological waste, animal waste, and sharps waste, such as needles, blades, glass pipettes, and other wastes that can cause injury during handling, etc. In addition, the contractor will remove floating debris off the surface of a pond before it has a chance to sink to the pond floor, which helps keep the pond healthy by improving the water quality for fish. Should the vendor identify anything that could represent a public safety concern during cleaning service that is beyond the scope of their daily work, the matter should be brought to the immediate attention of Facilities Management staff.

The contractor will be required to clean the pond tiles and/or walls during each visit. The contractor shall be responsible for the trimming of all overgrown aquatic plants that extend beyond the pond wall or that obstruct visibility to the surrounding area(s). The contractor is expected to provide the removal of mold and mildew as well as any surface scaling. The contractor will be required to check the water parameters and fish health. The contractor will be responsible to add bacterial, algicides, enzymes, and vitamins to all ponds as needed. The contractor shall unclog all drain lines, skim all fountains, check lint traps, and vacuum all ponds on each scheduled workday. The contractor will be required to clean the skimmer, overflow, and pump basket. The contractor will be responsible to assist with beautifying the overall aesthetics of the pond area for each scheduled day of cleaning service. Anything that could represent a public safety concern during clean service that is beyond the scope of the daily work should be brought to the immediate attention of Facilities Management staff.

The contractor shall provide a report to Facilities Management staff with health status on all ponds and fish after each visit. The contractor shall submit a picture/image to Facilities Management staff via email after every pond cleaning, maintenance, and/or repair service for each visit to ensure each pond has been adequately serviced. In addition, Facilities Management staff may request the contractor provide a written monthly maintenance report for each pond.

The contractor shall also maintain a log sheet for each pond containing, at a minimum, maintenance activities performed, and issues identified, if any, with final resolution to correct said issues. Log sheets shall be maintained by the contractor and be accessible to the Facilities Management staff at any time.

The contractor shall be responsible for instructing their employees or its agents in all safety measures. The contractor is required to use all personal and public safety equipment for employees and pedestrians during cleaning service. Appropriate safety equipment shall be provided by the contractor and is always required when on City of Miami Beach locations.

The contractor shall leave all work sites in a neat and orderly fashion at the end of each workday. At the completion of each workday, the awarded contractor shall remove all machinery from the work site and will leave the site in ready to use condition. It shall be the sole responsibility of the contractor to safeguard their own materials, tools, and equipment.

The City of Miami Beach shall not assume any responsibility for damage or theft of materials, tools and equipment.

The City of Miami Beach reserves the right to inspect all work prior to payment. The awarded contractor shall correct any deficiencies identified by Facilities Management staff within two (2) business days. The awarded contractor shall bear all costs correcting such deficiencies.

GROUP A: POND CLEANING AND MAINTENANCE SERVICES:

A1. Water Garden #1 as indicated in “Appendix B” (pedestrian mall on the 1100 Block of Lincoln Road): The contractor shall perform the pond cleaning and maintenance of water garden #1 three (3) times per week. This pond is scheduled for service on Monday, Wednesday and Saturday.

A2. Water Garden #2 as indicated in “Appendix B” (pedestrian mall on the 1100 Block of Lincoln Road): The contractor shall perform the pond cleaning and maintenance of water garden #2 three (3) times per week. This pond is scheduled for service on Monday, Wednesday and Saturday.

A3. Water Garden #3 as indicated in “Appendix B” (pedestrian mall on the 1100 Block of Lincoln Road): The contractor shall perform the pond cleaning and maintenance of water garden #3 three (3) times per week. This pond is scheduled for service on Monday, Wednesday and Saturday.

A4. Water Garden #4 as indicated in “Appendix B” (pedestrian mall on the 1100 Block of Lincoln Road): The contractor shall perform the pond cleaning and maintenance of water garden #4 three (3) times per week. This pond is scheduled for service on Monday, Wednesday and Saturday.

A5. Water Gardens #1 thru #4 as indicated in “Appendix B” (pedestrian mall on the 1100 Block of Lincoln Road): The contractor is expected to provide a thorough and detailed deep pond cleaning for water gardens #1 thru #4 every six (6) months (vacuum sludge and debris build up and trim back aquatic plant life).

Estimated Quantities: Any quantity specified in this ITQ is only an estimate. The City reserves the right to add or remove quantities, on an as needed basis.

Working Hours: The contractor is expected to complete the pond cleaning maintenance services during daylight hours from 7AM to 6PM, unless otherwise requested by Facilities Management staff.

Response Time: For any additional pond cleaning and maintenance service(s) the contractor will be required to acknowledge the request(s) and respond by phone call or in writing to Facilities Management staff within twenty-four (24) hours after being notified.

GROUP B. REPAIRS OR ADDITIONAL SERVICES: Additionally, the City seeks to establish a fixed hourly rate and material markup for any repair services or additional services that may be required on the ponds listed in “Appendix B.”

The contractor will be responsible for the repairs of all equipment, mechanical, and electrical, as necessary to ensure each pond system is fully operational. For parts and materials ordered under this group, contractors shall provide a quote(s) or invoice(s), as determined by Facilities Management staff, based on the cost of parts and materials plus the agreed-to markup. In determining cost of materials to which the mark-up may be applied, Facilities Management staff may:

A. Require the contractor to provide actual cost of parts and materials (e.g., Invoice, MSRP, etc.) prior to the issuance of a Purchase Order or approval of an invoice; or B. Require the contractor to seek and document competition from its sources for the required parts or materials; or C. Obtain any data available from primary or other secondary sources and use that data in determining a fair and reasonable price.

General Conditions:

• Pricing must include all labor, tools, materials, equipment, and mobilization costs. Any change order must be approved by the FZM prior to commencement of work.

• Vendor will be responsible for obtaining all necessary permits (if required).

• Contractor shall maintain a clean worksite, ensuring all debris and trash are removed daily.

• Department reserves the right to request a schedule of values for all bids received.

• The City may reject any or all quotations, or any portion of the quotation, as it deems in the best interest of the City.

• Vendors are highly encouraged to visit work sites prior to submitting a bid to ensure full understanding of site conditions and scope.

• The City utilizes a Computerized Maintenance Management Systems (CMMS) called

Corrigo. The City will send reactive, recurring, and preventative maintenance work requests through this system. The Contractor shall by charged by the CMMS provider a subscription fee of $5.00 per month and $5.00 per work order or $50.00 per month for unlimited work orders. Additional pricing options may be offered, and prices may change.

Contractors already enrolled with the CMMS provider for unlimited usage will not incur incremental fees. The subscription fee will be reimbursed as a pass-through cost.

Contractors and their personnel must enroll and utilize the CMMS and its functions to do business pursuant to this ITQ.

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 Additional Quantity of Items or Units: Although this solicitation and resultant contract states a specific number of items or units to be purchased by the City, it is understood and agreed that the City may purchase additional items or units from the vendor; provided that these additional items or units represent the same manufacturer, model or brand, and unit price stipulated within the contract.

In addition, it is understood and agreed that the City may, within six (6) months after the terms and conditions of this contract have been fulfilled through the delivery and acceptance of the items, purchase additional items or units from the vendor; provided that these additional items or units represent the same manufacturer, model or brand, and unit price stipulated in the contract, and that the vendor shall accept a separate purchase order containing the same terms and conditions stipulated in the contract.

6.4 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.

6.5 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: PMinvoices@miamibeachfl.gov

6.6 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 10.27.2022), incorporated herein, located at: https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

INVITATION TO QUOTE

ITQ 26-1720-041

Pond Cleaning, Maintenance, and Repair services on an as needed basis for Lincoln Road

Section 8:

QUOTE FORM

In accordance with the specifications contained herein:

GROUP A: POND CLEANING AND MAINTENANCE SERVICES:

Item Description (A) Estimated Qty.

Per Year

(B) Service

Rate

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

A1 Water Garden #1 156 $ $

A2 Water Garden #2 156 $ $

A3 Water Garden #3 156 $ $

A4 Water Garden #4 156 $ $

A5 Water Gardens #1 thru #4 2 $ $

A1-A5 Total Cost $

GROUP B. REPAIRS OR ADDITIONAL SERVICES:

Item Description

(A) Estimated Hours Qty.

Per Year

(B) Hourly

Rate

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

B1 Repair or additional services 50 $ $

Item Description

(A) Estimated

Annual Gross Costs

(B) Percent of

Mark-up

(C) Estimated Annual

Gross Costs x Percent Mark-up

(A x B = C)

B2 Mark-up for parts and materials $5,000 % $

End of Schedule of Values.

COMPANY NAME: __________________________________________________

TELEPHONE NO: ___________________________________________________

EMAIL ADDRESS: __________________________________________________

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.

APPENDIX “B”

Site Plan

APPENDIX “C”

Parking Location