miami beach ITQ-26-1720-025 (Ice Machines 2).pdf

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

FACILTIES MANAGEMENT DIVISION

DEPARTMENT OF PARKS, FACILITIES, FLEET AND BEACHES

Tel: 305-673-7631

INVITATION TO QUOTE

ITQ 26-1720-025

Maintenance and Repair of City-owned Ice Machines 2

June 24, 2026

The City of Miami Beach Facilities Management Division requests your quote for maintenance and repair of all City-owned ice machines, pursuant to and in accordance with the specifications contained herein. 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 Bidder(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)

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.

2.5 DEADLINE FOR SUBMITTAL OF QUOTES: July 8, 2026, 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 1, 2026, AT 10:00 A.M.

Any questions or clarifications concerning this quote shall be directed to PMPurchasing@miamibeachfl.gov by NO LATER THAN July 1 2026, AT 10:00 AM. 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.

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.

N/A

Scope of Work:

Awarded bidder is to conduct quarterly maintenance of all City-owned ice machines using the following methodology:

Inspections:

• Check the pressure in the water system.

• Check the temperature inside the unit.

• Check the condition and operation of controls and wiring.

• Check fasteners and look for corrosion.

• Check water sensors, thermistors, water distributor parts, water hoses and water sump or reservoir, bearings, water valve and screen.

• Awarded bidder should provide all inspection information to Facility Zone Manager “FZM” along with invoicing.

Cleaning and Service:

• Turn off the machine and disconnect both the water supply and power connection.

• Discard any ice, drain the water, and disassemble the unit.

• Contractor to confirm that fresh ice is being produced before leaving the premises.

• Inspect all components that come into contact with water or ice for mold, slime, and scale.

• Clean the evaporator plates to remove calcium, lime, and iron buildup, which can hinder heat transfer and cause freeze-ups.

• Awarded bidder must use the appropriate cleaning solution based on the machine type. Cube ice machines with nickel-plated evaporators require nickel-safe cleaners to prevent damage, while other types may need a mild phosphoric acid solution.

• Flush the water system and circulate the cleaning solution through it to eliminate contaminants.

• Remove and clean all detachable parts using an appropriate solution and a brush to eliminate mold and scale. Rubber components, such as gaskets and O-rings, should be wiped down with a soft cloth.

• Pressure clean the storage bin drain.

• Remove grease and debris from the condenser coil using a non-corrosive cleaner and brush.

• After cleaning, sanitize all water- or ice-contact surfaces with a commercial sanitizer or diluted bleach solution. Rinse thoroughly and allow to air dry completely.

• Inspect and replace air and water filters if necessary.

• Wipe down the exterior surfaces.

• Inspect and replace the bin seal if needed to prevent dust and water intrusion between the ice machine and collection bin.

Repairs:

• Any repair that needs to be performed is to be communicated to the Facility Zone Manager for approval prior to commencement.

• Any materials that are used for repairs must be accompanied by proof of cost.

Purchase of Ice Machines:

Notification Requirement:

• Awarded bidder must notify the FZM in writing if an ice machine is deemed beyond repair or no longer cost-effective to maintain. Notification must include a summary of inspection findings, repair history, and justification for replacement.

Brand Standards:

• New ice machines must be sourced from approved commercial-grade manufacturers, including, but not limited to Manitowoc, Hoshizaki, Scotsman, Vevor or Ice-O-Matic. All units must meet NSF/ANSI standards for sanitation and be ENERGY STAR® certified where applicable.

Capacity and Configuration:

• Replacement units must match or exceed the capacity and configuration of the existing machine unless otherwise directed by the FZM. This includes ice type (e.g., cube, nugget, flake), production volume (lbs/day), and bin storage capacity.

Installation Requirements:

• Installation must be performed by technician in accordance with manufacturer specifications and local building codes.

• All plumbing and electrical connections must be verified for compatibility and safety.

• Awarded bidder is responsible for removing and properly disposing of the old unit, unless otherwise instructed.

• A post-installation inspection must be conducted jointly with the FZM to confirm proper operation and cleanliness.

Warranty and Documentation:

• All new machines must include a minimum one-year parts and labor warranty.

• Bidder must provide the FZM with warranty documentation, user manuals, and maintenance schedules.

• Serial numbers and installation dates must be recorded and submitted for asset tracking.

Training and Handover:

• Upon installation, awarded bidder must provide basic operational training to designated City personnel, including startup/shutdown procedures, cleaning protocols, and troubleshooting tips.

Pricing:

• All equipment purchases must be accompanied by proof of purchase, such as manufacturer receipts or distributor receipts.

• Markup will be applied to the purchase price.

Estimated Quantities / Locations:

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

General Conditions:

• Pricing to include all labor, tools, materials, equipment, and mobilization. Any change order must be approved by the Facility Zone Manager prior to beginning work.

• Vendor will be responsible for all permits, as required by Authorities having jurisdiction.

• Contractor shall maintain site free of debris and trash to be picked up 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.

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 26-1720-001

Maintenance and Repair of City-owned Ice Machines

Section 8:

QUOTE FORM

In accordance with the specifications contained herein:

Maintenance of Ice Machines

Zone Location Address Make Model Serial

Number Unit Price

Est.

Quantity

Total (Unit Price x

Quantity)

PS

Sanitation

MacArthur Causeway

Miami Beach, FL

Scotsman C1030S

A32F 2105132 0015803

$__________ 4 $____________

PS

Fleet

MacArthur Causeway

Miami Beach, FL

Scotsman C0530S

A-1C 1210132 0013979

$__________ 4 $____________

RCC

South Pointe Park

Washington

Ave Miami Beach, FL

Scotsman C0530M

A-1E 2209132 0013530

$__________ 4 $____________

RCC

Art Deco

1001 Ocean Dr

Miami Beach, FL

Scotsman C0530M

A-1E 2208132 0015660

$__________ 4 $____________

PS

Fire Station #1

Jefferson Ave Miami Beach, FL

Scotsman N0622A

1B 1405132 0015328

$__________ 4 $____________

PS

Police Dept

Washington

Ave Miami Beach, FL

Manitowoc

IYT0500

A-161U

3107195

$__________ 4 $____________

RCC

Flamingo Park – Tennis

Jefferson Ave Miami Beach, FL

Scotsman

MC1848

SA -32A

2308132 0014360

$__________ 4 $____________

RCC

Flamingo Park –

Football Concession

Jefferson Ave Miami Beach, FL

Scotsman C0530M

A-1E 1807132 001652

$__________ 4 $____________

RCC

Flamingo Park –

Baseball

Jefferson Ave Miami Beach, FL

Scotsman

HID312

A-1A 2209132 0014895

$__________ 4 $____________

CC

City Hall

Convention Center Dr

Miami Beach, FL

Scotsman C0630S A-32E

1906132 0012866

$__________ 4 $____________

PS

Sanitation Break Area

640 17th Street

Miami Beach, FL

Scotsman C0530M

A-1E 2207132 0010361

$__________ 4 $____________

PS

Sanitation Break Area

641 17th Street

Miami Beach, FL

Manitowoc

IYT0500

A-161U

3107169

$__________ 4 $____________

PRK

4th Floor of G5

640 17th Street

Miami Beach, FL

Scotsman C0530M

A-1E 2105132 0013256

$__________ 4 $____________

PS

Marine Patrol

1790 Purdy Ave

Miami Beach, FL

Scotsman

CU0920

MA-1A

1809132 0011871

$__________ 4 $____________

PS

Marine Patrol Kitchen

1790 Purdy Ave

Miami Beach, FL

Whirlpool

WUI75X

15HB01

UB19040

$__________ 4 $____________

PS

Property Management

1833 Bay Rd Miami Beach, FL

Scotsman

C1030M A-32E

1811132 0015570

$__________ 4 $____________

RDA

BASS

Museum

Café

2100 Collins Ave

Miami Beach, FL

Hoshizaki

KM-

201BAH

G06099E $__________ 4 $____________

RDA

BASS

Museum

Main Kitchen

2100 Collins Ave

Miami Beach, FL

Hoshizaki

KM-

650MA

H

G05793J $__________ 4 $____________

RCC

Greenspace

Meridian Ave Miami Beach, FL

Scotsman N0622A

-1E 1905132 0012667

$__________ 4 $____________

PS

Fire Station #2

2300 Pine Tree Dr

Miami Beach, FL

Scotsman N0622A

-1D 1504132 0012451

PS

Fire Station #2

Support Services

2300 Pine Tree Dr

Miami Beach, FL

Manitowoc

QD0272

A 1105218

$__________ 4 $____________

PS

Public Works

451 Dade Blvd

Miami Beach, FL

Scotsman

FS0522

A-1B 2303132 0016026

$__________ 4 $____________

PS

Public Works

451 Dade Blvd

Miami Beach, FL

Scotsman

FS0522

A-1B 2304132 0014566

$__________ 4 $____________

PS

Public Works

451 Dade Blvd

Miami Beach, FL

Scotsman C0530M

A-1E 1808132 0016720

$__________ 4 $____________

RCC

Scott Rakow Youth Center

Cafeteria

Sheridan Ave Miami Beach, FL

Scotsman F0522A

1D 1510132 0017451

$__________ 4 $____________

AUX

MB Golf Club Maintenance

Meridian Ave Miami Beach, FL

Scotsman C1448M

A-32 2204132 0017099

$__________ 4 $____________

AUX

MB Golf Club Kitchen

Meridian Ave Miami Beach, FL

Manitowoc

SD1402

A/ 1108541

$__________ 4 $____________

AUX

MB Golf Club Kitchen (2)

Meridian Ave Miami Beach, FL

Manitowoc

RFP062

0-161

M125256 62024

$__________ 4 $____________

PRK

42nd ST Garage

400 W 42nd Street

Miami Beach, FL

Manitowoc

IYT0420

A-161

1121107

$__________ 4 $____________

RCC

Muss Park Kitchen

4300 Chase Ave

Miami Beach, FL

Vevor

SFM121

52096

1211132 0011351

$__________ 4 $____________

PS

Fire Station #3

5303 Collins Ave

Miami Beach, FL

Scotsman C0530M

A-1E 2208132 0015662

$__________ 4 $____________

PS

Ocean Rescue

5303 Collins Ave

Miami Beach, FL

Scotsman

CU1526

SA1A

1407132 0011946

PS

NESS

6840 Indian Creek

Miami Beach, FL

Scotsman C0530M

A-1E 2110132 0012080

$__________ 4 $____________

PS

Fire Station #4

6880 Indian Creek

Miami Beach, FL

Scotsman C0530M

A-1E 1801132 0015204

$__________ 4 $____________

RCC

North Shore Youth Center

501 72nd Street

Miami Beach, FL

Scotsman C0530M

A-1E 1710132 0014804

$__________ 4 $____________

RCC

North Shore Park Tennis

Center Warehouse/

Garage

501 72nd Street

Miami Beach, FL

Scotsman C0530M

A-32E 1710132 0017326

$__________ 4 $____________

AUX

Normandy Golf

Clubhouse

2401 Biarritz Drive

Miami Beach, FL

Manitowoc B14004

1106872

$__________ 4 $____________

AUX

Normandy Maintenance

Yard

2401 Biarritz Dr

Miami Beach, FL

Manitowoc

IYT0420

A 1121146

$__________ 4 $____________

RCC

Normandy Pool

2401 Biarritz Dr

Miami Beach, FL

Scotsman N0422A

-1D 1603132 0016395

$__________ 4 $____________

RCC

Unidad

7251 Collins Ave

Miami Beach, FL

Hoshizaki

KM-

515MA

H

A04193 M

$__________ 4 $____________

PS

Ocean Rescue 79th

Street

7940 Collins Ave

Miami Beach, FL

Scotsman C0330M

A-1E 2007132 0011629

Repair of Ice Machines

Description Total

Hourly Rate (Regular; Monday through Friday 8:00am to 5:00pm) $_____________ per hour

Hourly Rate (Non-Regular; outside of Monday through Friday 8:00am to 5:00pm) $_____________ per hour

Material Mark-Up __________%

Purchase of Ice Machines

Description Total

Mark-Up on MSRP __________%

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.