RFI_Printed_Court_Case_File_Folders_7.30.26.pdf

REQUEST FOR INFORMATION

Event No. EVN0058269

Event Title: Printed Court Case File Folders

Issued by Clerk of the Court and Comptroller of Miami-Dade County

Clerk of the Board and Procurement Department

Contact for this Request for Information

Milagros Robles, Courts Contracts and Procurement Officer

111 NW 1st Street, Suite 1700, Miami, Florida 33128

Telephone: (305) 375-5125

E-MAIL: MILAGROSROBLES@MIAMIDADECLERK.GOV

RESPONSES TO BE SUBMITTED VIA INFORMS

(see INFORMS for due date and time)

While communications in other formats will be accepted, the preferred method of communication is through the contact person listed on the cover page of this RFI

THE CLERK OF THE COURT AND COMPTROLLER IS COMMITTED TO UPHOLDING INTEGRITY, TRANSPARENCY, AND NEUTRALITY IN JUDICIAL AND GOVERNMENTAL PROCESSES. OUR MISSION IS TO PROVIDE EXCEPTIONAL

SERVICE, ENHANCE ACCESSIBILITY, UTILIZE FUTURE-READY TECHNOLOGY, AND EMPOWER OUR WORKFORCE

TO EXCEED EXPECTATIONS

mailto:MilagrosRobles@miamidadeclerk.gov

Clerk of the Court and Comptroller, Miami-Dade County Event No. EVN0058269

1 DISCLAIMER

This Request for Information (RFI) is issued solely for informational and planning purposes and does not constitute a solicitation or offer to contract with any entity, nor does it obligate the Clerk of the Court and Comptroller of Miami-Dade County (Clerk) to proceed with any solicitation or procurement. Responding to this RFI is entirely voluntary and will not influence or be considered during any subsequent procurement evaluation process. No contract will be awarded based on responses to this RFI. The Clerk reserves the right to use or disregard any information received in response to this RFI, and to revise the scope, structure, or requirements of any future solicitation.

Please note that all responses to this RFI are subject to Florida’s public records laws under Chapter 119, Florida Statutes. If your submission contains information you consider proprietary, a trade secret, or otherwise exempt from public disclosure, you must clearly identify and label such information and cite the applicable legal exemption. Any materials not properly marked may be disclosed in response to a public records request. The Clerk assumes no responsibility for protecting unmarked or improperly identified confidential information.

Response Due Date: See INFORMS

Note: Vendors must be logged into INFORMS to view deadlines.

2 OVERVIEW

2.1 Purpose of this RFI

The purpose of this RFI is to obtain industry input regarding commercially available, custom-fabricated printed court case file folders suitable for use in court case records management environments.

Specifically, the Clerk seeks information regarding manufacturing capabilities, stock and construction options, color-coded numbering and labeling methods, fastener types, printing quality standards, packaging and delivery approaches, pricing models, and industry best practices related to the fabrication and supply of durable, pre-printed case file folders for high-volume court operations.

Information received through this RFI will assist the Clerk in assessing market readiness, refining technical specifications, and determining an appropriate approach for a potential future solicitation.

2.2 How to Respond to this RFI

Interested vendors are asked to review the Questions for Respondents in Section 3.1 below and the informational Scope of Work provided in Section 4.1. Vendors should then provide written responses to the questions in Section 3.1 and may include any additional feedback, observations, or recommendations that they believe would assist the Clerk in understanding the necessary scope of work, current industry capabilities, best practices, and considerations relevant to a future solicitation.

3 RESPONSES

3.1 Questions for Respondents

Respondents are encouraged to provide responses based on their expertise with similar products or contracts of similar scope.

1. Which elements of the specifications in Section 4 are the most difficult to source or produce, and which drive the greatest cost or lead time?

2. Are there functionally equivalent alternatives to the specifications that would materially broaden supply or reduce cost without sacrificing durability?

3. Describe your company's experience manufacturing custom pre-printed, color-coded court case file folders or similar products for government or judicial clients.

4. Do you manufacture and print in-house or through subcontractors? Identify where your production facilities are located and the roles performed by any subcontractors.

5. What are your minimum and maximum order quantities per item or production run?

6. Can you provide pre-production proofs or physical samples for approval prior to full production?

7. What is your standard production lead time from purchase order to delivery?

8. Is your company able to hold prices firm and fixed for an initial two-year period?

9. What escalation index or adjustment methodology do you typically use for multi-year contracts

(e.g., CPI-based adjustments)?

NOTE: DETAILED TECHNICAL PROPOSALS, PRICING OR FORMAL COMMITMENTS ARE NOT

REQUESTED AT THIS STAGE.

4 SCOPE OF WORK (INFORMATIONAL ONLY)

4.1 Purpose

The purpose of this Scope of Work is to define the requirements for the fabrication, printing, and delivery of custom court case file folders for the Clerk of the Court and Comptroller of Miami- Dade County (Clerk), on an as-needed basis. The intent is to ensure the reliable supply of durable, uniformly constructed, pre-printed and color-coded case file folders that support the accurate filing, identification, and long-term maintenance of court case records across the Clerk's departments.

4.2 Background

The Clerk maintains physical court case files across multiple departments, including the Circuit Criminal Department, each utilizing personalized folders of specific construction, dimensions, and identification schemes. Folders are pre-printed with color-coded sequential numbering and, where applicable, year bands, to support accurate filing and retrieval of case records. These folders must integrate with the Clerk's existing filing systems. Therefore, consistency in construction, numbering, color coding, and print quality is essential. Folders are anticipated to be purchased on an as-needed basis.

4.3 Folder Types and Departments

The Clerk anticipates a need for multiple folder items associated with its departmental numbering system, including numbered folders with year bands and unnumbered folders without year bands. Detailed item specifications, quantities, and departmental requirements will be provided only as part of a future solicitation, if issued.

4.4 Folder Design and Construction Requirements

The folders must be manufactured with the following dimensions, expansion and gussets, fasteners, and printing and finishing:

• Heavy-duty manila stock (e.g., 22-point / 150# stock, with double-thick 11-point front and back panels)

• V-style file pockets with fully lined manila Tyvek gusset expansion sides and bottoms

• Double-ply, straight-cut end tabs with rounded corners, undercuts, and score marks at specified positions

• Prong fasteners, where required, in "B" style (bonded, not visible from the outside) or "K" style (recessed or embedded from the outside)

• Adhesives that will not soften, run, discolor, delaminate, or cause the stock to become transparent over time

4.5 Folder Printing, Numbering, and Color-Coding Requirements

The Folders must be manufactured with the following:

• Color-coded sequential numbering with no missing or duplicate numbers

• Number bands and year bands produced to specified dimensions, digit heights, and placements, visible on both sides of the tab

• Printing that is legible and uniform in shade, with no inking irregularities

4.6 Quality Expectations

Folders must be free from defects in material and workmanship, with defective items replaced within a defined timeframe.

4.7 Packaging and Carton Identification

Folders must be packaged in specified quantities per box (e.g., 50 folders per box), with each carton labeled with the applicable department name, the first and last numbers of the pre-numbered folders packed therein, and carton count.

4.8 Delivery Expectations

Orders must be delivered within one hundred eighty (180) calendar days after issuance of a Purchase Order.

5 EXHIBITS

Exhibit A – Sample Photographs of Current Court Case File Folders

NUMBERED FOLDERS WITH YEAR BAND

SPECIAL SIZE NUMBERED CASE FILE FOLDERS WITH YEAR BAND

NUMBERED CASE FILE FOLDERS WITH YEAR BAND WITH A DIVIDER

FOUR (4) PART NUMBERED CASE FILE FOLDERS WITH YEAR BAND WITH A DIVIDER

FOUR (4) PART UN-NUMBERED CASE FILE FOLDERS WITH YEAR BAND WITH A DIVIDER

YEAR BAND AND NUMBER LABELS CAN BE SEEN ON EACH PICTURE ABOVE.

SEAL AND EXPUNGE CUSTOM POCKET FOLDER BELOW.