RFP-26-26420-LS DIGITAL SIGNAGE SERVICES.pdf

Public Health Trust RFP-26-26420-LS Jackson Health System DIGITAL SIGNAGE SERVICES Sourcing Event No.: 473

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REQUEST FOR PROPOSAL

DIGITAL SIGNAGE SYSTEM

RFP NO.: 26-26420-LS

PROCUREMENT MANAGEMENT DEPARTMENT

STRATEGIC SOURCING & SUPPLY CHAIN DIVISION

FOR

COMMUNICATION & OUTREACH

PROCUREMENT CONTRACTING OFFICER:

SALVADOR LENNY SANDOVAL

TELEPHONE: (305) 585-7355

E-MAIL: SALVADOR.SANDOVAL@JHSMIAMI.ORG

PROPOSALS ARE DUE

NO LATER THAN

Thursday, August 27, 2026 by 4:00pm (local time)

At https://jacksonsupplierportal.org

SUPPLIER PORTAL EVENT NO.: 473

Jackson Health System uses an electronic procurement solicitation system. Through the system, vendors will be able to view and respond to open solicitations. By visiting the following link, vendors can register in the system by creating a no fee account:

http://www.jacksonsupplierportal.org

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TABLE OF CONTENTS

Section

1.0 Overview and Proposal Procedures……….……………………………………... 5

2.0 Scope of Services……………………………………….……….………………… 24

3.0 Price Proposal …...……………………………….………………………………. 33

4.0 Proposal Format……………………………….…………………………………

5.0 Evaluation/Selection Process………………...…………………………………… 39

6.0 Sample Form of Agreement and HIPPA BAA……………………………………. 46

7.0 Appendices……………………………………………….………………………… 72

Form A-1 Cover Page for Proposal

Form A-2 (PHT) Affidavit Identifying Authorized Representative(s) for Selection Committee Proceedings (RFP Process)

Form A-3 Acknowledgment of Amendments

Form A-5 Local Business Preference Information

Form A-6 Fair Subcontracting Policies

Form A-12 Living Wage Affidavit

Form A-14 Small Business Enterprise (SBE) Status

Form A-15 Schedule of Intent (SOI) Affidavit

Form A-16 Contractor Due Diligence Affidavit

Form B-1 Vendor Experience

Form B-2 Fraud, Waste & Abuse (FWA) and General Compliance Attestation Form

Appendix 1 Lobbying Activities (Information Only)

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APPLICABLE PROCUREMENT LEGISLATION

This RFP is issued pursuant to the Trust’s Procurement Regulation. The document can be found on the Trust website at: https://jacksonsupplierportal.org. The Procurement Regulation shall govern this RFP process.

Please also see Section 5.1 of this document for additional information.

Nothing in this RFP shall in any way be utilized to request documentation relating to or authorizing consideration of a proposer's social, political, or ideological interests when determining if the proposer is a responsible vendor or give a preference to a proposer based on the proposer's social, political, or ideological interests.

DEFINITIONS

The following words and expressions used in this solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended:

a) “Contract Administrator” means the individual or group of individuals from requesting department designated to coordinate and monitor efforts of the awarded Proposer, and is responsible for managing the contract on behalf of the Public Health Trust and has full authority to enforce compliance with the terms, conditions, provisions and specifications of this contract in conjunction with the CPO.

b) “Contractor” means any person having a contract with the Trust.

c) “County” means Miami Dade County acting through its Board of County Commissioners, County Manager and as otherwise authorized by law.

d) “Chief Procurement Officer” means the individual appointed by the President/CEO who shall serve as the principal public purchasing official for the Trust.

e) “Department” means the division within the Public Health Trust that is requesting the services or product throughout this request for proposal.

f) “Partnership Strength” means the definition and commitment of the Proposer towards a mutually successful

“partnership” between the vendor and the Trust for the duration of the contract.

g) “President/CEO” is the President/Chief Executive Officer of the Trust.

h) “Proposer”, “Submitter,” “Offerer” or “Respondent” means the person, firm, entity or organization submitting a response to this Solicitation.

i) “Scope of Services” or “Scope of Work” means the work to be performed by the Contractor or Consultant as described in Section 2.0 of this RFP.

j) “Selection Committee” means a committee of individual(s), appointed by the Chief Procurement Officer, to evaluate and rank proposals, conduct negotiations, and makes a contract award recommendation.

k) “Solicitation” means this Request for Proposals (RFP) or Request for Qualifications (RFQ) or Request for

Information (RFI) document, and all associated amendments and attachments.

l) “Subcontractor,” “Sub-vendor” or “Sub-consultant” means any person, firm, entity or organization, other than the employees of the Contractor, who contracts with the Contractor to furnish labor, or labor and materials, in connection with the Work or Services to the PHT, whether directly or indirectly, on behalf of the Contractor.

m) “Supervisor of Contractor” is responsible for execution of Services and Supervisor shall have the authority to act as Proposer’s agent.

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n) “Sustainable Procurement Practices” refers to purchasing that takes into account the environmental, economic and socially responsible requirements of the Trust’s spending. Sustainable Procurement Practices allow for the procurement of goods and services in a way that achieves value for money on a whole-life basis in terms of generating benefits not only to the Trust but also to the patients, community served and the economy, while remaining within the carrying capacity of the environment.

o) “Trust “or “PHT” means Public Health Trust of Miami Dade County, Florida.

p) “Work”, “Services”, “Program”, “Project” or “Engagement” means all matters and things that will be required to be done by the Contractor in accordance with the Scope of Services in Section 2.0 and the terms and conditions of this Solicitation.

q) “Extended Price” means the result of multiplying the unit price (price per trip) by the estimated amount of trips.

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SECTION 1.0 - RFP OVERVIEW AND PROPOSAL PROCEDURES

1.1 INTRODUCTION/BACKGROUND

Jackson Health System is an integrated healthcare delivery network with more than 15,000 employees. It has been a central provider of medical services and healthcare leadership for residents of Miami-Dade County and beyond for 105 years. Owned and supported by the taxpayers of Miami-Dade County, it is governed by the seven-member Public Health Trust Board of Trustees under the auspices of the Miami-Dade County Mayor and Board of County Commissioners.

The centerpiece of Jackson Health System is Jackson Memorial Hospital, a world-class regional center of specialized care that functions as the primary teaching hospital for the University of Miami Leonard M. Miller School of Medicine.

Jackson’s robust network also includes two community hospitals, a children’s hospital, a rehabilitation hospital, a behavioral-health hospital, a growing network of urgent care centers, two long-term care nursing facilities, jail-based correctional clinics, physician practices, and both primary and specialty care centers across Miami-Dade County.

Jackson Health System’s 5,000 nurses include some of the community’s most celebrated professionals – winners and finalists for highly competitive recognitions of professional and personal achievement.

Ryder Trauma Center, located at Jackson Memorial and Jackson South Medical Center, compose one of the highest-regarded and busiest trauma programs in the nation. The flagship location at Jackson Memorial is the U.S. Army’s exclusive site to train its military surgical teams before being deployed to worldwide areas of conflict.

Holtz Children’s Hospital, located at the University of Miami/Jackson Memorial Medical Center, is home to a Level IV newborn intensive care unit that is a regional referral facility with 126 beds and a global reputation for treating the hemisphere’s most critically ill babies.

Miami Transplant Institute at Jackson Memorial is ranked among the busiest and most successful transplant programs in the nation and is the only site in Florida where every kind of solid organ transplant is performed on children and adults.

The Miami Burn Center at Jackson Memorial has been one of the nation’s leading burn treatment facilities since its founding in the 1960s. It is the only center in Miami-Dade County verified by the American Burn Association (ABA) and American College of Surgeons for treatment of adults and children.

Jackson Health System includes seven hospitals:

Jackson Memorial Hospital is one of the largest public teaching hospitals in the United States, preparing more than 1,100 early-career physicians for careers in medicine. Jackson Memorial is a training center for doctors and other healthcare professionals from around the world. It has received countless awards, certifications and recognitions for medicine, nursing, research and patient care.

Holtz Children’s Hospital is one of the largest children’s hospitals in the southeast United States and, in collaboration with Miami Transplant Institute, is one of a handful of centers in the country that specializes in pediatric multi-organ transplants. Holtz Children’s is also home to one of the nation’s largest newborn intensive care units, producing some of the best medical outcomes in the United States. The Women’s Hospital at

Jackson Memorial is the region’s only maternity program with academic experts able to immediate respond to any need for mothers and their babies, making it a world-wide destination for high-risk pregnancies.

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Christine E. Lynn Rehabilitation Center for The Miami Project to Cure Paralysis at UHealth/Jackson Memorial specializes in traumatic brain and spinal cord injuries, medical and cancer rehabilitation, burns, hand injuries and rehabilitation of children. It is credentialed by the Commission on Accreditation of Rehabilitation Facilities and is designated by Florida's Department of Health and Rehabilitative Services for acute and rehabilitative care for persons with spinal cord injuries.

Jackson South Medical Center is a 226-bed, acute-care hospital located in south Miami-Dade County. Jackson South provides a wide array of services and subspecialties practiced by nationally respected, board-certified physicians and healthcare professionals. Some of Jackson South’s signature services include emergency and trauma care, maternity, rehabilitation, bariatric surgery, digestive health care, colorectal surgery, and cardiology.

Jackson North Medical Center is a 382-bed, acute-care, community hospital serving the residents of north Miami-Dade and south Broward counties. Jackson North’s services include 24-hour adult and pediatric emergency care, cardiac care, bariatric surgery, maternity care, general surgery, and inpatient and outpatient rehabilitation.

Jackson West Medical Center opened in August 2021 and is the first built-to-suit campus in Jackson Health System’s century of service to South Florida. Its facility is combined of consumer-centered outpatient facilities – including emergency services for adults and kids, surgical services, a full range of diagnostic and imaging suites, and physician clinics for adult and pediatric specialists. The campus also features a variety of inpatient programs at the 100-bed Jóse Milton Memorial Hospital. Every aspect of Jackson West is designed around the patient including easy-to-navigate facilities, passionately engaged caregivers, and clinical services tailored to fit nearby communities to include Doral, Sweetwater, and Miami Springs.

Jackson Behavioral Health Hospital is a three-story, 180,000-square-foot facility located at Jackson Memorial Medical Center. By consolidating all behavioral health functions – evaluation, clinical treatment, teaching and research – the hospital offers a full continuum of care for children, adolescents, adults and seniors, including inpatient, partial hospitalization, day treatment and outpatient programs. Conditions treated include depression and mood disorders, schizophrenia, suicidal ideation or behavior, anxiety and panic disorders, drug and alcohol abuse, Alzheimer's disease and maternal substance abuse. The hospital offers free confidential screening and referral services.

Jackson Health System also offers a wide range of community-based care:

UHealth Jackson Urgent Care: Jackson operates a network of UHealth Jackson Urgent Care centers to treat common illnesses and injuries. Open daily throughout the year, the centers often walk-in service, extended hours, and the same world-class physician and nursing care offered in Jackson’s hospitals. The centers accept most major insurance as well as cash and credit-card payments.

Primary and Specialty Care Centers: Jackson operates primary care and specialty care centers throughout Miami-Dade County. Vanguards of Jackson’s mission to promote and preserve community wellness, the primary care centers provide services such as lab work, chronic disease management, and prenatal care. The specialty care centers, a growing part of the Jackson network, provide unique and cutting-edge treatment in areas such as cardiology, cardiac surgery, bariatric surgery, sports medicine, and digestive health.

Behavioral Health Services: Through both the Jackson Behavioral Health Hospital and a network of community providers, Jackson Health System delivers a robust menu of outpatient and residential services. Located at

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Jackson South and the Jackson Community Mental Health Center, Jackson offers patients of all ages programs for substance abuse, anger and stress management, group therapy, psychiatry, and other conditions.

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1.2 SUMMARY OF MAJOR GOAL, OBJECTIVES AND NEEDS

The Public Health Trust (Trust) is seeking proposals from qualified contractor to provide a state-of-the-art Digital Signage Network comprised of interior wayfinding information/marketing [MX] displays. Managed services will entail remote and onsite management of network to include customer service, troubleshooting, equipment support and maintenance. The Trust is responsible for content development and management; however, for more advance projects such as animation, assistance will be required. The Trust intends to award a contract to the one proposer that best meets the requirements of this RFP. The Trust may assign additional products or services to the awarded proposer from time to time, subject to the awarded proposer’s ability to handle the same.

The term of the resulting agreement shall be for a period of three (3) years commencing on the date in which this contract has been signed by both parties, with two (2) successive options to renew of one (1) year each. This Agreement may be terminated by the Trust for convenience (without cause) upon thirty (30) calendar day’s prior written notice of termination delivered to the Contractor.

1.2.1 BUSINESS MODEL:

Proposers are to provide pricing for managed services of JHS’ current wayfinding and MX media players and digital signage displays, as well as provide pricing of cloud/web-based content management system (CMS).

Preferred software and CMS platform must be compatible and capable of running content on JHS’ current media players (the AOpen DE3450X-24BTW media player model). Proposer will utilize Jackson Health System’s digital signage fleet of AOpen media players and evaluate models to ensure capability for dynamic/complex content and make recommendations for required upgrades to available cutting-edge equipment.

Vendor-preferred software platform must be compatible and capable of running content on JHS’ current media players (the AOpen DE3450X-24BTW media player model).

1.3 RFP TIMETABLE

The anticipated schedule for this RFP and contract approval is as follows:

RFP available for distribution: Tuesday, July 28, 2026

Pre-proposal Conference Date and Time: Tuesday, August 4, 2026 at 3:00pm

Pre-Proposal Conference Place: Zoom Meeting:

Phone one-tap: US: +17866351003,,83968636342# or

+19712471195,,83968636342#

Meeting URL: https://jhsmiami.zoom.us/j/83968636342

Meeting ID: 839 6863 6342

Deadline for receipt of questions: Thursday, August 6, 2026 by 3:00pm

Deadline for electronic receipt of proposals: Thursday, August 27, 2026 by 4:00pm (EST)

Projected Award Date: November, 2026

1.4 CONTACT PERSON

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The Procurement Officer and contact person for this RFP is:

Name and Title: Salvador Lenny Sandoval Senior Procurement Contracting Officer

E-mail Address: salvador.sandoval@jhsmiami.org Telephone: 305-585-7355

Explanation(s) desired by Proposer(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing, as is further described below.

Proposers are advised that from the date of release of this RFP until recommendations for award are published to the Board of Trustees or one of its committees, NO verbal contact with Trust personnel related to this RFP is permitted, except as authorized pursuant to the Cone of Silence provision herein at Section 1.5. Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the disqualification of the Proposer’s submittal.

1.5 CONE OF SILENCE

Pursuant to Miami-Dade County Code § 2-11.1 (t), as amended, a “Cone of Silence” is imposed upon each RFP, RFQ or bid after advertisement and terminates at the time Public Health Trust staff issues a written “Intent to Award” recommendation to the Trust’s Chief Procurement Officer or the Board of Trustees depending on the amount of the contract and the delegated authority for contract signature. The Cone of Silence prohibits any communication regarding RFP, RFQ or bids between, among others:

Potential vendors, service providers, bidders, lobbyists or consultants and the Trust’s professional staff including, but not limited to, the President and the President’s staff, the Trustees and their respective staffs.

The Trustees or their respective staffs and any member of the Trust’s professional staff including, but not limited to, the President and the President’s staff.

Potential vendors, services providers, bidders, lobbyists or consultants, any member of the Trust’s professional staff, the Trustees or their respective staffs and any member of the respective selection committee.

The provisions do not apply to, among other communications:

Oral communications with the Vendor Coordinator, the responsible Procurement Specialist or Procurement Officer, provided the communication is limited strictly to matters of process or procedure already contained in the solicitation document.

Oral communications at pre-bid conferences, oral presentations before selection committees, contract negotiations during any duly noticed public meetings, public presentations made to the Public Health Trust Board of Trustees or one of its committees during any duly noticed public meeting.

Communications in writing at any time with any Trust employee, official or member of the Board of Trustees unless specifically prohibited by the applicable RFP, RFQ or bid documents; or

Communications with the County Attorney’s Office.

When the Cone of Silence is in effect, all potential vendors, service providers, bidders, lobbyists and consultants must file a copy of written communications with the Procurement Officer listed in Section 1.4 of this RFP and a copy to the Executive Assistant to the Public Health Trust, which shall be made available to any person upon request. Written communications may be in the form of a letter or email, with a mandatory copy to the Executive Assistant. The Executive Assistant’s address, email and phone are given below.

In addition to any other penalties provided by law, violation of the Cone of Silence by any Proposer and bidder shall render any RFP award, RFQ award or bid award void able. Any person having personal knowledge of a

Page 10 of 87 (rv.4.2026) violation of this Ordinance shall report such violation to the State Attorney and/or may file a complaint with Ethics Commission. Proposers or bidders should reference the Section 2-11.1(t) of the Miami-Dade County Code for further clarification.

This language is only a summary of the key provisions of the Cone of Silence. Please review Miami-Dade County Administrative Order 3-27 and Miami-Dade County’s website at: http://www.miamidade.gov/dpm/cone-silence-summary.asp for a more complete and thorough description of the Cone of Silence.

All Proposers will be notified in writing when the Chief Procurement Officer (CPO) or designee makes a formal award recommendation to the Board of Trustees or one of its committees.

The Executive Assistant to the Public Health Trust is:

Name: Lourdes Cuevas, Executive Office Mailing Address: Public Health Trust/Jackson Health System

Administration Office, WW 117 1611 NW 12 Avenue

Miami, Florida 33136 E-mail: LCuevas@jhsmiami.org Phone: 786-466-2301

1.6 LOBBYING

The Commission on Ethics and Public Trust has adopted the rules set forth in Appendix 1 to implement the lobbyist registration requirements of the Conflict of Interest and Code of Ethics Ordinance, which is applicable to this RFP. All proposals shall adhere to the rules in Appendix 1 regarding lobbying activities.

1.7 RFP AVAILABILITY

The solicitation package is available through the Trust’s electronic procurement solicitation system. Please access the Supplier Portal at: https://jacksonsupplierportal.org to create a no fee account to view and respond to solicitations electronically. Proposals shall be submitted through the Supplier Portal as outlined in Section 1.9 below.

The solicitation package is also available through the Trust’s Procurement Management Department. Please email your request to the Contact Person listed in Section 1.4. Proposers or Respondents who obtain copies of this Solicitation from sources other than the Trust’s Procurement Management Department risk the potential of not receiving amendments, since their names will not be included on the list of firms participating in the process for this particular Solicitation. Such Proposers or Respondents are solely responsible for those risks. (See Section 1.11)

1.8 TERM AND RENEWAL

The term of the resulting agreement shall be for a period of three (3) years, with two (2) successive options to renew of one year each. Renewal may be exercised upon the same terms and conditions at the sole discretion of the Trust, and shall be evidenced in writing as a contract modification to the resulting agreement executed and signed by the Trust prior to the expiration date of the resulting agreement or any valid extension thereof. The Trust may negotiate a different contract term (fixed term and option periods) from the term advertised in this RFP in the best interests of the Trust.

The resulting Agreement may be terminated, in whole or in part, by the Trust for convenience (without cause) upon thirty (30) calendar day’s prior written notice of termination delivered to the Contractor. The Trust intends to award a contract to the single vendor that best meets the requirements of this RFP.

1.9 PROPOSAL SUBMISSION

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The Public Health Trust will require the entire proposal packet to be uploaded and submitted in the Supplier Portal only. Faxed submissions will not be allowed. Do not mail or deliver your bid or proposal. Please make sure all required documents and signature pages are included with your submission. If there are any issues regarding submission through the Trust’s Supplier Portal, please email the contract person, as outlined in Section 1.4 of this RFP, prior to proposal due date.

The entire proposal packet must be submitted in the Jackson Health System Supplier Portal as follows:

https://jacksonsupplierportal.org

One (1) electronic version (PDF) file of your proposal submission, excluding Section 3.0, Pricing, shall be uploaded into the sourcing event for this RFP.

One (1) electronic version (PDF) file of your proposal for Section 3.0, Pricing, shall be uploaded into the sourcing event for this RFP separate from the other Sections.

NOTE: The maximum file limit is 100MB per file. Should the PDF file exceed 100MB, please break the attachment up accordingly.

All proposals must be neatly typed, with normal margins and spacing. Proposals must be uploaded in the System Supplier Portal by the deadline for receipt of electronic proposal specified in this RFP Timetable.

Proposals must be signed by an authorized officer of the Proposer who is legally authorized to enter into a contractual relationship in the name of the Proposer. The submittal of a proposal by a Proposer will be considered by the Trust as constituting an offer by the Proposer to perform the required services at the stated prices.

1.10 PRE-PROPOSAL CONFERENCE

A pre-proposal conference has been scheduled for the date, and time specified in this RFP Timetable (see Section 1.3). Attendance is recommended but not mandatory.

1.11 ADDITIONAL INFORMATION / AMENDMENT

Requests for additional information or clarifications must be made in writing via the Trust’s Supplier Portal or by email to the Contact Person listed in Section 1.4 above, no later than the deadline for receipt of questions specified in the RFP Timetable. The request must contain the RFP number and title, Proposer’s name, name of Proposer’s contact person, address, phone number, email and facsimile number. A copy of any written communication made by letter or email must be sent to the Executive Assistant to the Public Health Trust as fully described at Section 1.5 above.

The Trust will issue responses to inquiries and any other corrections or changes it deems necessary by way of written solicitation amendments issued prior to the Proposal Due Date. Proposers should not rely on any representations, statements, or explanations other than those made in this RFP or in any written amendments to this RFP. Where there appears to be conflict between the RFP and any amendments, the last amendment issued shall prevail.

It is the Proposer’s responsibility to assure receipt of all amendments. The Proposer should verify with the designated Procurement Officer prior to submitting a proposal that all amendments have been received.

Proposers are required to acknowledge the number of amendments received as part of their proposals (see attached Form A-3).

Proposers who obtain copies of this RFP from sources other than the Trust's Department of Procurement Management risk the potential of not receiving amendments since their names will not have been included on the Vendor List for this particular RFP. Such Proposers are solely responsible for those risks.

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1.12 PROPOSAL GUARANTEE DEPOSIT

No Proposal Guarantee Deposit will be required for this RFP.

1.13 PERFORMANCE OR PAYMENT BONDS

Performance and Payment Bonds will not be required for this RFP.

1.14 SMALL BUSINESS ENTERPRISE PROGRAM (10% Subcontracting Goal)

“Small Business Enterprise Services Program”, Section 2-8.1.1.1.1, and “Small Business Enterprise Goods Program”, Section 2-8.1.11.2, (SBE-G&S”) of the Miami-Dade County Code, as amended, and Implementing Order No. 3-41 promulgated thereunder, shall apply to procurements solicited and contracts awarded by the Trust. The Small Business Enterprise (“SBE”) Program shall apply to all Trust contracts for the purchase of goods and services, including professional services other than architectural, engineering, architectural landscape and land surveying professional services governed by Section 287.055, Florida Statutes, as amended. The SBE-G&S Program shall not apply to construction; leases or rental of real property; licenses and permits; concessions;

franchise agreements; and contracts for attorney and/or legal services; and contracts for investment banking services.

Information about Miami-Dade County’s SBE program may be obtained from the County’s Strategic Procurement Department at https://www.miamidade.gov/global/service.page?Mduid_service=ser1556633346743621. A directory of certified SBE-G&S firms with keyword search capability (including business name, certification, commodity code, and Tier Level) can be accessed via Miami-Dade County’s Business Management Workforce System (BMWS) at https://mdcsbd.gob2g.com/frontend/searchcertifieddirectory.asp.

The SBE must be certified by proposal submission deadline, at contract award and for the duration of the contract to remain eligible for the preference.

A 10% weighted SBE Subcontractor Goal shall apply to this RFP. The Subcontractor Goal has been applied to this contract based on estimates made prior to bid advertisement of the quality, quantity and type of subcontracting opportunities provided by the contract and the availability of SBEs to perform such work. Evidence of a Proposer’s subcontracting commitment to SBE firms certified by the Miami-Dade County Division of Small Business Development must be included in the proposal response to this RFP.

Section 5.5 of this RFP document details the weighted Subcontractor Goal measure, its application in the evaluation criteria, and required documentation. In order to pursue the weighted Subcontractor Goal measure, a Schedule of Intent (SOI) Affidavit must be completed and included in the proposal response to this RFP. See Section 7, Form A-15, “Schedule of Intent (SOI) Affidavit” which must be completed by the Proposer and any SBE subcontractor(s).

1.15 LOCAL PREFERENCE

The evaluation of competitive solicitations is pursuant to Miami-Dade County Code § 2-8.5, which, except where contrary to Federal and State law or any other funding source requirements, provides that preference be given to local businesses. A local business, for the purposes of this Section, shall be defined as a Proposer, which meets all of the following:

1. A business that has a valid occupational license, issued by Miami-Dade County at least one year prior to bid or proposal submission, that is appropriate for the goods, services or construction to be purchased.

2. A business that has physical business address located within the limits of Miami-Dade County from which the vendor operates or performs business (Post Office Boxes are not verifiable and shall not be used for the purpose of establishing said physical address.); and.

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3. A business that contributes to the economic development and well-being of Miami-Dade County in a verifiable and measurable way. This may include but not be limited to the retention and expansion of employment opportunities and the support and increase in the County’s tax base. To satisfy this requirement, the vendor shall affirm in writing its compliance with any one of the following objective criteria as of the proposal submission date stated in the solicitation:

(a) Vendor has at least ten (10) permanent full time employees, or part time employees equivalent to 10 FTE (“full-time equivalent” employees working 40 hours per week) that live in Miami-Dade County, or at least 25% of its employees that live in Miami-Dade County, or

(b) Vendor contributes to the County’s tax base by paying either real property taxes or tangible personal property taxes to Miami-Dade County, or

(c) Some other verifiable and measurable contribution to the economic development and well-being of Miami-Dade County.

The Proposer shall complete, sign and submit the attached Form A-5 “Local Business Preference” with the Proposal in order to be considered for Local Preference.

Local Preference Application. Following the completion of final rankings (technical and price combined, if applicable) by the selection committee, a non-local business is the highest ranked proposer, and the ranking of a local proposer is within five percent of the ranking obtained by the non-local proposer, then the highest ranked local proposer shall have the opportunity to proceed to negotiations or advance to the next step in the solicitation process.

If following the application above, a tie occurs between two (2) or more local businesses, then the opportunity to proceed to negotiations or advance to the next step in the solicitation process, shall be made to such local business having the greatest number of its employees that are Miami-Dade County residents.

1.16 SUSTAINABLE PROCUREMENT PRACTICES

The Trust is committed to responsible stewardship of resources and to demonstrating leadership in sustainable business practices. Based on existing sustainability policy synergies, the Trust targets sustainable procurement practices that:

a. Reduces greenhouse gases (GHGs);

b. Promote environmental sustainability;

c. Fosters and integrates responsible purchasing;

d. Supports safe and fair labor practices and ethical behavior throughout the supply chain, and

e. Maximizes fiscally responsible “high value, high impact” actions based on the above targeted impact areas and operational contexts.

1.17 LOCAL CERTIFIED VETERAN’S BUSINESS ENTERPRISE PREFERENCE

Definition: "Local Certified Veteran Business Enterprise" is a firm that is (a) a local business pursuant to Section 2-8.5 of the Code of Miami-Dade County and (b) prior to proposal or bid submittal is certified by the State of Florida Department of Management Services as a veteran business enterprise pursuant to Section

295.187 of the Florida Statutes.

A Local Certified Veteran Business Enterprise that submits a proposal in response to an RFP, RFQ, RFI or a Notice to Professional Consultants that assigns weights to evaluation and selection criteria shall receive an additional five percent of the evaluation points scored on the technical portion of such bidder's proposal.

In procurements where SBE (Small Business Enterprises) measures are being applied, a Local Certified Veteran Business Enterprise who is also an SBE shall not receive the veteran preferences provided in this section and shall be limited to any applicable SBE preferences.

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At the time of bid or proposal submission, the firm must affirm in writing its compliance with the certification requirements of Section 295.187 of the Florida Statutes and submit this affirmation and a copy of the actual certification along with the bid or proposal submission.

1.18 MODIFICATION OR WITHDRAWAL OF PROPOSALS

Pursuant to the Trust’s Procurement Regulation, proposals may be modified or withdrawn prior to the established due date in accordance with the Trust’s Procurement Regulation. For the purpose of this section, the established due date is either the time and date announced for receipt of proposals or receipt of modifications to proposals, if any; or if negotiations with Proposers in the competitive range have begun, it is the time and date by which modified or best and final offers must be submitted, provided that only Proposers who are in the competitive range may submit modified or best and final offers.

1.19 LATE PROPOSALS, LATE MODIFICATIONS AND LATE WITHDRAWALS

Any proposal, withdrawal, or modification received after the established due date and time on the Trust’s Supplier Portal is late. No late proposal, bid, modification, or late withdrawal will be considered. It is the Proposer’s responsibility to ensure that all documents are submitted timely.

1.20 RFP POSTPONEMENT/CANCELLATION

The Chief Procurement Officer or such person’s designee may, at its sole and absolute discretion, reject any and all, or parts of any and all proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP.

1.21 COSTS INCURRED BY PROPOSERS

All expenses involved with the preparation and submission of proposals to the Trust, or any work performed in connection therewith, shall be borne by the Proposer(s).

1.22 COMPLIANCE WITH LAWS, ORDINANCES, CODES AND RULES/REGULATIONS

Proposers shall certify their ongoing compliance with the Trust and County codes, regulations, ordinances, rules and orders by registering with the Trust’s Vendor Coordinator.

Furthermore, Proposers must be familiar with and must be in compliance with all Federal, State and local laws, ordinances, codes, resolutions and implementing rules and regulations that may in any way affect the products or services offered. In the event of a conflict between this RFP and these legal requirements, the legal requirements shall prevail.

Failure to submit documents in accordance with this Section may result in ineligibility for award. The Trust reserves the right to cure minor deficiencies that are merely a matter of form and not of substance.

1.23 COLLUSION

In accordance with Section 2-8.1.1 of the Code of Miami-Dade County, where two or more related parties, as defined herein, each submit a bid or proposal for any contract, such bids or proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in the preparation and submittal of such bids or proposals. Related parties shall mean the bidder or proposer; the principals, corporate officers, and managers of a bidder or proposer; or the spouse, domestic partner, parents, stepparents, siblings, children or stepchildren of a bidder or proposer or the principals, corporate officers, and managers thereof which have a direct or indirect ownership interest in another bidder or proposer for the same agreement or in which a parent company or the principals thereof of one (1) bidder or proposer have a direct or indirect ownership interest in another bidder or

Page 15 of 87 (rv.4.2026) proposer for the same agreement. Bids or proposals found to be collusive shall be rejected. Completion of a Non-Collusion Affidavit shall be reviewed and executed by the highest ranked Proposer(s) prior to entering into contract negotiations with the Trust. The Affidavit will be sent at the time of negotiations notification by the Contracting Officer outlined in this RFP.

1.24 AFFIDAVIT IDENTIFYING AUTHORIZED REPRESENTATIVE(S)

Proposers are advised that in accordance with Section 2-11.1(s) 5 of the Code of Miami-Dade County, the attached Affidavit of the Public Health Trust Identifying Authorized Representative for Selection Committee Proceedings (RFP Process) (see Section 7 Form A-2 (PHT)) must be completed, notarized and included with the proposal submission.

Any person who appears as a representative for an individual or firm for oral presentations before a PHT selection or similar committee must be listed on this Affidavit. Persons listed on the affidavit are not required to pay any lobbying registration fees. Additional authorized representatives for Oral Presentations including negotiations under this RFP process shall be recognized upon submission, prior to oral presentation, to the PHT Procurement Officer of another fully executed affidavit (Form A-2 (PHT). Any person not listed on the affidavit shall be excluded from participation in oral presentations, unless he or she is registered with the Clerk of the Board of County Commissioners and has paid all applicable fees as a registered lobbyist.

NOTE: Other than for oral presentations under this RFP process, Proposers who wish to address any PHT Board of Trustees or a PHT committee or subcommittee concerning any actions, decisions or recommendations of PHT personnel must register with the Clerk of the Board and pay all applicable fees as a registered lobbyist under Section 2-11.1(s) of the Code of Miami-Dade County.

1.25 FAIR SUBCONTRACTING POLICIES

NOTE: Under this RFP process, Proposers may subcontract any portion of the resulting contract. Pursuant to Section 2-8.8 of the Miami-Dade County Code, it is the policy the Trust to promote diversity in the use of Subcontractors and to allow opportunities for subcontracting to as many qualified Subcontractors as possible. See Section 7, Form A-6, which must be completed by Proposer if subcontracting any portion of services under this Agreement. An SBE Subcontractor Goal may be applied to a contract based on estimates, made prior to solicitation, of the quality, quantity and type of subcontracting opportunities available under the scope of work being requested. Section 1.14 of this RFP document will outline any requirements regarding SBE Subcontracting, if applicable.

1.26 FLORIDA STATUTES ON PUBLIC ENTITY CRIMES

Pursuant to Paragraph 2(a) of Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal for a contract to provide any goods or services to a public entity; may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for CATEGORY TWO ($10,000) for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

1.27 INDIVIDUALS OR ENTITIES IN ARREARS TO THE COUNTY OR PUBLIC HEALTH TRUST

Pursuant to the Code of Miami-Dade County, Florida, Section 2-8.1, no individual or entity who is in arrears under any individual contract, final non-appeal able judgment, or lien with the County, or any of its agencies or instrumentalities, including the Public Health Trust, in an amount which exceeds $25,000 for greater than 180 days, shall be allowed to receive any additional PHT contracts, purchase orders or extensions of PHT contracts until either the arrearage has been paid in full or the County or PHT has agreed in writing to a repayment schedule. Notwithstanding the above, the PHT may enter into or extend a contract or business transaction with any individuals or entities that are not current in their obligations to the County or PHT when the PHT determines

Page 16 of 87 (rv.4.2026) it to be in the best interest of the PHT. Such action shall be subject to ratification by the Board. Failure to meet the terms and conditions of any obligation or repayment schedule shall constitute a default of the subject contract and may be cause for suspension, termination and debarment, in accordance with the terms of the contract and the debarment procedures of the County or PHT. All contracts, business transactions and renewals thereof with the County or PHT to which this subsection applies, shall require the individual or entity seeking to transact business with the PHT to verify by affidavit that the individual or entity is current in its obligations to the County and PHT and is not otherwise in default of any County or PHT contract. Any contract or transaction entered into in violation of this subsection shall be voidable.

1.28 DOMESTIC VIOLENCE LEAVE AFFIDAVIT

Prior to entering into any contract with the Trust, a firm desiring to do business with the Trust shall, as a condition of award, certify that it is in compliance with the Domestic Leave Ordinance, §§ 2-8.15 and 11A-60 of the Miami- Dade County Code. This Ordinance applies to employers that have, in the regular course of business, fifty (50) or more employees working in Miami-Dade County for each working day during each of twenty (20) or more calendar work weeks in the current or preceding calendar year. In accordance with Resolution R-185-00, the obligation to provide domestic violence leave to employees shall be a contractual obligation. The Trust shall not enter into a contract with any firm that has not certified its compliance with the Domestic Leave Ordinance.

Failure to comply with the requirements of Resolution R-185-00, as well as the Domestic Leave Ordinance, may result in the contract being declared void, the contract being terminated and/or the firm being debarred.

1.29 THE PUBLIC HEALTH TRUST’S VENDOR REGISTRATION APPLICATION

The Public Health Trust requires business entities to complete a registration application with the Public Health Trust. All vendors/manufacturers are required to register with the Trust by completing a Business Registration Application before receiving an award. This centralized process enables a single application to establish contract with the PHT requesting goods and services.

1.30 LIVING WAGES FOR COUNTY SERVICE CONTRACTS

Pursuant to Miami-Dade County Ordinance 99-44 and Section 2-8.9 of the Miami Dade County Code, any and all service contractors and subcontractors of service contractors (“Covered Employer”) performing Covered Services shall pay to all of its employees providing Covered Services, the current Living Wage rate. The current Living Wage applied to this contract as of October 1, 2025 (if applicable) is $17.94 per hour with qualifying health benefits valued at least $3.97 per hour, otherwise $21.91 per hour.

For a Covered Employer to comply with the Living Wage provision by choosing to pay the lower wage scale with qualifying health benefits, such Health Benefit Plan shall consist of payment of $3.97 per hour per employee.

Proof of the provision of a Health Benefit Plan must be submitted to the Trust to qualify to pay the applicable wage rate for employees with a qualifying health benefits.

The Living Wage required by this ordinance is subject to indexing as set-forth therein. The Living Wage will be annually indexed to inflation as defined by the Consumer Price Index calculated by the U.S. Department of Commerce as applied to the County of Miami-Dade.

The provisions in this Ordinance apply to all Service Contracts involving the expenditure of over $100,000 per year for the following types of (“Covered Services”) services:

(i) Food preparation and/or distribution;

(ii) Security services;

(iii) Routine maintenance services such as custodial, cleaning, refuse removal, repair, refinishing, and recycling;

(iv) Clerical or other non-supervisory office work, whether temporary or permanent;

(v) Transportation and parking services including airport and seaport services;

(vi) Printing and reproduction services; and, Page 17 of 87 (rv.4.2026)

(vii) Landscaping, lawn, and/or agricultural services.

Any and all contracts for Covered Services shall be void, and no funds may be released, unless prior to entering any agreement pursuant to the RFP for a Service Contract, the Covered Employer certifies to the PHT Procurement Management Department that it will pay each of its employees no less than the Living Wage. A copy of this certificate must be made available to the public upon request. The certificate, at a minimum, must include the following:

(1) The name, address, and phone number of the employer, a local contact person, and the specific project for which the service contract is sought;

(2) The amount of the contract and the applicable department the contract will serve;

(3) A brief description of the project or service provided;

(4) A statement of the wage levels for all employees; and

(5) A commitment to pay all employees a Living Wage

This Ordinance imposes various responsibilities that must be complied with by the successful Proposer, such as record keeping, posting and reporting. Upon the award of a contract pursuant to this RFP, successful Proposers who are Covered Employers must comply with the requirements in this Ordinance. If records reflect that the Service Contractor is in violation of this Ordinance, the PHT and County each has the right to sanction the Service Contractor to include but not be limited to termination, fine and suspension, and debarment...

The Service Contractor shall also agree to produce all documents and records relating to payroll and compliance with this Ordinance prior to award and upon request by the PHT or the County’s Department of Purchasing Services, Bids & Contracts Administration.

1.31 RULES, REGULATIONS AND LICENSING REQUIREMENTS

The Proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, especially those applicable to conflict of interest and collusion. Proposers are presumed to be familiar and comply with all applicable Federal, State and applicable County orders, statutes, ordinances, rules and regulations as they apply to the Trust, which may pertain to the subject matter of this Agreement. This includes, but is not limited to, the Americans with Disabilities Act of 1990 and implementing regulations, as amended, the Rehabilitation Act of 1973, as amended, and with respect to any and all work or services related to www.jacksonhealth.org, the Web Content Accessibility Guidelines (WCAG) 2.1, Level AA, and the federal Anti- Kickback statute, 42 U.S.C. § 1320a-7b(b)(2)(B) (the “AKS”), which prohibits companies from directly or indirectly paying (or offering to pay) any remuneration, in cash or kind, to induce physicians or others to order or recommend drugs, devices, equipment, or services which may be paid for by a federal healthcare program such as Medicare or Medicaid. Specifically, the AKS prohibits any and all direct or indirect payments, remuneration, gratuities, and other benefits (whether monetary or non-monetary) paid by a company to a physician or entity which has as one of its purposes inducing the physician or entity to use the company’s products or services.

Some examples of remuneration which may be prohibited under the AKS include the following: sponsoring meals and/or other entertainment functions for physicians; paying for physician travel to training and/or educational conferences/sessions; preferential/disparate treatment with regard to inventory storage and/or consignment benefits; and the provision of free or discounted samples of products.

1.32 EXCEPTION TO THE RFP

Proposers may take exceptions to any of the terms of this RFP including Section 6.0, Form of Agreement, unless the RFP specifically states where exceptions may not be taken.