Convention and Event Fulfillment Services

Background

Project Details

• Reference ID: 26-0715-ITQ
• Department: CONVENTION & VISITORS BUREAU
• Department Head: Stephen Hayes (Director)

Evaluation Criteria

• INSTRUCTIONS & PROCEDURES —
  1. PREPARATION OF SUBMITTAL - Submittal will be prepared in accordance with the following:
     1. Submittals must be uploaded on forms furnished, utilizing the OpenGov procurement website. Failure to comply could result in the submission being rejected.
     2. If price is factor, unit prices must be shown and where there is an error in extension of price, the unit price will govern.
     3. Alternate submittals will not be considered unless authorized by the solicitation.
     4. Proposed delivery time must be shown and any date calculations must include weekends and holidays.
     5. Contractor is advised that exceptions to any terms and conditions contained or referenced in this solicitation must be stated with specificity in its response to the solicitation. Contractor is deemed to have accepted and to be bound by the solicitation and referenced agreement terms and conditions that contractor does not take exception to in its response. The County reserves the right to modify or add terms and conditions based upon the exceptions stated by the contractor, or to declare any terms and conditions non-negotiable, as determined by the County in its sole discretion.
     6. Contractors will thoroughly examine the drawings, specifications, schedule, instructions and/or all other solicitation documents.
     7. Contractors will make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by the solicitation. Plea of ignorance by the contractor of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the contractor to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the solicitation documents, will not be accepted as a basis for varying the requirements of the County or the compensation to the contractor.
     8. Contractors are advised that all County solicitations are subject to all legal requirements provided for in the Purchasing Ordinance and/or State and Federal Statutes.
  2. SUBMITTAL METHOD & FORMAT
     1. Submittals must be uploaded utilizing the OpenGov procurement website (https://procurement.opengov.com/portal/pinellasfl). Failure to comply could result in the submittal being rejected.
     2. Submittals must be uploaded in the Vendor Questionnaire section of this solicitation. Submittals sent via email, facsimile, or delivered in-person will not be considered.
     3. The preferred format for submittal is PDF conversion from your source files (to minimize file size and maximize quality and accessibility) rather than scanning. Instructions for Providing Files in PDF Format to Pinellas County Government:
        1. How do I convert my files to PDF format?
        2. Answer- If you have a program such as Adobe Acrobat, creating a PDF of any file is a simple print function. Rather than printing to a traditional printer, the file converts to a PDF format copy of your original. Any program (such as Word, PowerPoint, Excel, etc.) can be converted this way by simply selecting the print command and choosing PDF as the printer.
        3. Should I scan everything and save as PDF?
        4. Answer- Not unless you are scanning with OCR (optical character recognition). Scanning will create unnecessarily large files because a scan is just a picture of a page rather than actual page text. Furthermore, the result of scanning is that your pages will not look nearly as “clean” or professional as simply using the print to PDF method from the program from which the file originates. Additionally, since scan pages are pictures of text, not really text, they may not be considered accessible* under Federal ADA guidelines (*unless the scans are OCR.)
  3. SUBMITTALS FROM RELATED PARTIES OR MULTIPLE SUBMITTALS RECEIVED FROM ONE CONTRACTOR
     1. Where two (2) or more related parties each upload a submittal, or multiple submittals are received from one (1) contractor, for any solicitation, such submittals will be judged non-responsive. Related parties mean contractors or the principles thereof, which have a direct or indirect ownership interest in another contractor for the same solicitation or in which a parent company or the principles thereof of one (1) contractor have a direct or indirect ownership interest in another contractor for the same solicitation.
  4. INTEGRITY OF SOLICITATION DOCUMENTS
     1. Contractors will use the original solicitation form(s) provided by the Purchasing & Risk Management Division and enter information only in the spaces where a response is requested. Contractors may use an attachment as an addendum to the solicitation form(s) if sufficient space is not available on the original form for the contractor to enter a complete response. Any modifications or alterations to the original solicitation documents by the contractor, whether intentional or otherwise, will constitute grounds for rejection of a solicitation. Any such modifications or alterations a contractor wishes to propose must be clearly stated in the contractor’s submittal response and presented in the form of an addendum to the original solicitation documents.
  5. LATE SUBMISSION OR MODIFICATIONS
     1. Submittals and modifications received after the time set for the submission will not be considered. This upholds the integrity of the process.
     2. Modifications in writing received prior to the time set for the submittal will be accepted.
  6. WITHDRAWAL OF SUBMITTAL
     1. The submittal may be withdrawn prior to the solicitation opening date.
  7. WRITTEN REQUESTS FOR INTERPRETATIONS/CLARIFICATIONS
     1. No oral interpretations will be made to any firms as to the meaning of specifications or any other contractor documents. All questions pertaining to the terms and conditions or scope of work of this solicitation must be sent in writing (electronically) to the Purchasing Division and received by the date specified in solicitation. Responses to questions may be handled as an addendum if the response would provide clarification to requirements of the solicitation. All such addenda will become part of the agreement documents. The County will not be responsible for any other explanation or interpretation of the proposed solicitation made or given prior to the award of the agreement. The Purchasing Division will be unable to respond to questions received after the specified time frame.
  8. REJECTION OF SUBMISSION
     1. The County may reject a submittal if:
        1. The contractor incorrectly states or conceals any material fact in the solicitation.
        2. The solicitation does not strictly conform to the law or requirements of solicitation including insurance requirements.
        3. The solicitation is conditional, except that the contractor may qualify its submittal for acceptance by the County on an "all or none" basis, or a "low item" basis. An "all or none" basis submittal must include all items upon which the contractor was invited.
     2. The respective constitutional officer, County Administrator, on behalf of the Board of County Commissioners or within their delegated financial approval authority, or Director of Purchasing, within their delegated financial approval authority, has the authority when the public interest will be served thereby to reject all submittals or parts of submittals at any stage of the procurement process through the award of an agreement.
     3. The County reserves the right to waive minor informalities or irregularities in any submittal.
  9. PUBLIC REVIEW AT OPENING
     1. Pursuant to Florida Statute, Section 119.071(1)(b)2, all submittals will be subject to review as public records after 30-days from opening, or earlier if an intended decision is reached before the thirty-day period expires. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request. All trade secrets claims must be dispositively determined by a court of law prior to trade secret protection being granted.
  10. TABULATION INQUIRIES
      1. Inquiries relating to the results of this solicitation, prior to the official award by the Pinellas County Board of County Commissioners may be made by visiting OpenGov or by visiting pinellas.gov/public-records after 30 days to comply with Florida Statute, Section 119.071(1)(b)2.
• INTENT —

  In accordance with attached specifications, it is the intent of Pinellas County to establish a contract for Convention and Event Fulfillment Services to be ordered as and when required.

• INSURANCE (General) —

  The Vendor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed below, prior to recommendation for award. The Vendor shall obtain and maintain, and require any subcontractor to obtain and maintain, at all times during its performance of the Agreement in Phase 1 insurance of the types and in the amounts set forth. For projects with a Completed Operations exposure, Vendor shall maintain coverage and provide evidence of insurance for 2 years beyond final acceptance. All insurance policies shall be from responsible companies duly authorized to do business in the State of Florida and have an AM Best rating of VIII or better.

• OBJECTIVE/JUSTIFICATION —

  The Pinellas County Convention Visitors Bureuau (CVB) dba Visit St. Pete - Clearwater is requesting a contract for Conventions and Event Fulfillment services, as and when required. This contract requires storage, fulfillment and shipping of collateral material, both locally and nationally, as directed by the CVB. Collateral material includes but is not limited to plastic trade show bags, area and destination guides, maps and other local area brochures.

• SCOPE OF WORK —
  1. Overview
     The vendor shall provide storage, fulfillment, packing, and shipping services for Visit St. Pete–Clearwater’s tourism collateral materials. Services must ensure timely, accurate distribution to designated locations within required delivery windows.
  2. Delivery Requirements
     • Vendor must complete deliveries within 3–5 days of receiving an order, unless otherwise directed by the CVB.
     • Order volume will vary, averaging 5–15 orders per month.
     • Typical orders include 3–4 boxes weighing approximately 40 lbs. each, with occasional larger shipments containing full boxes of brochures.
     • Each order will vary depending on brochure and material needs.
  3. Materials and Inventory
     1. The vendor will manage inventory that includes:
        • Seven different brochures
        • Gulf to Bay Magazine
        • Plastic trade show bags
     2. The vendor must maintain stock levels and coordinate replenishment when necessary.
        • For publisher‑provided materials, the vendor will notify publishers and arrange direct delivery to the vendor facility.
        • For CVB‑provided materials, the vendor will notify the CVB when replenishment is required, and the CVB will deliver materials to the vendor.
  4. Order Processing Requirements
     1. The CVB will submit shipment orders via email with detailed instructions. Upon receipt, the vendor must promptly respond with:
        • Total shipment weight
        • Number of boxes
        • Order confirmation number
        • Courier charge
  5. Packing and Shipping Responsibilities
     1. The vendor is responsible for:
        • Re‑cartoning materials using their own cartons
        • Creating shipping labels
        • Preparing boxes for shipment
        • Scheduling delivery to specified locations by the required delivery date
     2. Frequently used box dimensions include:
        • 9 x 11 x 10.5
        • 9.5 x 12 x 8
        • 17.38 x 11.25 x 5.25
        • 17.38 x 11.25 x 9
  6. Performance Expectations
     1. The vendor must ensure:
        • Accurate fulfillment of all orders
        • Timely communication with the CVB and publishers
        • Proper handling and organization of materials
        • Reliable delivery coordination that meets CVB deadlines
• INSURANCE (Requirements) —
  1. Submittals should include, the Vendor’s current Certificate(s) of Insurance. If Vendor does not currently meet insurance requirements, Vendor shall also include verification from their broker or agent that any required insurance not provided at that time of submittal will be in place prior to the award of contract. Upon selection of Vendor for award, the selected Vendor shall email certificate that is compliant with the insurance requirements. If the certificate received is compliant, no further action may be necessary. The Certificate(s) of Insurance shall be signed by authorized representatives of the insurance companies shown on the Certificate(s).
  2. The Certificate holder section shall indicate Pinellas County, a Political Subdivision of the State of Florida, 400 S Fort Harrison Ave, Clearwater, FL 33756. Pinellas County, a Political Subdivision shall be named as an Additional Insured for General Liability. A Waiver of Subrogation for Workers Compensation shall be provided if Workers Compensation coverage is a requirement.
  3. Approval by the County of any Certificate(s) of Insurance does not constitute verification by the County that the insurance requirements have been satisfied or that the insurance policy shown on the Certificate(s) of Insurance is in compliance with the requirements of the Agreement. County reserves the right to require a certified copy of the entire insurance policy, including endorsement(s), at any time during the Bid and/or contract period.
  4. If any insurance provided pursuant to the Agreement expires or cancels prior to the completion of the Work, you will be notified by CTrax, the authorized vendor of Pinellas County. Upon notification, renewal Certificate(s) of Insurance and endorsement(s) shall be furnished to Pinellas County Risk Management at InsuranceCerts@pinellascounty.org and to CTrax c/o JDi Data at PinellasSupport@ididata.com by the Vendor or their agent prior to the expiration date.
     1. Vendor shall also notify County within twenty-four (24) hours after receipt, of any notices of expiration, cancellation, nonrenewal or adverse material change in coverage received by said Vendor from its insurer Notice shall be given by email to Pinellas County Risk Management at InsuranceCerts@pinellascounty.org. Nothing contained herein shall absolve Vendor of this requirement to provide notice.
     2. Should the Vendor, at any time, not maintain the insurance coverages required herein, the County may terminate the Agreement.
  5. If subcontracting is allowed under this Bid, the Primary Vendor shall obtain and maintain, at all times during its performance of the Agreement, insurance of the types and in the amounts set forth; and require any subcontractors to obtain and maintain, at all times during its performance of the Agreement, insurance limits as it may apply to the portion of the Work performed by the subcontractor; but in no event will the insurance limits be less than $500,000 for Workers’ Compensation/Employers’ Liability, and $1,000,000 for General Liability and Auto Liability if required below.
     1. All subcontracts between the Vendor and its Subcontractors shall be in writing and are subject to the County’s prior written approval. Further, all subcontracts shall
        1. Require each Subcontractor to be bound to the Vendor to the same extent the Vendor is bound to the County by the terms of the Contract Documents, as those terms may apply to the portion of the Work to be performed by the Subcontractor;
        2. Provide for the assignment of the subcontracts from the Vendor to the County at the election of Owner upon termination of the Contract;
        3. Provide that County will be an additional indemnified party of the subcontract;
        4. Provide that the County will be an additional insured on all insurance policies required to be provided by the Subcontractor except workers compensation and professional liability;
        5. Provide a waiver of subrogation in favor of the County and other insurance terms and/or conditions
        6. Assign all warranties directly to the County; and
        7. Identify the County as an intended third-party beneficiary of the subcontract. The Vendor shall make available to each proposed Subcontractor, prior to the execution of the subcontract, copies of the Contract Documents to which the Subcontractor will be bound by this Section and identify to the Subcontractor any terms and conditions of the proposed subcontract which may be at variance with the Contract Documents.
  6. Each insurance policy and/or certificate shall include the following terms and/or conditions:
     1. The Named Insured on the Certificate of Insurance and insurance policy must match the entity’s name that responded to the solicitation and/or is signing the agreement with the County.
     2. Companies issuing the insurance policy, or policies, shall have no recourse against County for payment of premiums or assessments for any deductibles which all are at the sole responsibility and risk of Vendor.
     3. The term "County" or "Pinellas County" shall include all Authorities, Boards, Bureaus, Commissions, Divisions, Departments and Constitutional offices of County and individual members, employees thereof in their official capacities, and/or while acting on behalf of Pinellas County.
     4. All policies shall be written on a primary, non-contributory basis.

  The minimum insurance requirements and limits for this Agreement, which shall remain in effect throughout its duration and for two (2) years beyond final acceptance for projects with a Completed Operations exposure, are as follows:

• ADA REQUIREMENT FOR PUBLIC NOTICES —

  Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 727-464-4062 (voice/tdd) fax 727-464-4157.

• NON-NEGOTIABLE TERMS —

  The County has deemed the following contract terms, Pinellas County Purchase Order Standard Terms & Conditions - Pinellas County. to be non-negotiable.

   

• QUANTITIES —

  Any quantities stated are an estimate only and no guarantee is given or implied as to quantities that will be used during the Agreement period. Estimated quantities are based upon previous use and/or anticipated needs.

• LOBBYING —

  All Contractors agree to adhere to Pinellas County Code Section 2-189, which states:

  Lobbying shall be prohibited on all county competitive selection processes and purchasing contract awards pursuant to this division, including, but not limited to, requests for proposals, requests for quotations, requests for qualifications, bids or the award of purchasing contracts of any type. The purpose of this prohibition is to protect the integrity of the procurement process by shielding it from undue influences prior to the contract award, or the competitive selection process is otherwise concluded. However, nothing herein shall prohibit a prospective respondent/proposer/protestor from contacting the Purchasing Department or the County Attorney's Office to address situations such as clarification and/or pose questions related to the procurement process.

  Lobbying of evaluation committee members, county government employees, elected/appointed officials, or advisory board members regarding requests for proposals, requests for quotations, requests for qualifications, bids, or purchasing contracts, by the respondent, any member of the respondent's staff, any agent or representative of the respondent, or any person employed by any legal entity affiliated with or representing a respondent, is strictly prohibited from the date of the advertisement, or on a date otherwise established by the Board, until either an award is final, or the competitive selection process is otherwise concluded. Any lobbying activities in violation of this section by or on behalf of a respondent/proposer shall result in the disqualification or rejection of the proposal, quotation, statement of qualification, bid or contract.

  For purposes of this provision, "lobbying" shall mean influencing or attempting to influence action or non-action, and/or attempting to obtain the goodwill of persons specified herein relating to the selection, ranking, or contract award in connection with any request for proposal, request for quotation, request for qualification, bid or purchasing contract through direct or indirect oral or written communication. The final award of a purchasing contract shall be the effective date of the purchasing contract.

  Any evaluation committee member, county government employee, elected/appointed official, or advisory board member who has been lobbied shall immediately report the lobbying activity to the director.

  (Ord. No. 02-35, 5-7-02; Ord. No. 04-64, § 12, 9-21-04; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 10-09, § 6, 2-16-10; Ord. No. 11-23, § 2, 7-26-11; Ord. No. 14-11, § 5, 2-11-14; Ord. No. 18-34, 10-23-18).

• REQUIREMENTS —
  1. Successful vendor must be located in Pinellas County.
  2. Dry storage area of approximately 12' x 15 '.
  3. Use of forklift may be required for unloading and storage of materials.
  4. Vendor is required to recycle any outdated materials. Recycling will be at the direction of the CVB.
  5. Vendor must utilize Scirptfleet courier services for deliveries within Pinellas County.
• AWARD OF CONTRACT - ITQ —
  1. The County reserves the right to accept and award item by item, and/or by group, or in the aggregate.
  2. Prices quoted must be Free on Board (FOB) Pinellas County with all transportation charges prepaid unless otherwise specified in the Invitation to Quote.
  3. A written award of acceptance (Purchase Order), mailed or otherwise furnished to the successful respondent, will result in a binding contract without further action by either party.
• PRICING/PERIOD OF CONTRACT —

  Unit prices submitted of listed items will be held firm for the duration of the Agreement. Duration of the Agreement will be through delivery and acceptance of all goods/services by County representative.

• COMMERCIAL GENERAL LIABILITY INSURANCE —

  Includes, but not limited to, Independent Vendor, Contractual Liability Premises/Operations, Products/Completed Operations, and Personal Injury.

  1. Limits
     1. Combined Single Limit Per Occurrence $ 1,000,000
     2. Products/Completed Operations Aggregate $ 2,000,000
     3. Personal Injury and Advertising Injury $ 1,000,000
     4. General Aggregate $ 2,000,000
• PRICING/PERIOD OF CONTRACT —

  Unit prices submitted of listed items will be held firm for the duration of the Agreement. Duration of the Agreement will be for a period of 60 months from the date of Agreement award and any extension thereof.

• PROTEST PROCEDURE —

  Protest procedures are governed by Pinellas County Code Section 2-162, which states:

  Right to Protest. "A vendor who is aggrieved by the contents of the bid or proposal package, or a vendor who is aggrieved in connection with the recommended award on a bid or proposal solicitation, may file a written protest to the director, as provided herein. This right to protest is strictly limited to those procurements of goods and/or services solicited through invitations to bid or requests for proposals, including solicitations pursuant to F.S. § 287.055, the "Consultants' Competitive Negotiation Act." No other actions or recommendations in connection with a solicitation can be protested, including: (i) requests for quotations, negotiations, qualifications or letters of interest; (ii) rejection of some, all or parts of bids or proposals; (iii) disqualification of respondents or proposers as non-responsive or non-responsible; or (iv) recommended awards less than the mandatory bid or proposal amount. Protests failing to comply with the provisions of this section will not be reviewed."

  (Ord. No. 94-51, § 5, 6-7-94; Ord. No. 04-87, § 1, 12-7-04; Ord. No. 14-11, § 2, 2-11-14; Ord. No. 18-34, 10-23-18)

• PRICING/PERIOD OF CONTRACT —

  Unit prices bid of listed items shall be held firm for the duration of the contract. Duration of the contract shall be for 60 months from the date of contract award and any extension thereof.

  The contract may be extended subject to written notice of agreement from the County and successful vendor, for an additional Two (2), twenty-four (24) months beyond the primary contract period. The extension shall be exercised only if all prices, terms, and conditions remain the same and approval is granted by the County Administrator or Division Director of Purchasing.

  The vendor may request the appropriate U.S. Bureau of Labor Statistics Consumer Price Index (CPI) or Producer Price Index (PPI) or other approved index adjustment twelve (12) months after the date of award and thereafter annually for the life of the contract, in an amount not to exceed the requested index average for the twelve (12) months prior.

  The vendor’s request for adjustment shall be submitted 90 to 120 days prior to contract anniversary date, utilizing the available index at the time of request. The vendor adjustment request shall not be in excess of the relevant pricing index change. If no adjustment request is received from the vendor, the County will assume the vendor has agreed to continue without a pricing adjustment. Any adjustment request received outside of the 90- to 120-day period above shall not be considered. The County has the right to request pricing decreases at any time.

• CONTRACT STANDARD TERMS & CONDITIONS —

  The County has deemed the following contract terms, County’s Purchase Order Standard Terms & Conditions for Goods & Services to be non-negotiable. Pinellas County Purchase Order Standard Terms & Conditions - Pinellas County.

• SITE VISIT —

  To request and schedule a site visit, the vendor must call the County Contact in advance to request and schedule a site visit date, time, and location.

  Kelsey Wheeler

  (727) 464-7210

  The sole purpose of the site visit is to provide a tour of the site(s) that will be supported by the contract. The scope of work and/or quote specifications shall not be discussed during this visit. All questions relating to this quote and the scope of work or technical specifications must be submitted in the Question & Answer section in OpenGov.

• EXCEPTIONS —

  Contractor is advised that if it wishes to take exception to any of the terms contained or referenced in this solicitation it must explicitly identify the term and the exception in its response to the solicitation. Contractor's stated exception to a non-negotiable term may disqualify it from consideration for award.

• VARIANCE FROM GENERAL CONDITIONS —

  All general conditions stated in this section apply to this Agreement except as specifically stated in the subsequent sections of the document, which take precedence over this section, and should be fully understood by contractors prior to submitting on this requirement.

• PRE-COMMENCEMENT MEETING —

  Upon award of bid, the County will coordinate a pre-commencement meeting with the successful Contractor. The meeting will require Contractor and the County Representative to review specific contract details and deliverable documents at this meeting to ensure the scope of work and work areas are understood.

• CONTRACT CAPABILITY / REFERENCES —

  Prior to award, any Contractor may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the company must have experience in work of the same or similar nature, and can provide references, which will satisfy the County. Contractors must furnish a reference list of at least four (4) customers for whom they have performed similar services.

• ASBESTOS MATERIALS —

  The contractor shall perform all Work in compliance with Federal, State and local laws, statutes, rules, regulations and ordinances, including but not limited to the Department of Environmental Protection (DEP)'s asbestos requirements, 40 CFR Part 61, Subpart M, and OSHA Section 29 CFR 1926.58. Additionally, the contractor shall be properly licensed and/or certified for asbestos removal as required under Federal, State and local laws, statutes, rules, regulations and ordinances.

  The County shall be responsible for filing all DEP notifications and furnish a copy of the DEP notification and approval for demolition to the successful contractor. The County will furnish a copy of the asbestos survey to the successful contractor. The contractor must keep this copy on site at all times during the actual demolition.

• CONTRACTOR LICENSE REQUIREMENT —

  All Contractors performing construction and related work in Pinellas County must comply with our regulatory legislation, Chapter 75-489, Laws of Florida, as amended. Failure to have a competency license in a regulated trade will be cause for rejection of any submittal and/or award.

• Contractor(s) failure to respond to a request may result in financial consequences —

  In accordance with Florida Statutes Section 252.505, a Contractor that breaches this contract during an emergency recovery period will be liable to pay a $5,000 penalty and damages, which may be either actual and consequential damages or liquidated damages. As used in this section, the term “emergency recovery period” means a 1-year period that begins on the date that the Governor initially declared a state of emergency for a natural emergency.

• CORPORATE REGISTRATION —

  An award may not be issued without proof that your firm is registered with the Florida Division of Corporations, as per Florida Statute §607.1501 www.flsenate.gov/Laws/Statutes/2011/607.1501.

  A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit dos.myflorida.com/sunbiz/ for this information on how to become registered.

• PROPERTY INSURANCE —

  Vendor will be responsible for all damage to its own property, equipment and/or materials.

• JOINT VENTURES —

  Contractors intending to submit as a joint venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Industry Licensing Board and any other state or local licensing Agency prior to submitting (see Section 489.119 Florida Statutes). Joint ventures must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal joint venture agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

• INSURANCE —

  The Contractor must provide a certificate of insurance and endorsement in accordance with the insurance requirements listed in the insurance section below. Failure to provide a compliant certificate of insurance and endorsement(s) in accordance with the solicitation/contract documents within a 10-day period following the determination or recommendation of award may result in the County to vacate the original determination or recommendation and proceed with recommendation to another Contractor. 

• DESCRIPTION OF GOODS/SERVICES/SUPPLIES —
  1. Any manufacturer's names, trade names, brand name, or catalog numbers used in specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Submittals will be considered for all brands which meet the quality of the specifications listed for any items.
  2. Contractors are required to state exactly what they intend to furnish otherwise they will be required to furnish the items as specified.
  3. Contractor submission must include all data necessary to evaluate and determine the quality of the item(s) they intend to furnish.
  4. ALTERNATES: Alternates will not be considered unless authorized by the solicitation. Such alternates may or may not be accepted by the County. If approved, it is at the County’s discretion to accept said alternate(s) in any sequence or combination therein. 
  5. OR EQUAL DETERMINATION: Where submitting other than specified, the determination of equivalency will be at the sole discretion of Pinellas County and its specialized personnel.
• PUBLIC EMERGENCIES —

  It is hereby made a part of this solicitation that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God that Pinellas County will require a first priority for goods and services. It is vital and imperative that the majority of citizens are protected from any emergency situation that threatens public health and safety, as determined by the County. contractor agrees to rent/sell/lease all goods and services to the County or governmental entities on a first priority basis. The County expects to pay a fair and reasonable price for all products and services rendered or contracted in the event of a disaster, emergency, hurricane, tornado or other acts of God.

• PROCUREMENT POLICY FOR RECYCLED MATERIALS —
  1. Pinellas County wishes to encourage its contractors to use recycled products in fulfilling contractual obligations to the County and that such a policy will serve as a model for other public entities and private sector companies.
  2. When awarding a purchase or recommending a purchase for products, materials, or services, the Director of Purchasing may allow a preference to a responsive contractor who certifies that their product or material contains the greatest percentage of postconsumer material. If solicitation includes paper products, contractor must certify that their materials and/or products contain at least the content recommended by the Environmental Protection Agency (EPA) guidelines.
  3. On all quotes, or as required by law, the Director of Purchasing require Contractors to specify which products have recycled materials, what percentage or amount is postconsumer material, and to provide certification of the percentages of recycled materials used in the manufacture of goods and commodities procured by the County.
  4. Price preference is not the preferred practice the County wishes to employ in meeting the goals of this resolution. If a price preference is deemed to serve the best interest of the County and further supports the purchase of recycled materials, the Director of Purchasing will make a recommendation that a price preference be allowed up to an amount not to exceed 10% above the lowest complying submittal received.

  Definitions for Recycled Materials:

  Recovered Materials: Materials that have recycling potential, can be recycled, and have been diverted or removed from the solid waste stream for sale, use or reuse, by separation, collection, or processing.

  Recycled Materials: Materials that contain recovered materials. This term may include internally generated scrap that is commonly used in industrial or manufacturing processes, waste or scrap purchased from another manufacturer and used in the same or a closely related product.

  Postconsumer Materials: Materials which have been used by a business or a consumer and have served their intended end use, and have been separated or diverted from the solid waste stream for the purpose of recycling, such as; newspaper, aluminum, glass containers, plastic containers, office paper, corrugated boxes, pallets or other items which can be used in the remanufacturing process.

Submission Requirements

• Are you a Pinellas County Certified Small Business Enterprise (SBE)? (required)
• CONTRACTOR ACCEPTANCE (required) —

  Please download the below documents, complete, and upload.

• Delivery ARO (required) —

  See Pricing Proposal. Pricing must be submitted within the Pricing Proposal and all pricing must be completed.

  An award may not be issued without proof that your firm is registered with the Florida Division of Corporations, as per Florida Statute §607.1501 www.flsenate.gov/Laws/Statutes/2011/607.1501.

  A foreign corporation (foreign to the State of Florida) may not transact business in this state until it obtains a certificate of authority from the Department of State. Please visit dos.myflorida.com/sunbiz/ for this information on how to become registered.

  DELIVERY WILL BE ________ DAYS AFTER RECEIPT OF ORDER

• PRICING/PERIOD OF CONTRACT (required) —

  Is this a one time or term contract?

• TERM (required) —

  Enter the initial term of the contract, without including any extensions, in months or days.

  Ex: 60 months

• Number of Extensions (required) —

  How many times can this agreement be extended?

  Ex. Two (2)

• Extension Period (required) —

  What is the length of each extension term?

  Ex: twenty-four (24) months