Subject:
Title
Termination of agreement with Bay Promo LLC and award of bid to On Time Marketing Corp. for promotional and novelty items.
label
Recommended Action:
Recommended Action
Termination of agreement with Bay Promo LLC and approval of the award of bid to On Time Marketing Corp. (On Time) for promotional and novelty items as and when needed.
• Convention and Visitors Bureau is requesting termination for convenience of the Agreement with Bay Promo, LLC due to performance issues and award bid On Time, as the second lowest responsive responsible bid.
• This contract is for promotional items and is primarily utilized by the Convention and Visitors Bureau to support tourism with lesser use by Communications, Utilities, Airport and Solid Waste Departments.
• This contract was originally approved by the Board of County Commissioners on August 15, 2023, in the total not to exceed amount of $1,130,802.15, effective for thirty-six months. This replacement contract with On Time is $134,440.52 more for total award amount as compared to the contract being terminated.
• The contract with On Time has a total not to exceed expenditure of $1,265,242.67 ($421,747.56 annually), effective for a period of thirty-six months with a provision for two additional twelve-month extensions.
• Funding is included in the Fiscal Year 2024 Adopted Budget for this contract.
Contract No. 23-0605-ITB in the total not to exceed amount of $1,265,242.67 or annual not to exceed amount of $421,747.56, effective for a period of thirty-six months; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
Body
Strategic Plan:
Foster Continual Economic Growth and Vitality
4.6 Support a vibrant community with recreation, arts, and culture to attract residents and visitors
Summary:
Summary
This contract provides the County with promotional items, which are typically imprinted or embroidered with the Visit St. Pete/Clearwater (VSPC) logo to promote tourism. Such items include but are not limited to tote bags, pens, towels, baseball caps, luggage tags, lanyards, and t-shirts.
Body
Background Information:
Termination is requested due to vendor's non-compliance and failure to provide resolution to the Notice to Cure sent to Bay Promo LLC on November 22, 2023. Primarily, Bay Promo was not able to fill orders causing department staff to locate alternative vendors to complete orders.
This contract was originally approved by the Board of County Commissioners on August 15, 2023, in the total not to exceed amount of $1,130,802.15, effective for thirty-six months.
The contract consists of twenty-nine (29) fixed price items identified as commonly ordered promotional items. In addition, the contract contains a provision for unspecified items with a percentage off national catalog pricing structure with discounts firm for the entire contract period. Unspecified items provide flexibility to incorporate the latest promotional items into various campaigns.
Fiscal Impact:
Total contract not to exceed: $1,265,242.67
Annual expenditure not to exceed: $421,747.56
Funding is derived from the budgets of the various departments using the contract.
Staff Member Responsible:
Brian Lowack, Director, Convention and Visitors Bureau
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
NA
Attachments:
Agreement
Tabulation