Subject:
Title
Award of bid to Bay Promo LLC for promotional and novelty items.
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Recommended Action:
Recommended Action
Approval of the award of bid to Bay Promo LLC for promotional and novelty items as and when needed.
• 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.
• Ten bids were received with award recommendation to Bay Promo LLC as the lowest, responsive, and responsible bid received meeting specifications.
• This contract has a total not to exceed estimated expenditure amount of $1,130,802.15 ($376,934.05 annually), effective for a period of thirty-six months with provision for two twelve-month extensions.
• This contract replaces current Contract 178-0007-B. Unit pricing has decreased by approximately 18% on comparable items.
• Funding is derived from the budgets of the various departments using the contract. Funding is included in both the Fiscal Year (FY) 2023 Adopted Budget and the FY24 Proposed Budget for this contract. Approving the contract does not obligate the County to spend. That obligation occurs that the time of each purchase order. The budget will be monitored such that each purchase order will not exceed the budget at the time of issuance.
Contract No. 23-0605-ITB in the not to exceed amount of $1,130,802.15 for an average annual expenditure of $376,934.05, effective for a period of thirty-six months; Authorize the Chairman to sign and the Clerk of the Circuit Court to attest.
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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.
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Background Information:
On April 11, 2023, the Purchasing Division, on behalf of CVB released an invitation to bid with the intent to establish a contract for promotional and novelty items; ten (10) bid submittals were received. This contract replaces contract no. 178-0008-B. This contract was originally solicited on October 19, 2022 and was canceled as a result of incorrect quantities listed necessitating re-solicitation.
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.
This contract has an option for two (2), twelve (12) month renewal periods beyond the primary contract period. Term extensions will allow for one (1) annual price adjustment (increase/decrease) in an amount not to exceed the average of the Consumer Price Index (CPI) or 3%, whichever is less, for all Urban Consumers.
Fiscal Impact:
Estimated 36-month expenditure not to exceed: $1,130,802.15
Estimated annual expenditure not to exceed: $ 376,934.05
Funding is derived from the budgets of the various departments using the contract.
Staff Member Responsible:
Brian Lowack, Interim Director, Convention and Visitors Bureau
Merry Celeste, Division Director, Purchasing & Risk, Administrative Services
Joe Lauro, Director, Administrative Services
Partners:
NA
Attachments:
Agreement
Award Tabulation