Events_Management,_St._Petersburg_Pier.pdf

RFP- 25 - 254

EVENTS MANAGEMENT, ST. PETERSBURG PIER

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: July 18, 2025

DEADLINE FOR QUESTIONS: July 30, 2025

RESPONSE DEADLINE: August 12, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stpete

City of St. Petersburg

Events Management, St. Petersburg Pier

I. Introduction

II. Solicitation Information

III. Vendor Questionnaire

IV. Scope of Work

V. Evaluation Criteria

VI. General Terms

VII. Insurance

Attachments:

A - Proposal Submittal Requirements

B - Performance and Payment Bond

C - Exhibit A - Sample Booking Policy

#RFP- 25 - 254

Title: Events Management, St. Petersburg Pier

1. Introduction

1.1. Summary

The City of St Petersburg ("City") is seeking proposals from qualified vendors to provide event management services at the St. Petersburg Pier.

1.2. Background

Events at the Pier are critical to support visitor engagement, increase visibility of and promote the Pier, keeping the Pier fresh for locals and giving everyone a reason to keep returning. Events are an additional source of revenue for the Pier. It is the expectation of the Vendor to promote and provide creative strategies to bring quality programming and event rental business to the Pier.

1.3. Contact Information

Kaela Williamson Procurement Analyst One 4th St. North 5th Floor - Procurement St. Petersburg, FL 33701 Email: kaela.williamson@stpete.org Phone: (727) 892-5297

Department:

Enterprise Facilities

1.4. Timeline

*Timeline is subject to change

Solicitation Published July 18, 2025 mailto:kaela.williamson@stpete.org tel:(727)892-5297

Pre-Proposal Meeting (Mandatory) July 23, 2025, 1:30pm

Join via Zoom: https://zoom.us/j/97405254114

Meeting ID: 974 0525 4114

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Meeting ID: 974 0525 4114

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Deadline for Questions July 30, 2025, 5:00pm

Deadline for Question Response August 1, 2025, 3:00pm

Deadline for Submittals August 12, 2025, 3:00pm https://zoom.us/j/97405254114 https://zoom.us/u/ac5sIDvvRw

Evaluation/Shortlisting August 19, 2025, 12:30pm

Municipal Services Center One 4th St. North, 9th Floor, Conference Room 900 St. Petersburg, FL 33701

Anticipated Recommendation of Award to

City Council

September 25, 2025

2. Solicitation Information

2.1. Submission or Receipt of Proposal

Proposals will be received through the City’s online bidding system no later than 3:00 pm on Tuesday, August 12, 2025.

2.2. Standard for Award

The City will award to one vendor whose proposal is determined in writing to be the most advantageous to the City, taking into consideration the price and the evaluation criteria set forth in this solicitation. All awards are contingent on the Vendor meeting the minimum qualifications outlined in this solicitation.

The City reserves the right, at any time, to evaluate more vendors for inclusion on the list of approved vendors. All Vendors must meet the minimum qualifications outlined in this solicitation.

2.3. Selection Process

A. Short-Listing. Where there are multiple responsive proposals to the solicitation, a short-listing of two or more Vendors may be made. Negotiations as outlined in City Code Section 2-193 (g) will begin with the selected Vendors on the short-list. If there is only one responsive proposal, negotiations may proceed with a single Vendor.

B. Negotiations. The City may conduct discussions (negotiations) with short-listed Vendors to clarify and understand proposals and to provide responses to post-proposal opening and modifications to the solicitation specifications that are in the best interest of the City and that do not significantly change the scope or purpose of the project for which the solicitation was issued

(“negotiation subjects”). During the negotiation process, short-listed Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals related to negotiation subjects for the purpose of preparing their best and final offer which may be requested and received by the City prior to the conclusion of the negotiation process. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the City may set a time and date for the best and final offers from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of the best and final offers.

C. Award without Discussion. The City may award the Agreement on the basis of initial proposals received, without discussions. Therefore, each initial proposal should contain the Vendor’s best terms in relation to all relevant evaluation criteria.

2.4. Submittal Requirements

Vendor must meet the minimum qualifications and upload the following documents to be considered responsive:

A. Completed Proposal Submittal Requirements attachment

2.5. Performance and Payment Bond

The annual bond amount will be equal to the one-year amount of a multi-year agreement.

https://procurement.opengov.com/portal/stpete/projects/176105

3. Vendor Questionnaire

3.1. General Information

3.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

3.1.2. Is the Vendor a City of St. Petersburg certified SBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

3.1.4. Address for Headquarters location.*

*Response required

3.1.5. Address of office providing service, if different than above.

3.1.6. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

3.1.7. Description of nature of company’s business.*

*Response required

3.1.8. Year the Company was Founded.*

*Response required

3.1.9. Number of years company has operated under the current name.* mailto:osd@spete.org mailto:osd@spete.org

*Response required

3.1.10. Number of years company has been in the present business.* *Response required

3.1.11. How many years has the company been in the business of providing event management services as described in the scope of work?* *Response required

3.1.12. Vendor confirms its ability to perform the scope of services without the use of subcontractors or subconsultants.* *Response required

3.1.13. Company’s bank of record.*

*Response required

3.1.14. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.1.15. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.1.16. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

3.1.17. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

3.1.18. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

3.1.19. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

*Response required

3.1.20. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? * ☐ Yes

☐ No

*Response required

3.1.21. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

3.1.22. The vendor certifies that it takes no exceptions to the terms and conditions of the solicitation.* See Base Agreement attachment and advise.

☐ Yes

☐ No

*Response required

3.1.23. If exceptions are taken, specify in space below.

3.1.24. Has the vendor identified any trade secrets or confidential information in its solicitation response?* ☐ Yes

☐ No

*Response required

3.1.25. If yes to the above question, please upload your redacted proposal here.

3.1.26. Please upload your proposal*

Per the Proposal Submittal Requirements attachment

*Response required

3.1.27. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. * ☐ Please confirm

4. Scope of Work

4.1. Intent

The City of St. Petersburg is seeking proposals from qualified vendors to provide event management services at the St. Petersburg Pier.

4.2. Contract Term

The term of the Agreement will be for a period of three (3) years from the date of award, with two (2), one (1) year renewal options by mutual written agreement of the parties.

4.3. Minimum Qualifications

At a minimum, Vendor must meet the following qualifications:

A. Have been in the business of providing event management services as described herein for a minimum of 5 years.

B. This project must be performed without the use of subcontractors or subconsultants.

C. Have the ability to obtain the minimum insurance requirements set for in the base agreement.

D. Have the ability to meet the furnish and maintain a performance and payment bond for the full duration of the contract, upon award of the contract.

4.4. Vendor Responsibilities

A. City Owned Event Related Equipment

1. Upon award of the contract, Vendor is responsible for reviewing event related equipment currently owned by the city and shall provide any recommendations for supplemental equipment for consideration to the Pier Manager. All purchases must be approved by the Pier

Manager and acquired per the city code.

a. Purchases acquired under this section shall be owned by the city.

B. Booking Policy Standard Operating Procedure

1. The City's booking policy standard operating procedure is attached as Exhibit A. Upon award, any revisions to the standard policy will need to be provided to the Pier Manager within 30 calendar days for approval.

C. Programming

1. Vendor is responsible for programming events (including booking events) at the Municipal

Pier District and marketing and promoting such events that will be conducted at the

Municipal Pier District in accordance with the Event Levels (section 5.5(a)).

2. Each Fiscal Year, Vendor shall also meet the minimum acceptable event type levels set forth in the Event Level Types (section 5.5).

a. The city's fiscal year is from October 1st - September 30th.

3. Provided that Vendor complies with all naming rights agreements applicable to the Municipal

Pier District, Vendor may enter into sponsorship agreements for events conducted at the

Municipal Pier District.

D. Third Party Event Rentals

1. Vendor is responsible for managing and coordinating all aspects of third-party rentals (private or open to the public) of programmable event space including, but not limited to:

a. marketing and promoting available event space for rent,

b. handling on-site showings and tours to prospective rental clients,

c. filtering leads and requests,

d. coordinating all permit applications,

e. ensuring scheduling doesn't interfere with other City events including maintaining of events on Pier Event Calendar,

f. providing cost estimates and having user execute a use agreement (on the form provided by the City),

g. ensuring required insurance is obtained and providing evidence of such insurance to the

City,

h. managing storage,

i. providing booking/client management software,

j. maintaining staffing to oversee all aspects of event/use of space,

k. managing all vendors associated with the vent/use of space and,

l. coordinating ancillary services (security, janitorial, etc.), as required.

E. Event Marketing and Management

1. Vendor shall be solely responsible for planning, coordination, execution, and promotion of assigned events. This includes, but is not limited to the following tasks:

a. Event planning and execution to include securing vendors

b. Asset creation (event logo, graphics, flyers, etc.)

i. The Pier Marketing Team will provide input from a brand standard perspective

ii. Final approval of all creative assets will be provided by the Pier Manager prior to publication or distribution.

c. Instagram (IG) Posts & Stories

i. The vendor shall create IG event posts using the official St. Pete Pier IG page

ii. The vendor is responsible for designing event header images utilizing branded template(s) provided by the City of St. Petersburg.

iii. On the day of each scheduled event, the Vendor shall post content to Stories.

iv. All content intended for IG, including event listings and story posts, must be approved by the Pier Manager prior to publication.

d. Facebook Events & Stories

i. Vendor shall create Facebook event using the official St. Pete Pier Facebook page

ii. The vendor is responsible for designing event header images utilizing branded template(s) provided by the City of St. Petersburg.

iii. On the day of each scheduled event, the Vendor shall post content to Facebook

Stories.

iv. All content intended for Facebook, including event listings and story posts, must be approved by the Pier Manager prior to publication.

e. Paid media promotion (including paying for ads on IG or Facebook)

i. Vendor shall incorporate paid media promotion into their promotion plan/budgets accordingly

ii. Paid socials shall be run through the official St. Pete Pier channels

f. Earned media promotion

i. Vendor shall work with Pier Manager and Pier Marketing Team (including any outside agency) to pitch event promotion and coverage to local/regional news media for earned (free) media coverage.

g. Adding events to the website calendar located on https://stpetepier.org/events/

i. The Pier Manager shall review and approve all event posts before publication.

ii. The vendor is responsible for reviewing third-party calendar event submissions prior

h. Adding events to www.stpetepier.org

i. Vendor shall be responsible for working with Pier Manager and Pier Marketing team

(including any outside agency) to add event information to stpetepier.org. Microsites can be created however all promotion will direct the public to stpetepier.org.

ii. The Pier Manager shall review and approve all content prior to publication.

F. Event Cancellations

1. The Vendor shall promptly post cancellation notices or updates in real-time on the following platforms (using the prescribed message guidelines):

a. Instagram Stories https://stpetepier.org/events/

b. Facebook in-feed post on the official St. Pete Pier Facebook page

c. Updates to the applicable Facebook event page

d. If feasible, update the corresponding event listing on the stpetepier.org calendar

2. If the Vendor is unable to post updates in real-time, the Vendor must immediately notify the

Pier Manager and Pier Marketing Team via text or phone call.

G. Administrative and Reporting Obligations

1. Vendor shall submit a proposed annual calendar of events within thirty (30) days after the

Effective Date of the agreement

2. Vendor shall provide monthly updates regarding the scheduled events to the calendar by the fifth (5th) day after each month during the Term.

3. Monthly, Vendor shall submit:

a. Reports to the City by the fifteenth (15th) day after each month that include:

i. The number of event inquiries for the Municipal Pier District categorized by type

(e.g., weddings and festivals).

4. Quarterly, Vendor shall submit:

a. A Budget Variance report summarizing revenues and expenses for each event conducted at the Municipal Pier District

5. Annually, Vendor shall submit:

a. A Fiscal Year Budget including revenue and expenditure projects.

i. The revenue projections will include a schedule of events by month that include a description of event and event level and type.

b. Year End Summary listing events by month, type, attendance, and total count of events

6. Vendor shall attend:

a. All required meetings with City Administration, City Council, and Co-Sponsored

Committee meetings as required for each event.

b. Bi-weekly meetings with Pier Marketing Team

c. Additionally, Vendor shall schedule and provide Bi-weekly event update meetings with

Pier Staff.

4.5. Event Level Types and Event Types

A. Event Levels

Vendor shall meet or exceed the following minimum frequency per event level each Fiscal Year for the level of events described herein:

1. Minimum Frequency Per Event Level(**) Event LevelMinimum Frequency Level 52 per yearLevel 46 per yearLevel 34 per yearLevel 224 per yearLevel136 per year

a. Level 1 Events have a minimum cost level and occur multiple times per month. These events are intended to be free to the public.

b. Level 2 Events are slightly higher event cost and occur minimum of twice per month.

These events are intended to be free to the public.

c. Level 3 Events are seasonal events with extra amenities, resulting in higher event expense than Level 2 events. These events are intended to be free to the public. Examples would be Pumpkin Patch, Spring Festival, etc.

d. Level 4 Events are larger events that are of higher cost and offer expanded amenities and/or entertainment. These events may require entrance fee to patrons. Frequency would be once a quarter. Examples would be Ocktoberfest or Santafest.

e. Level 5 Events are the largest and most costly events for the year, occurring less frequently than Level 4 events. These events may be free to the general public, but certain parts of the event may require admission to enjoy extra amenities. These events would encompass the entire Pier District and may activate surrounding areas.

**Any adjustments to the minimum frequency per event level requires prior written approval by the City.

4.6. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

A. City shall provide a point of contact (Pier Manager) to administer the Agreement.

B. Pier Manager shall assist with planning, strategy, and objectives prior to performance of the

Work.

C. Pier Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

5. Evaluation Criteria

Proposals will be evaluated based solely on the following evaluation criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company Profile & Event Management

Capabilities 0-10 Points 29

(29% of Total)

2. Experience & References 0-10 Points 33 (33% of Total)

3. Strategic Event Planning & Community

Engagement 0-10 Points 24

(24% of Total)

4. Financial Proposal 0-10 Points 8 (8% of Total)

5. City of St. Petersburg Small Business

Enterprise (SBE) Pass / Fail 2

(2% of Total)

6. City of St. Petersburg certified Woman

Business Enterprise (WBE) Pass / Fail 2

(2% of Total)

7. City of St. Petersburg Minority Business

Enterprise (MBE) Pass / Fail 2

(2% of Total)

6. General Terms

6.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

6.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

6.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 5:00 pm on Wednesday, July 30, 2025. Questions will be answered via City's online sourcing system no later than 3:00 pm on Friday, August 1, 2025. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/176105 for download by Vendors.

6.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/176105 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete

6.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

6.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

6.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

6.9. Bonds

Vendors will need to furnish all bonds as indicated in the solicitation, if applicable.

6.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

6.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

6.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

6.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

6.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Scarbrough@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven

(7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the

POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or services to a public entity, (ii) submit a solicitation response on an Agreement with a public entity for the construction or repair of a public building or public work, (iii) submit a solicitation response for leases of mailto:stephanie.swinson@stpete.org real property to a public entity, (iv) be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an Agreement with any public entity, or (v) transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

6.17. Nondiscrimination

Vendors for the City of St. Petersburg are required to comply with all applicable laws regarding discrimination in employment, including Pinellas County Code Section 70-53 (a)(1) (prohibiting discrimination in employment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability) and all other applicable federal, state and local laws. Vendors are encouraged to provide workplaces free of discrimination in terms of conditions of employment, including benefits.

6.18. Prohibited Communication

Vendors and their employees, agents, contractors, and representatives are prohibited from lobbying City

Council, the Mayor, City staff, selection committee members, and City project consultants relative to this solicitation until the solicitation selection and award processes have been completed. Non-compliance with this provision may result in disqualification from consideration of the award. Notwithstanding the foregoing, this provision shall not prohibit the Vendor from (i) providing public comment in accordance with applicable laws and City policies at public meetings where public comment is permitted, (ii) communicating with the assigned Procurement Analyst, (iii) making a presentation during a selection committee meeting if requested by the selection committee, or (iv) submitting a dispute or complaint in accordance with the requirements set forth in this solicitation.

6.19. Environmentally Preferable Purchasing

It is the policy of the City of St. Petersburg to purchase recycled and environmentally preferable goods.

Environmentally preferable goods are defined as “products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.” This includes products that contain recycled content, reduced toxicity and pollution, conserve energy, conserve water, prevent waste, and promote sustainability and resiliency initiatives.

This policy does not require the City to specify environmentally preferable products or services when it can be demonstrated that they are not in the best interest of the City compared to products and services that are not as environmentally preferable. Best interests include but are not limited to, service life, life cycle cost, product effectiveness, or compatibility. This policy will be carried out consistent with the

City’s obligations and purpose, and with an overall intent to obtain competitive prices and to provide value to the taxpayer.

6.20. Health In All Policies

Pursuant to Executive Order EO-2018-04, it is the policy of the City to apply the consideration of health, health impacts, and the social determinants of health to the City’s decision-making, including policy development and implementation, budgeting, and the delivery of services and procurement of supplies and construction. Vendors are encouraged to propose services, supplies, and construction that promote health to the greatest extent practicable in their responses to City solicitations. Vendors are further encouraged to provide workplaces that promote the health and well-being of their employees.

6.21. American with Disabilities Act (ADA) Public Notice

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of St. Petersburg will not discriminate against qualified individuals with disabilities on the basis of disability in the City’s services, programs, or activities. If Vendor requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to adequately respond to this solicitation. Vendor should contact ADA Coordinator Lendel Bright at (727)-893-7229 or email at lendel.bright@stpete.org as soon as possible but no later than 72 hours before the applicable deadline.

6.22. Background Checks

In the event the solicitation or Agreement requires criminal history checks, Vendor will be responsible for conducting a criminal history check for each employee or subcontractor for which a criminal history check is required.

6.23. Disqualification

The City reserves the right to disqualify Vendors before or after opening, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendors.

6.24. Taxes

The City of St. Petersburg is exempt from any taxes imposed by the State and/or Federal Government.

Exemption certificates will be provided upon request.

6.25. Compliance with State and/or Federal Requirements

All Vendors entering into a contract with the City with permit(s) issued by a state or federal agency, shall comply with the requirements set forth in the permit(s).

6.26. E-Verify

Vendor shall comply with Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security's E-Verify system, and that should the City terminate§ the contract with the Vendor for violation of §448.09(1), Vendor may not be awarded a contract with the City fort at least one year.

6.27. Exceptions to Terms and Conditions

If the Vendor takes exceptions to the terms and conditions of the solicitation and refuses to withdraw such exceptions, the City may deem the Vendor nonresponsive if the City determines that negotiating with the

Vendor to address such exceptions may affect the fair treatment of other vendors.

7. Insurance

7.1. Commercial General Liability

Commercial general liability insurance in an amount of at least One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) aggregate in occurrences form. This policy must include coverage for bodily injury, property damage, personal and advertising injury, products and completed operations, and contractual liability under this Agreement.

7.2. Commercial Automobile Liability

Commercial automobile liability insurance of $1,000,000 combined single limit covering all owned, hired and non-owned vehicles.

7.3. Worker's Compensation

Workers’ Compensation insurance as required by Florida law and Employers’ Liability Insurance in an amount of at least $100,000 each accident, $100,000 per employee, and $500,000 for all diseases.

7.4. E&O/Professional Liability

Errors & Omissions/Professional Liability insurance appropriate to Contractor’s profession with a minimum limit of $1,000,000 per occurrence. If coverage is on a “Claims Made” basis, it must include a retroactive date of coverage beginning no later than the date this agreement is executed.

7.5. Liquor Liability

If Contractor is going to sell, prepare, serve, distribute, or allow alcohol in any manner, Liquor Liability insurance with at least a $1,000,000 per occurrence limit.

7.6. Umbrella or Excess Policy

Umbrella or Excess Policy of $5,000,000 is required that follows form for the Commercial General

Liability policy as outlined in above Commercial General Liability section.