Convention and Event Fulfillment Services

Visit St. Pete-Clearwater (the Convention and Visitors Bureau operating for Pinellas County, Florida) is seeking quotes for convention and event fulfillment services—storage, inventory management, fulfillment, and shipping of tourism collateral materials—under an Invitation to Quote, with proposals due July 30, 2026 at 3:00 PM and a Pinellas County Certified Small Business Enterprise (SBE) deadline of July 29, 2026. This is a non-competitive procurement requiring Non-Competitive Oversight Committee approval.

Pinellas County Certified SBEs receive preference: those submitting within the first five business days receive priority consideration on informal quotes from $25,000 to $150,000; those submitting thereafter receive a five percent price preference. The vendor must be located in Pinellas County, a decision-flipping local-vendor requirement.

The scope includes managing inventory of seven different brochures, Gulf to Bay Magazine, and plastic trade show bags; processing an average of 5–15 orders per month (typical orders: 3–4 boxes at approximately 40 pounds each); and coordinating fulfillment and delivery. The vendor must maintain approximately 12 feet by 15 feet of dry storage space and may be required to operate a forklift. Local deliveries must utilize Scriptfleet courier services, and orders must be completed within 3–5 days of receipt. Materials are distributed to hotels, visitor-serving businesses, and partners throughout Pinellas County on an as-needed basis.

The contract term is 60 months from award, with options to extend for two additional 24-month periods if prices, terms, and conditions remain unchanged and receive County Administrator approval. Pricing must be submitted as monthly fees for 12 months with unit costs clearly identified, plus an allowance for unspecified funds not exceeding 10 percent of total contract value. Unit prices are firm for the contract duration; vendors may request adjustments annually after the first 12 months using the U.S. Bureau of Labor Statistics Consumer Price Index or Producer Price Index, not to exceed the relevant index change. The vendor must carry commercial general liability insurance with a combined single limit per occurrence of $1,000,000 and general aggregate of $2,000,000, with Pinellas County named as an additional insured. All vendors must be registered with the Florida Division of Corporations and comply with Florida licensing requirements. Submissions are via the OpenGov procurement portal.