HVAC Scent Diffuser System for Terminal at St. Pete-Clearwater International Airport (PIE)

Pinellas County is seeking a vendor to install and maintain an HVAC scent diffuser system at the St. Pete-Clearwater International Airport (PIE) through Invitation to Quote #23-0368-ITQ. The procurement involves installing multiple scent diffusers across thirteen air handlers within the airport terminal, with a specific requirement for a "Tranquil Waters" signature scent featuring notes of fresh lily, leafy greens, gentle citrus, and earthy woodsy musk. The selected vendor must provide 24/7 customer service, complete system maintenance, and be responsible for all scent diffuser replacements and repairs. Vendors must have a minimum of 25 years of industry experience in commercial applications like airports, casinos, and hotels. Key procurement dates include a site visit on January 31, 2023, a question submission deadline of February 2, 2023, and a proposal submission deadline of February 9, 2023 at 5:00 pm. The initial contract term is 12 months with two potential 12-month renewal options, and vendors must submit detailed technical specifications about the diffuser system, including dimensions, coverage area, programmability, and power requirements.

The solicitation includes a Small Business Enterprise (SBE) Sheltered Market provision, which provides first opportunity to qualified firms in Pinellas, Hillsborough, Pasco, and Manatee Counties for contracts under $100,000. Additional requirements include submitting scent samples, providing a certificate of insurance, completing a vendor questionnaire, and demonstrating compliance with safety protocols such as being carcinogen-free and allergen-free. Vendors must verify their corporate identity through the Florida Division of Corporations and agree to all solicitation terms and conditions, including insurance requirements. The county's payment terms are set at net 45 days, in accordance with Florida Statute 218.73, and the procurement allows for electronic payment through an optional ePayables credit card program. While no specific budget range is explicitly stated, the solicitation indicates that the county will accept the lowest responsive and responsible bid meeting the specified requirements. Vendors must submit a comprehensive proposal that includes all aspects of the scent diffusion system installation, ongoing maintenance, and customer service.