Volunteer Appreciation Gala

Hillsborough County Pet Resources Department is seeking a qualified contractor through Invitation to Quote (ITQ-26-00018) to host a Volunteer Appreciation Gala on Saturday, January 31, 2026, from 6:00 P.M. - 9:00 P.M. The procurement is for comprehensive event services, including a venue capable of accommodating 300 guests, with specific requirements for catering, equipment, and support services. Key deliverables include a three-hour event featuring a buffet dinner with multiple protein options (including 50 vegan meals), non-alcoholic beverages, tables, chairs, tableware, and A/V equipment. The solicitation requires vendors to provide full event management, including parking for 300 vehicles and all necessary event infrastructure. Proposals are due on November 07, 2025, at 2:00 P.M. Eastern Time and must be submitted through the county's electronic bidding system (Euna Procurement). The county will award the contract to the lowest responsive and responsible bidder meeting all specifications, with evaluation criteria focused on compliance with minimum requirements and overall value.

The solicitation does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. Vendors must comply with standard county requirements, including E-Verify and legal workforce regulations. Potential respondents must demonstrate compliance with comprehensive insurance requirements, including Commercial General Liability, Automobile Liability, Workers' Compensation, and other specialized coverage with specific limits ranging from $300,000 to $1,000,000 per occurrence. The estimated project budget is $30,000, with the county reserving the right to contract with multiple providers if deemed in its best interest. Vendors must also submit additional documentation, including a Drug-Free Workplace Form, Direct Deposit Authorization, and a Substitute W-9 Form. The county emphasizes that this is not an exclusive contract and maintains flexibility in vendor selection and service procurement.