Broward County Commission Regular Meeting
Director's Name: Stephen Farmer (Acting Director)
Department: Finance and Administrative Services Division: Purchasing
Information
Requested Action
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MOTION TO APPROVE Agreement between Broward County and Conex Exhibition Services, LLC, for Trade Show Booths and Related Services, Request for Letters of Interest (RLI) No. GEN2128008R1, for the Greater Fort Lauderdale Convention & Visitors Bureau in a total maximum not-to-exceed amount of $5,445,000; and authorize the Mayor and Clerk to execute same.
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Why Action is Necessary
In accordance with Broward County Procurement Code Section 21.47, Award and Execution Authority, the Board shall make all awards, and authorize the execution of the associated contracts, with a value of more than $500,000, inclusive of the value of any renewals or extensions.
What Action Accomplishes
Provides trade show booths and related exhibition services for domestic and international trade shows for the Greater Fort Lauderdale Convention & Visitors Bureau.
Goal Related Icon(s)
☐County Commission
☐Go Green
☐MAP Broward
Previous Action Taken
None
Summary Explanation/Background
THE PURCHASING DIVISION AND THE GREATER FORT LAUDERDALE CONVENTION & VISITORS BUREAU RECOMMEND APPROVAL OF THE ABOVE MOTION.
The Office of Economic and Small Business Development (OESBD) did not assign Small Business Enterprise (SBE) or County Business Enterprise (CBE) goals for this project (Exhibit 2).
The purpose of this Agreement is to provide trade show and related exhibition services to create and deploy highly attractive, technologically advanced, experiential trade show booths for approximately 24 trade shows each year, which includes domestic and international locations that the Greater Fort Lauderdale Convention & Visitors Bureau (GFLCVB) attends. The Agreement services include trade show planning and management, booth designs, exhibit production, and booth handling, maintenance and storage.
The RLI was advertised on October 25, 2024, and at the time of the submittal deadline on November 27, 2024, three firms submitted proposals: Concepts Steel Space, Inc., dba Steel Space Concepts; Conex Exhibition Services, LLC; and Rodman Think Branding, LLC. On January 14, 2025, Rodman Think Branding, LLC withdrew its proposal.
On February 27, 2025, an Initial Evaluation Committee (EC) meeting was held. The EC determined that the two remaining firms were both responsive and responsible to the RLI requirements and could proceed to the Final EC meeting to be ranked by the EC.
On March 19, 2025, a Final EC meeting was held. After presentations, evaluation, and ranking, the EC named Conex Exhibition Services, LLC as the first-ranked firm.
The EC’s proposed recommendation of ranking was posted on the Purchasing Division website from April 1 - 4, 2025, which provided an opportunity for any proposer or interested party to file an objection. No objection was received.
The EC's final recommendation of ranking was posted on the Purchasing Division website from April 7 - 11, 2025, which provided an opportunity for any aggrieved proposer to file a protest. No protest was received.
On April 14, 2025, since there were no vendor objections, protests, or pulls from the Board for this RLI ranking, in accordance with Broward County Procurement Code Section 21.42(f), Procedures for RFPs, RLIs, and RFQs, the ranking of the qualified firms became final and, Section 21.42(k), staff proceeded with negotiations.
Two negotiation meetings were held to negotiate the Agreement with Conex Exhibition Services, LLC.: April 15 and April 16, 2025. These meetings were attended by representatives from Conex Exhibition Services, LLC, the GFLCVB, the County Attorney’s Office, and the Purchasing Division.
The Agreement has been approved as to form and legal sufficiency by the County Attorney’s Office; there are no agreement disclosures.
Additional supporting documentation provided to the EC regarding this procurement can be found on the Purchasing Division website at <https://www.broward.org/Purchasing/Pages/Repository.aspx>.
The Agreement period begins on the date of award and terminates one year from that date. The Agreement also provides for up to four additional one-year extensions.
Source of Additional Information
Robert E. Gleason, Director, Purchasing Division, (954) 357-6070.
Fiscal Impact
Fiscal Impact/Cost Summary
The Agreement is for a not-to-exceed amount of $5,445,000 over a potential five-year period, allocated by the Tourist Development Tax funds. The funds estimated for the current fiscal year are included in the current fiscal year budget.
Requisition No. CVB0001704