Request for Information (RFI): Trade Show Booth for IPW 2025

Project Description: Notice of Intent to Designate Most Reasonable Source:
This Request for Information (RFI) Notice of Intent to Designate Most Reasonable Source is to determine if the specified service is available from multiple providers, or if an alternate service is available that would meet the County’s needs. This is not a request for pricing or a purchase commitment.
The following service is thought to be available from only a reasonable source and is the only service that meets the County’s needs:
The Greater Fort Lauderdale Convention & Visitors Bureau (GFLCVB/Visit Lauderdale) is seeking Most Reasonable Source designation for the procurement of Trade Show Booth and Related Services for IPW 2025 from Conex Exhibition Services, LLC to design, build/construct, maintain and dismantle a visually appealing and functional tradeshow booth that effectively represents Visit Lauderdale brand at the International Pow Wow (IPW) 2025, to be held in Chicago, Illinois. As part of this project, the Contactor will perform including, but not limited to, the following:
Create a booth layout for a 20' x 120' trade show space, including 10x10 stalls with welcome/appointment counters and seating for approximately 4-6 people.
Design and coordinate the installation of overhead signage.
Handle shipping and handling logistics to and from the event site.
Perform installation and dismantling services, including unpacking, install/setup, dismantle/breakdown, repacking, etc.
Coordinate all show management services, including required forms/documentation, audio/visual setup, electrical, carpeting, internet, material handling, on-site labor, rigging, cleaning, maintenance, etc.
This RFI will remain posted until closing date and time.
Prospective Vendors are requested to provide information regarding their ability to provide the commodity or service described or written explanation or other documentation contesting the proposed RFI designation.
If you are capable of meeting or exceeding the County’s requirements for the specified commodity or service, respond to this RFI through the electronic bidding system. Vendor should upload any supporting information in the electronic bidding system as part of its response to assist the County in determining if commodity or service is comparable, is available from multiple suppliers, and meets the County’s needs. The Director of Purchasing shall have sole authority in deciding what is comparable.
The Director of Purchasing shall consider such submittals and notify all submitting vendors (thru the electronic bidding system) of the decision whether to designate as a Sole Source/Brand, which decision shall not be subject to objection, protest, or appeal.