Agenda 06/14/2011 Item #16F1
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6/14/2011 Item 16.F.1.
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign an addendum to
Contract # 10-5440 for enhancements to Book Direct Hotel Booking Service with Jack
Rabbit Systems for an annual expenditure of $18,250 for a total three year agreement
cost of $60,065.
OBJECTIVE: Approve addendum to service agreement with Jack Rabbit Systems for
enhancements to the hotel booking system on the Convention & Visitors Bureau (CV8)
website managed by the Tourism Department.
CONSIDERATIONS: The Tourism Department researched options for a hotel booking system
for their website www.paradisecoast.comin 2010. The company designated as a sole source
provider for those services was Jack Rabbit Systems for its Book Direct program. This is the
only system found to have no cost to the hotel for consumers booking rooms. The CVB covers
the annual maintenance cost for the service. The convenience of booking a hotel using a direct
link on the CVB's website has proven to be a very successful service. Since the inception of
the Book Direct program, the CVB has been able to track an average of 2,500 booking
inquiries per month for Collier hotels.
Jack Rabbit Systems has now offered two enhancements to the existing hotel booking system
that will be very beneficial to the traveling public. These enhancements include a mobile
booking system and a Facebook interface. The combined annual cost of these two
enhancements is $8,280 for year one (prorated for 10 months) and $9,935 for year two. The
original cost of the Book Direct system was $18,600 for the first year including a $3,500 setup
cost and $11,625 annually for the subsequent two years. This makes the total cost over three
years of the agreement to be $60,065 for the base booking service and the two new
enhancements.
FISCAL IMPACT: The funding for this service agreement is in the approved tourism
department budget under Contractual Services in Tourism Promotion Fund 184.
GROWTH MANAGEMENT IMPACT: There is no Growth Management Plan impact from this
action.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney's Office,
requires majority vote, and is legally sufficient for Board action. - CMG
RECOMMENDATION: That the Board of County Commissioners approves and authorizes the
Chairman to sign an addendum to Contract # 10-5440 for enhancements to Book Direct Hotel
Booking Service with Jack Rabbit Systems for an annual expenditure $18,250 for a total three
year agreement cost of $60,065.
SUBMITTED BY: Jack Wert, Tourism Director
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6/14/2011 Item 16.F.1.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.1.
Item Summary: Recommendation to approve and authorize the Chairman to sign an
addendum to Contract # 10-5440 for enhancements to Book Direct Hotel Booking Service with
Jack Rabbit Systems for an annual expenditure of $18,250 for a total three year agreement cost
of $60,065.
Meeting Date: 6/14/2011
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator,Tourism
5/26/2011 10:57:53 AM
Submitted by
Title: Director - Tourism, Tourism
Name: WertJack
5/26/2011 10:57:54 AM
Approved By
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 5/26/20112:45:17 PM
Name: WertJack
Title: Director - Tourism,Tourism
Date: 5/26/2011 3:37:21 PM
Name: CamellSteve
Title: Director - Purchasing/General Services,Purchasing
Date: 5/27/2011 6:24:16 AM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 5/27/2011 8:38:28 AM
Packet Page -1858-
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6/14/2011 Item 16.F.1.
Name: KlatzkowJeff
Title: County Attorney,
Date: 5/27/2011 11 :51 :37 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 6/6/2011 10:14:57 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 6/6/2011 10:54:51 AM
PacketPage-18S9-
6/14/2011 Item 16.F.1.
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JaCkRabbit ~
www.jackrabbirsys-rems.com
Host Website Lease Letter of Agreement
1. JackRabbit Systems (JACKRABBIT) provides the BookDirect⢠lodging search/availability engine
(BOOKDIRECT) that generates qualified clicks to member lodging facilities.
2. Naples, Marco Island, Everglades Convention & Visitors Bureau, a division of Collier County Board of County
Commissioners (HOST) maintains a high-traffic website, W\I\IW.paradisecoast.com (HOST WEBSITE). HOST
assigns the following as the technical contact responsible for implementing BOOKDIRECT on HOST WEB SITE:
Name Debi DeBenedetto
Phone 239-252-2379 Email debide@colliergov.net
(Technical Contact)
3. HOST agrees to embed BOOKDIRECT into HOST WEBS1TE under the following Terms & Conditions:
a. JACKRABBIT shall brandldesign BOOKDIRECT to match HOST WEBSITE.
b. JACKRABBIT shall receive design approval from HOST before providing code for HOST to embed
BOOKD1RECT on HOST WEBS1TE.
c. HOST shall embed BOOKDIRECT on HOST WEBSITE home page, accommodation/lodging page(s),
and any other page(s) agreed upon by JACKRABBIT and HOST.
d. HOST will send out sign-up form or receipt of acknowledgment to independent lodging properties (non-
chain) to acknowledge in writing that JACKRABBIT will index their reservation system to display
availability and rate information on HOST WEBSITE. * All major chain lodging properties have already
signed a corporate agreement with JACKRABBIT giving permission to index their reservation system.
e. HOST shall pay a wholesale leasing fee of the BOOKDIRECT technology in the amount of $18,600
($1,550 per month) per year to JACKRABBIT. A 25% discount* for the term will apply with a three year
agreement. Payment of the annual lease of $18,600 in the first year is due upon receipt of a valid
invoice and in accordance with Chapter 218, Florida Statutes, also known as the "Local Government
Prompt Payment Act". The second and third payment installments of $11,625 will be payable at the
beginning of each new year. Payment will be made to JACKRABBIT in accordance with Chapter 218,
Florida Statutes, also known as the Local Government Prompt Payment Act. *The 25% discount is
calculated on all three years; however the discount for all three years is reflected in the second and
third year with a total savings of $13,950 over the three years.
f. HOST shall pay a setup fee of the BOOKDIRECT technology in the amount of $3,500. Payment will be
made to JACKRABBIT 30 days of signed Agreement date upon receipt of a valid invoice and in
accordance with Chapter 218, Florida Statutes, also known as the "Local Govemment Prompt Payment
Act".
g. JACKRABBIT shall provide HOST with online access to reports that summarize the performance of
BOOKDIRECT by vendor category.
h. JACKRABBIT shall own the data collected on the HOST WEBSITE. (Data is defined as; clicks,
conversions, and originating path information, all of which are gathered for BookDirect Reports).
i. HOST shall refrain from entering into any additional agreements, and/or setting up any other services
that would compete with BOOKDIRECT.
j. In the event that the HOST determines they would like to add additional BookDirect components to the
HOST site (hotel specials and evenUattraction tickets) an addendum to this agreement with the leasing
fees for those components will be added.
k. HOST shall maintain confidentiality for a period of five (5) years from the date of disclosure of any
formulae, techniques, computer programs, devices, methods, know-how andlor business data relating
to the BOOKDIRECT software, subject to Chapter 119, Florida Statutes, also known as the Public
Records Law.
I. The initial term of this agreement shall be commencing on the date this agreement is signed for the
period of three (3) years.
466 W. San Francisco St. Santa Fe, NM 87501 I tel 505-982-2233 I fax 888-867-4582
www.jackrabbitsystems.comlinfo@jackrabbitsystems.com
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Packet Page -1860-
6/14/2011 Item 16.F.1.
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Guiding Travef/iirs Straight To Hotels
JackRabbit 9a..
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m.Either party shall have the right to terminate this contract if the other party breaches or fails to perform
,any of its material obligations hereunder which breach or failure has not been cured within thirty (30)
. days after receipt of written notice of such breach from the non-breaching party.
n, Disclaimer of Warranty: Except as otherwise specifically set forth herein, JACKRABBIT makes non-
i representation or warranty, express or implied, concerning BOOKDIRECT or the software, including all
,implied warranties of merchantability fitness for any particular purpose, title and non-infringement. All
'other warranties being expressly disclaimed by JACKRABBIT and waived by the Host.
o. INDEMNIFICATION: To the maximum extent permitted by Florida law, the Vendor (JACKRABBIT
SYSTEMS) and HOST shall mutually indemnify and hold harmless, its officers its officers and
! employees from any and all liabilities, damages, losses and costs, including, but not limited to,
! reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness,
i or internally wrongful conduct of the Vendor of anyone employed or utilized by the Vendor in the
: performance of this Agreement. This indemnification obligation shall not be construed to negate,
: abridge or reduce any other rights or remedies which otherwise may be available to an indemnified
! party or person described in this paragraph. This section does not pertain to any incident arising from
,the sole negligence of Collier County.
I
The undersIgned is authorized to contract for the above-stated company and agrees to and is familiar with the full
Terms & Conditions stated on this Agreement.
Host: Co~lier County Board of County Commissioners
Signature
For JackRabbit:
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Jire~tor of CalBS pres'. dOli, T
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Name
Name Stephen Y Carnell
Title! General Services Director
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Contact 'Information:
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Naples, Marco Island and the
Everglad~s CVB
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Debi De~enedetto
2800 N. Horseshoe Dr.
Naples, FL 34104
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debide(ci)collieraov.net
239-252-2379
239-252-2404
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cG!le~rfGreene,
Assistant pounty Attorney
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Packet Page -1861- .
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. [83 Contract Change Request
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/!J~t-6/1~rj~1; Item 16.F.1.
Purchasing Department
Change Modification Form
o Work Order Modification
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Project #:
POIWork Order
#:4500122670
Department: Tourism
Project Name: Hotel Booking Service
Contract #10-5440 Mod#: 1
Contractor/Finn Name: Jack Rabbit
S stems
Original ContractlWork Order Amount ~~~"~~~~fa5Ii.~ ;1~~:~~~~~f~1at Original BCC Approval Date; Agenda Item #
Current BCC Approved Amount ~~~fl~~i~~:~~r.~,~u~1 J~i~~~~iifr.~fflijl Last BCC Approval Date; Agenda Item #
Current ContractNVork Order Amount i~~!~~%'~~I~1Jf:a~~
Dollar Amount of this Change ~~f~=B~~-SlmQy 43.52% Total Change from Original Amount
Revised New ContractIWork Order Total I $60,065.001 #DIV/OI Change from Current BCC Approved Amount
Cumulative Chanoes I $18,215.00 I 43.52% Change from Current Amount
Original notice to proceed
completion date: nla
Number of days added (if
extension, must attach current
insurance certificate(s) from SAP
or obtain from vendor:
Add new task(s)
Revised completion date (includes this
ongoing change): 2/21/13
Explain why additional days are needed (detailed/specific):
D Change task(s)
Delete task(s)
Other (specify):
1. Provide a detailed and specific explanation of the requested change(s) to the task{s): Enhancements to the Book
Direct hotel booking system to include a mobile booking system and Facebook interface to existing hotel booking
system.
2. Provide detailed rationale for the requested change: This change is necessary to implement mobile hotel booking
capability. to allow the traveling public to book hotel reservations via mobile devices.
3. Provide explanation why change was not anticipated in original scope of work: The aforementioned
enhancements were not available for implementation at commencement of agreement.
4. Describe the impact if this change is not processed: If these enhancements are not implemented, it would inhibit
our ability to effectively market our destination to the large segment of the traveling public that utilize mobile devices and
social media to book hotel accommodations.
l!iR~~fj~~~~g~!.iiiJ!~~c~~,"
2. Unforeseen conditions/circumstance
5. Value added
~~y~{~i!!fi9~i~~i(~~~Ett1I\;
Revised: 4/6111
1
PacketPag~-1862-
A roved b : 'c::!l <e/cW'~~
Name and Title: Jack Wert, Tourism Director
Reviewed by: '
Purchasing Profes~ional's Name:
Packet Page -1863-
Date: Sf. 6/14/2011 Item 16.F.1.
Date: ~-
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Revised: 416/11
2
6/14/2011 Item 16.F.1.
.."a,IlER
. Guiding Travelers Slraight To Hotel.
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JaCkRabbit ~
www.)ackrabbirsysrems.com
Addendum to BookDirectâ˘
Host Website Lease Letter of Agreement (executed 3/9/2010)
JackRabbit Systems (JACKRABBIT) provides the BOOKDIRECTiU Mobile engine (BOOKDIRECT MOBILE) and
the BookDirect Facebook application (BOOKDIRECT FACEBOOK) that generates qualified clicks to member
lodging facilities.
Naples. Marco Island and the Everglades Convention and Visitors Bureau, a division of the Collier County Board of
County Commissioners (HOST) maintains a high-traffic website, paradisecoast.com (HOST WEBSITE) and
Facebook Profile Pages (HOST FACEBOOK) and HOST assigns the following as the technical contact responsible
for implementing BOOKDIRECT MOBILE on HOST WEBSITE and BOOKDIRECT FACEBOOK on HOST
FACEBOOK:
HOST agrees to embed BOOKDIREeT MOBILE into HOST WEBSITE and BOOKDIRECT FACEBOOK into HOST
FACEBOOK under the following Terms & Conditions: '
a. JACKRABBIT shall brand/design BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK to match
HOST WEBSITE.
b. JACKRABBIT shall receive design approval from HOST before providing code for HOST to embed
BOOKDIRECT MOBILE and BOOKDIRECT FACE BOOK on HOST WEB SITE and HOST FACEBOOK.
c. HOST shall embed BOOKDIRECT MOBILE Search Widget on HOST WEBSITE home page,
accommodationllodging page(s), and any other page(s) agreed upon by JACKRABBIT and HOST.
d. HOST shall embed BOOKDRIECT FACEBOOK on the HOST FACEBOOK fan page.
e. HOST shall pay a lease fee for the BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK
technology in the amount of $9,935 annually to JACKRABBIT. Payment of the first year 10 month pro-
rated lease of $8,280 (June 1, 2011 - March 31, 2012) is due upon receipt of a valid invoice and in
accordance with Chapter 218, Florida Statutes, also known as the "Local Government Prompt Payment
Acr. Second year lease of $9.935 is due upon receipt of a valid invoice and in accordance with
Chapter 218, Florida Statutes, also known as the aLocal Government Prompt Payment Act".
f. HOST shall pay a setup fee for the BOOKDIRECT MOBILE and BOOKOIRECT FACEBOOK
technology in the amount of $0 (waived). Payment will be made to JACKRABBIT within 30 days of '
signed Agreement date.
g. JACKRABBIT shall provide HOST with access to online reports that summarize the number of
searches and referrals from visitors utilizing BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK
on HOST WEBSITE. Reports will categorize the core lodging engine, mobile. and Facebook activity
separately.
h. HOST shall be responsible for notifying JACKRABBIT if a travel service provider that is listed in the
BOOKDIRECT MOBILE AND BOOKDIRECT FACEBOOK results on the HOST WEBSITE and HOST
FACEBOOK has any change in its information including, but not limited to: a change in brand. text
description, name. amenities, reservation engine provider, Dr business status. JACKRABBIT will
update the information within 30 days of notification by HOST.
i. JACKRABBIT shall own the data collected from the HOST WEBSITE specific to BOOKDIRECT
MOBILE and BOOKDIRECT FACEBOOK which are gathered for reports. (Data is defined as; clicks,
conversions, and originating path information, all of which are gathered for BookDirect Reports).
j. HOST shall refrain from entering into any additional agreements. and/or setting up any other services
that would compete with BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK.
k. HOST shall maintain confidentiality for a period of five (5) years from the date of disclosure of any
formulae, techniques, computer programs, devices, methods, know-how and/or business data relating
to the BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK software, subject to Chapter 119,
Florida StaMes, also known as the Public Records Law.
I. A second year term lease fee will be locked at $9,935.
466 W. San Francisco St. Santa Fe, NM 875Q1 I teI505-982-2233 I fax 888-867-4582
www.jeckrabbitsystems.comlinfo@jackrabbitsystems.com
Packet Page -1864-
Page 1 of 3
6/14/2011 Item 16.F.1.
.;.11.-':
BODBDIRECl
Guiding Travelers Slroighl To Halel,
JackRabbit ~
www.ja.~i:r!1bbifsysrems.com
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.;
m. j Disclaimer of Warranty: Except as otherwise specifically set forth herein, JACKRABBIT makes non-
i representation or warranty, express or implied, concerning BOOKDIRECT MOBILE and BOOKDIRECT
i FACEBOOK or the software, including all implied warranties of merchantability fitness for any particular
; purpose, title and non-infringement. All other warranties being expressly disclaimed by JACKRABBIT
i and waived by the Host.
n. ,BOOKDIRECT MOBILE and BOOKDIRECT FACEBOOK may contain links that allow the public to
; access third-party websites that are not under the control of JACKRABBIT (Le. lodging property
!websites). These third-party links are only provided as a convenience and JACKRABBIT does not
endorse any of these sites. Access and use of such websites are at Host's risk. JACKRABBIT
. assumes no responsibility or liability for any access or use thereof or of any material that may be
'accessed on third-party websites reached through BOOKDIRECT MOBILE and BOOKDIRECT
iFACEBOOK, nor does JACKRABBIT make any representation regarding the quality of any product or
i service contained at any third-party website or the security of any such website. This section does not
pertain to any incident arising from the sole negligence of Collier County.
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o. INDEMNIFICATION: To the maximum extent pem1itted by Florida law, the Vendor (JACKRABBIT
:SYSTEMS) and HOST shall mutually indemnify and hold harmless, its officers its officers and
iemployees from any and all liabilities, damages, losses and costs, including, but not limited to,
Ireasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, recklessness,
lor internally wrongful conduct of the Vendor of anyone employed or utilized by the Vendor in the
iperformance of this Agreement. This indemnification obligation shall not be construed to negate, '
:abridge or reduce any other rights or remedies which otherwise may be available to an indemnified
!party or person described in this paragraph. This section does not pertain to any incident arising from
;the sole negligence of Collier County.
!The undersigned is authorized to contract for the above-stated company and agrees to and is familiar
[with the full Terms & Conditions stated on this Agreement.
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Host: CoWer County Board of County Commissioners
For JackRabbit:
Title
Fred W. Coyle
Chairman of the Board of County
r-n"..,rniec:innQr~
Name
Andrew Van Luchene
Name'
Title
President
Signature
Signature
Date
Date
ATTEST:
Dwight E. Brock, Clerk of Courts
By:
Dated:
(SEAL)
,
Approveq as to form and
@:u:~~cncy:
'- I~~unty Atto~ey
c.ot.leb1 M. Erreet'lL
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466 W. San Francisco St. Santa Fe. NM 87501 i tel 505-982-2233 ! fax 888-867-4582
v..'WWjackrabbjtsysl"'m~ f'nm I infn""b.-kr<>l-:lbitsystems.com
Packet Page -1865-
Page 2 of 3
6/14/2011 Item 16.F.1.
. !!!!l~!'!!!-
JaCkRabbit~
wv.'W.jackrabbitsystems.com
Contact Information:
DebiDeBenedetto
debide@colIieroov.net
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.
466 W. San Francisco St Santa Fe, NM 87501 I tel 505-982-2233 I fax 888-867-4582
www.jackrabbitsystems.comlinfo@jackrabbitsystems.com
Packet Page -1866-
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