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Agenda 01/22/2019 Item #16F401/22/2019 EXECUTIVE SUMMARY Recommendation to extend a single source waiver and approve $125,000 in expenditures with Visit Florida for the balance of FY19 for destination marketing programs and make a finding that this expenditure promotes tourism. OBJECTIVE: Approval of funding up to $125,000 to Visit Florida to provide destination marketing services to the Tourism Division. CONSIDERATIONS: Visit Florida is the official destination marketing organization for the State of Florida. They provide single source marketing programs, grants, co-op advertising and trade show registrations at a reduced cost to their partners. The Tourism Division is a member of Visit Florida and has ongoing opportunities to participate in these exclusive marketing opportunities with Visit Florida. The Tourism Division has had a Board approved single source waiver in place since October 1, 2018 and has participated in numerous Visit Florida programs since that date. The Division is now requesting that the Board extend that single source waiver through FY 2019 and approve an increase of expenditures arising from Visit Florida by $125,000 to accommodate the County’s ongoing participation in the additional marketing opportunities available through September 30, 2019. Those opportunities will include, but are not limited to: Domestic and International Trade show participation and educational conferences Co-op advertising opportunities both domestic and International to include paid advertising, social media, digital media, outdoor advertising and brochure distribution Familiarization trips by journalists, tour operators and meeting planners Membership fees for next fiscal year FISCAL IMPACT: Funding for these Visit Florida marketing programs are included in the Tourism Division FY19 approved budget in Fund 184. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this Executive Summary. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. -SRT ADVISORY BOARD ACTION: Marketing expenditures for FY19 were recommended for BCC approval by the TDC as part of the 2019 Marketing Plan and Tourism Division budget on September 24, 2018. RECOMMENDATION: To extend a single source waiver and approve $125,000 in expenditures with Visit Florida for the balance of FY19 for destination marketing programs and make a finding that this expenditure promotes tourism. Prepared by: Jack Wert, Tourism Director ATTACHMENT(S) 1. FY19 Waiver Request 104 - Visit Florida (Board Approval) (PDF) 16.F.4 Packet Pg. 1153 01/22/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.4 Doc ID: 7749 Item Summary: Recommendation to extend a single source waiver and approve $125,000 in expenditures with Visit Florida for the balance of FY19 for destination market ing programs and make a finding that this expenditure promotes tourism. Meeting Date: 01/22/2019 Prepared by: Title: Tourist Development Tax Coordinator – Tourism Name: Kelly Green 01/10/2019 11:42 AM Submitted by: Title: Division Director – Tourism Name: Jack Wert 01/10/2019 11:42 AM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 01/10/2019 12:27 PM Tourism Ed Caum Deputy Director Review Completed 01/10/2019 4:03 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 01/11/2019 8:21 AM Procurement Services Ted Coyman Additional Reviewer Completed 01/11/2019 12:15 PM Procurement Services Sara Schneeberger Additional Reviewer Completed 01/14/2019 11:19 AM Tourism Jack Wert Director Review Completed 01/14/2019 12:08 PM County Manager's Office Sean Callahan Executive Director- Corp Business Ops Completed 01/14/2019 12:14 PM County Attorney's Office Scott Teach Additional Reviewer Completed 01/14/2019 1:08 PM County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 01/15/2019 11:29 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 01/15/2019 11:38 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 01/15/2019 11:42 AM Budget and Management Office Ed Finn Additional Reviewer Completed 01/15/2019 1:18 PM County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 01/15/2019 1:39 PM Board of County Commissioners MaryJo Brock Meeting Pending 01/22/2019 9:00 AM 16.F.4 Packet Pg. 1154 Instructions Collier County Waiver Request Form Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.) must be submitted to the division’s Procurement Strategist for any procurement, without competition, in excess of $3,000. Waiver requests greater than $50,000 will require approval by the Board of County Commissioners. Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based on having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability. Single source refers to a procurement directed to one source because of standardization, warranty,geographic territory, or other factors, even though other competitive sources may be available. Requester Name:Division: Item/Service:Vendor Name: Fiscal Year:Requested date range: ______________ 1RWWR([FHHG $PRXQWper Fiscal Year: Is there an agreement associated with this Yes †No † Waiver? Sole Source:†Single Source:†One Time Purchase:†Multiple Purchases:† Description of Purchase: Enter a description of the item(s) items that will be purchased under this waiver. Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations. How was the decision made to use this vendor?Describe in detail if a formal standardization process was performed via Procurementorifthereisahistoricalprecedenceestablishedfortheuseoftheproduct,pleaseexplainpurchaseandusehistory and the current level of County investment in the product. What is the cost/benefit of using, or continuing to use, this vendor for this product(s)?Describe savings or benefit of staying with this firm and the additional cost or down side of switching to another provider. Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the technology or vendor offerings have changed? When will your next evaluation be performed? Citing the definitions provided at the top of this form, why is this either a Sole Source or a Single Source? If a sole source please provide a letter from the manufacturer indicating so, or indicating a controlled distribution to only one authorized source. If a Single Source please elaborate and justify. Tina Moon Tourism Registration, Advertising & PR Visit Florida 2019 10/1/2018-9/30/2019 125,000.00 ■■ Visit Florida is a single tourism industry source of services for numerous consumer, meeting planner events, domestic and International trade shows, Public Relations conferences and trade shows, tourism industry educational conferences. To be a Visit Florida partner, we pay an annual membership fee to be eligible to take part in all of these activities at reduced prices. We register with Visit Florida to attend numerous trade and consumer shows because Visit Florida negotiates and buys down the cost for us to participate. We would pay more for these expenditures if we attempted to attend these shows without the help of Visit Florida's buying power. Visit Florida is The Official Florida Legislature designated tourism marketing organization for Florida and is the single source for participating in numerous tourism industry events including registrations, memberships and advertising opportunities. We cannot obtain these services from any other source at the reduced costs Visit Florida offers us. We pay a much lower cost for the trade and consumer shows we attend with Visit Florida. They offer co-op advertising opportunities at rates we could not obtain on our own, we get legislative updates and assistance from their staff and we get assistance during crisis situations from their staff. There is no other official marketing organization for the state of Florida. Visit Florida is the only entity that offers the services and cost saving benefits listed above. Visit Florida is a single source of the tourism marketing opportunities listed above due to their designation by the Florida Legislature as the State of Florida's official destination marketing organization. There is no other entity in Florida that offers this wide range of marketing services and we save a great deal of money by participating with them in the many marketing opportunities indicated above. Their media buying power is tremendous because of the thousands of tourism businesses they represent in Florida. ■ 16.F.4.a Packet Pg. 1155 Attachment: FY19 Waiver Request 104 - Visit Florida (Board Approval) (7749 : Visit Florida Waiver Request) Date of BCC standardization(if applicable):BCCItemnumber: It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulentlyspecifying sole source. Florida Statute 838.22(2). Requested by:Signature:Date: Division Director:Signature:Date: Procurement Strategist:Signature:Date: Procurement Director:or designee Signature:Date: For Procurement Use Only: &XUUHQW)<BBBB Approval:†Multi-Year Approval:†Start End Tina Moon 9/14/2018 Jack Wert 9/14/18 Sara Schneeberger Catherine Bigelow ■ MoonTina Digitally signed by MoonTina Date: 2018.09.14 11:44:17 -04'00' Jack Wert Digitally signed by Jack Wert Date: 2018.09.14 17:57:27 -04'00' SchneebergerSara Digitally signed by SchneebergerSara DN: dc=net, dc=colliergov, dc=bcc, ou=Divisions, ou=ASD, ou=ASD Purchasing, ou=Purchasing User Accounts, cn=SchneebergerSara, email=Sara.Schneeberger@colliercountyfl.gov Date: 2019.01.09 11:38:21 -05'00' Cat Bigelow Digitally signed by Cat Bigelow DN: cn=Cat Bigelow, o=Collier County Government, ou=Procurement Services, email=catherinebigelow@colliergov.net, c=US Date: 2019.01.09 12:00:10 -05'00' 19 16.F.4.a Packet Pg. 1156 Attachment: FY19 Waiver Request 104 - Visit Florida (Board Approval) (7749 : Visit Florida Waiver Request)