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Agenda 02/28/2023 Item #16F 6 (An Exemption form Competitive Process to Visit Florida for membership fees and destination marketing programs)Proposed Agenda Changes Board of County Commissioners Meeting February 28, 2023 Move Item 16175 to Item 11D: *** This Item continued from the December 10, 2022 BCC Meeting.*** Recommendation to approve an increase of authorized expenditures through an exemption from the Competitive Process to JW Marriott Marco Island for tourism promotional expenses up to $85,000 per fiscal year for a five-year period and to make a finding that this expenditure promotes tourism, and that the exemption waiver is the best interest of the County. (Via separate requests of Commissioners Saunders, LoCastro, and McDaniel) Move Item 16F7 to Item 11E: Recommendation to approve Change Order No. 3 and Change Order No. 4 under Agreement No. 19-7650, Golden Gate Golf Course Redevelopment Project, providing for a time extension of 730 days and a realigning of task funding with a zero -dollar change and to approve payment of invoices for work associated with Change Orders No. 3 & No. 4, which was verbally staff directed prior to approval of those change orders. (Project No. 80412) (Via separate requests of Commissioners Saunders and LoCastro) Move Item 16F6 to Item 11F: *** This Item continued from the December 10, 2022 BCC Meeting. *** Recommendation to approve an increase of authorized expenditures through an Exemption from the Competitive Process to Visit Florida for membership fees and destination marketing programs up to $150,000 per fiscal year for a five-year period, to allow purchasing card use when the use of purchase order is not possible or practical, to make a finding that these expenditures promote tourism, and that the exemption waiver is in the best interest of the County. (Via separate requests of Commissioners McDaniel and LoCastro) Notes: Item 10D references 241h Avenue NW. That road is now known as Autumn Oaks Lane. TIME CERTAIN ITEMS: Items 10A to be heard at 9:30 AM: Discuss the request by Quiet Florida to reduce the noise pollution from illegal vehicle modifications. (Sponsored by Commissioner Saunders) Item 10B to be heard following 15B Staff Proiect Updates: Recommendation to review a draft Escrow Agreement from the Florida Department of Veterans' Affairs (FDVA) and Department of Financial Services (DFS) for the County to appropriate $30 million for the "State Veterans' Nursing Home" project using Infrastructure Sales Surtax Funding (Fund No. 318), convey property interest in the project site, and to approve and authorize the Chairman to execute the final version of the Escrow Agreement once received from the State. (Sponsored by Commissioner Saunders) 2/28/2023 11:53 AM 16.F.6 02/28/2023 EXECUTIVE SUMMARY Recommendation to approve an increase of authorized expenditures through an Exemption from the Competitive Process to Visit Florida for membership fees and destination marketing programs up to $150,000 per fiscal year for a five-year period, to allow purchasing card use when the use of purchase order is not possible or practical, to make a finding that these expenditures promote tourism, and that the exemption waiver is in the best interest of the County. OBJECTIVE: To obtain destination marketing services to promote Collier County as a preferred destination for group meetings, social events, sports activities, and vacations and bring more visitors which will increase the spending in Collier County. CONSIDERATIONS: Visit Florida is the official destination marketing organization for the State of Florida. Visit Florida is a not -for -profit public -private partnership created by the Florida Legislature in 1996 serving as the State's official source for travel planning. As a such, Visit Florida adheres to stringent guidelines for the proper stewardship of both public and private funding. They provide marketing programs, grants, co-op advertising and trade show registrations at a reduced cost to their partners. Collier County has been a member of Visit Florida for 20 years and as such has ongoing opportunities to participate in these exclusive marketing opportunities with Visit Florida. Visit Florida provides savings to its partners by facilitating participation in domestic and international travel trade and consumer shows, and by offering co-operative marketing campaigns which are created, planned and media placements are negotiated by Visit Florida. Staff is requesting that the Board approve expenditures, not to exceed $150,000 per fiscal year for a period of five years, to accommodate our ongoing participation in the additional marketing opportunities afforded to us. These opportunities will include, but are not limited to: Domestic and International Trade show participation Co-op advertising opportunities both domestic and International to include paid advertising, social media, digital media, outdoor advertising, and brochure distribution Tourism Industry educational conferences Membership fees On February 11, 2020, the Board approved an increase of the expenses to $125,000 per fiscal year for the prior exemption for Visit Florida (Item 16.F.3) for a three year period. The form for the exemption expired in September 30, 2022. In FY 2022, the County spent $72,122 under the exemption. The Tourism Division has obtained exemption approval for up to $50,000 for FY 2023 by Procurement Division in compliance with the Procurement Ordinance. The requested waiver is for the annual membership fee and trade show registrations, and other necessary fees to promote Collier County to potential visitors worldwide. The anticipated spend for Fiscal Year 2023 is between $125,000 to $150,000 based on pre-COVID spending (approximately $102,000 in FY 2019), recent price increases and travel growth. Pursuant to Section Eight, subsection One, of the Procurement Ordinance 2017-08, as amended, purchases from other government agencies or from a nonprofit organization authorized to do business in the State of Florida are an eligible category for exemption of the competitive process. Additionally, according to Procurement Ordinance 2017-08, as amended, registrations/dues/training (Section Eight, Packet Pg. 1250 16.F.6 02/28/2023 subsection Two) and advertising (Section Eight, subsection Four) are categories of procurements which may be eligible for an exemption to the competitive process based upon the determination of the County Manager or Procurement Services Director that approval of such an exemption waiver is in the best interest of the County. The required exemption form, approved by Procurement Services Division, is attached. Additionally, payments through purchase order are encouraged; however, there are instances where purchasing card use is needed to increase the speed for payment processing to ensure County participation (e.g., last minute events); therefore, staff would like to request to use purchasing cards for these types of expenditures when it is not possible or practical to use a purchase order. FISCAL IMPACT: Funding for these Visit Florida expenditures is included in the FY23 Tourism Division budget in Tourist Development Tax Supported Tourism Promotion Fund (184). Funding for FY24 - FY27 will be included in the annual Tourism Division marketing budget request. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this Executive Summary. ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended approval of this item (8-0) at the meeting on November 28, 2022. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for approval. - CMG RECOMMENDATION: To approve an increase of authorized expenditures through an Exemption from the Competitive Process to Visit Florida for membership fees and destination marketing programs up to $150,000 per fiscal year for a five-year period, to allow purchasing card use when the use of purchase order is not possible or practical, to make a finding that these expenditures promote tourism, and that the exemption waiver is in the best interest of the County.. Prepared by: Paul Beirnes, Executive Director, Naples, Marco Island, Everglades CVB ATTACHMENT(S) 1. FY23 Exemption Request - Visit Florida signed (PDF) 2. Visit Florida Business Case (DOCX) Packet Pg. 1251 16.F.6 02/28/2023 COLLIER COUNTY Board of County Commissioners Item Number: 16.17.6 Doe ID: 24240 Item Summary: *** This Item continued from the December 10, 2022 BCC Meeting. *** Recommendation to approve an increase of authorized expenditures through an Exemption from the Competitive Process to Visit Florida for membership fees and destination marketing programs up to $150,000 per fiscal year for a five-year period, to allow purchasing card use when the use of purchase order is not possible or practical, to make a finding that these expenditures promote tourism, and that the exemption waiver is in the best interest of the County. Meeting Date: 02/28/2023 Prepared by: Title: Sr. Operations Analyst — County Manager's Office Name: Geoffrey Willig 12/29/2022 12:30 PM Submitted by: Title: Division Director — Tourism Name: Paul Beirnes 12/29/2022 12:30 PM Approved By: Review: Procurement Services Geoffrey Willig County Attorney's Office Geoffrey Willig Procurement Services Geoffrey Willig Procurement Services Geoffrey Willig Procurement Services Geoffrey Willig Procurement Services Geoffrey Willig Tourism Paul Beirnes County Attorney's Office Geoffrey Willig Office of Management and Budget Geoffrey Willig Office of Management and Budget Geoffrey Willig Corporate Compliance and Continuous Improvement Procurement Services County Attorney's Office County Manager's Office Board of County Commissioners Level 1 Purchasing Gatekeeper Level 2 Attorney Review Additional Reviewer Additional Reviewer Additional Reviewer Additional Reviewer Additional Reviewer Level 3 County Attorney's Office Review Additional Reviewer Level 3 OMB Gatekeeper Review Megan Gaillard Sandra Herrera Procurement Review Colleen Greene Additional County Attorney Review Dan Rodriguez Level 4 County Manager Review Geoffrey Willig Meeting Pending Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Completed 02/21/2023 1:54 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Skipped 12/29/2022 12:27 PM Additional Reviewer Completed 02/21/2023 1:54 PM Completed 02/21/2023 4:36 PM Completed 02/22/2023 1:17 PM Completed 02/22/2023 2:58 PM 02/28/2023 9:00 AM Packet Pg. 1252 16.F.6.a CoVev County Exemptions from the Competitive Process Instructions The following procurement categories may be eligible for exemption from the competitive process based upon the determination of the County manager or Designee that approval of such an exemption is in the best interest of the County. Purchases greater than $50,000 will require final approval by the Board of County Commissioners. Requester Name: Lisa Chamberlain Vendor Name: Visit Florida Division: Tourism Item / service: Registrations, Dues, Advertising, PR Budget Year: FY23-FY27 Not to Exceed Amount, 150,000 Fiscal Year One time urchase: p ❑ Multi le urchases: ✓ p p ❑ Requested FY23 - FY27 Is there associated agreement ❑ ❑ with this Yes No ✓ date range: Exemption? ExemLion? ❑✓ 1. Government Agency/Non- ❑✓ 2. Registrations/dues/ ❑ 3. Subscriptions/periodicals/ ❑ 4. Advertisements Profit training printed materials 05. Utility services — subject ❑ 6. Education/academic ❑ 7. Legal services ❑ 8. Purchases required by to government control programs/trainers, speakers grants/gifts ❑9.Compatibility/proprietary ❑ 10. Shop estimates on ❑11. Personnel/recruitment ❑ 12. Works of art for public with current systems disassembled equipment services display ❑ 13. Direct purchases ❑14. Financial instruments ❑15. Entertainment services ❑ 16. Management studies as for County sponsored events directed by County Manager 717. Resolution/BCC direction (Indicate resolution number and approval date): Description of Purchase: Enter a description of the item(s) items that will be purchased under this exemption. Membership fees, registrations for trade shows, conferences and other promotional events, brochure distribution, and advertising, promotion, public relations opportunities developed by Visit Florida for cooperative use by Visit Florida partners Purpose: Describe in detail, the purpose of the requested item(s). Visit Florida is the official destination marketing organization for the State of Florida. They provide marketing programs, grants, co-op advertising and trade show registrations at a reduced cost to their partners. The overall purpose of these expenditures is to promote Collier County as the preferred destination for group meetings, special events, sports activities, and vacations with an overall goal of bringing more visitors and spending to Collier County businesses which brings in more tax revenue. (see attached business case for further detail) Requester: Lisa B. Chamberlain Signature: ChamberlainLisa Chamlberlai��tlay Date: Date: 2023.02.17 11:43:33-05'00' Division Director: Paul Beirnes Digitally signed by BeirnesPaul Signature: BeirnesPaul Date. 2023.02.1711:48*32 Date: -05'00' Procurement Strategist: Matthew Catoe sign2by 1 Catoem tthew' Signature: CatoeMattheWDate 20Digitally 706- 5'00 Date: Procurement Director: Or designee Sandra Herrera Signature: Digitally signed byHerreraSandra g HerreraSandra Date 2023.02.21 11:29:44 -05'00' Date: For Procurement Use Only: ❑One time approval ❑One year approval RIMulti-Year Approval: Start 2/21/2023 End 9/30/2027 Revised 06/17/2021 Packet Pg. 1253 1 6.F.6.b Business Case Visit Florida Visit Florida is the official destination marketing organization for the State of Florida. Visit Florida is a not -for -profit public -private partnership created by the Florida Legislature in 1996 serving as the State's official source for travel planning. As a such, Visit Florida adheres to stringent guidelines for the proper stewardship of both public and private funding. They provide marketing programs, grants, co-op advertising and trade show registrations at a reduced cost to their partners. Collier County has been a partner of Visit Florida for over 20 years. The cost of the annual membership for Collier County is $18,500 for 2022-2023 year and provides exclusive access to marketing opportunities with Visit Florida. Examples of such opportunities are: - Brochures —placement of brochures at the Welcome Centers managed by Visit Florida, discounted rates for brochure distribution - Space in tradeshows and sales mission opportunities at discounted rates - Discounted registration for Visit Florida organized events - Ads in marketing efforts - Website ads on the Visit Florida website - Co-op marketing campaigns (US/Canada/ Europe/Latin America) - Promotion - Ad Campaign Integration - Public Relations leads (Radio, Magazine, Newspaper, Web) Visit Florida organizes multiple events — trade shows, promotions, etc, in US and internationally throughout the year. The Collier County Tourism Division Convention and Visitor Bureau (CVB) has the opportunity to participate in these events and marketing opportunities at a reduced cost as one of the Visit Florida partners. The participation in these events provides for marketing opportunities which in turn brings more visitors to Collier County. Visit Florida provides savings to its partners by facilitating participation in domestic and international travel trade and consumer shows, and by offering co-operative marketing campaigns which are created, planned and media placements are negotiated by Visit Florida. The requested waiver is for the annual membership fee and trade show registrations, advertising and other necessary fees to promote Collier County to potential visitors worldwide all of which fall in the Exemption categories specified by the Procurement Ordinance 2017-08, as amended, Section Eight, subsection One, Two and Four. On February 11, 2020, the Board approved an increase of the expenses to $125,000 per fiscal year for the prior exemption for Visit Florida (Item 16.17.3) for a three year period. The form for the exemption expired in September 30, 2022. In FY 2022, the County spent $72,122 under the exemption. The Tourism Division has obtained exemption approval for up to $50,000 for FY 2023 by Procurement Division in compliance with the Procurement Ordinance. The anticipated spend for Fiscal Year 2023 is between $125,000 to Packet Pg. 1254 1 6.F.6.b $150,000 based on pre-COVID spending, (approximately $102,000 in FY 2019) recent price increases and travel growth. The overall purpose of these expenditures is to promote Collier County as the preferred destination for vacations with an overall goal of bringing more visitors and spending to Collier County businesses which brings in more tax revenue. It is necessary to provide Visit Florida the exemption because they are the official destination marketing organization for the State of Florida. There is no other entity in Florida that offers such wide range of marketing services and media buying power. It is in the County's best interest to waive the competitive process. The overall purpose of these expenditures is to promote Collier County as the preferred destination for group meetings, special events, sports activities, and vacations with an overall goal of bringing more visitors and spending to Collier County businesses which brings in more tax revenue. Packet Pg. 1255