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Agenda 01/28/2025 Item #16E 2 (Administrative report prepared by the Procurement Services Division for various County Divisions’ after-the-fact purchases requiring Board approval)1/28/2025 Item # 16.E.2 ID# 2024-2377 Executive Summary Recommendation to approve the administrative report prepared by the Procurement Services Division for various County Divisions’ after-the-fact purchases requiring Board approval in accordance with Procurement Ordinance 2017-08, as amended, and the Procurement Manual, in the amount of $49,613.51. OBJECTIVE: To promote accountability and provide transparency to the public and gain the Board’s approval/ratification for various procurement-related transactions that were not in compliance with contract terms or procurement policies. CONSIDERATIONS: In accordance with Section Twenty-One (Unauthorized Purchases) of Procurement Ordinance 2017-08, as amended, all purchases shall be consistent and in compliance with the Procurement Ordinance. Purchases made contrary to this ordinance are not binding on the County. In accordance with the Procurement Manual, those purchases made not in conformance with the ordinance, policy, procedure, or contract terms require an After-the-Fact form reported to the County Manager and the Board. Staff acknowledges the errors made in this process and takes full responsibility for the oversight. These mistakes, while unintentional, do not reflect a lack of accountability. Measures have been implemented to ensure such errors are not repeated in the future, reinforcing our commitment to compliance and due diligence. Employees and supervisory staff administering the subject contract or procurement are subject to counseling, training, supervisory log, and other corrective measures up to and including progressive discipline as dictated by the circumstances. Staff is requesting that the Board accept this administrative report approving the After-the-Fact memos from various divisions and authorize the timely payment of outstanding invoices. This administrative report includes the following for Board approval: 1. After-the-Fact Submission – Priority Marketing of Southwest Florida Inc. The Community & Human Services Division is submitting this After-the-Fact request for radio advertising services provided to the County by Priority Marketing of Southwest Florida Inc. under Purchase Order #4500232788. This purchase order was initially issued using the Quick Quote procurement method for marketing services related to the 9/11 Day of Service, totaling $25,270. The additional services requested by Staff should have been quoted using the same Quick Quote method, with a new purchase order issued prior to the vendor providing the services. The amount for approval is $12,495, with the funds available in Fund 1835-138705. 2. After-the-Fact Submission – Urlaubstracker GmbH The Tourism Division is submitting this After-the-Fact request for advertising and promotional services completed by Urlaubstracker GmbH from June 3, 2024, to September 12, 2024. These promotional services commenced prior to the renewal and issuance of the Exemption from Competition, which was approved on June 27, 2024, and the creation of Purchase Order #4500232224, on July 27, 2024. The total amount for approval is $5,000, with funds available in Fund 1101-101543. 3. After-the-Fact Submission – Marco Island Marriott Beach Resort Golf Club & Spa The Tourism Division is submitting this After-the-Fact request for the annual Southern Wholesalers Association convention held at the Marco Island Marriott Beach Resort Golf Club & Spa from June 20, 2024, to June 24, 2024. Planning and discussion for this event began in 2022, and Purchase Order #4500228017 was issued using an approved Exemption from Competition valid until February 28, 2024. The Division requested a renewal of the Exemption from Competition, which was approved on July 24, 2024, after the event had concluded. The total amount for approval is $10,000, with funds available in Fund 1101-101543. 4. After-the-Fact Submission – MTCH Ltd The Tourism Division is submitting this After-the-Fact request for advertising and promotional services provided by Page 1939 of 3681 1/28/2025 Item # 16.E.2 ID# 2024-2377 MTCH Ltd in August 2024. During an initial discussion with the international tourism representative, County staff understood that the invoice would be split among the four (4) partners, each contributing $3,008.75, as outlined in the Exemption from Competition used for Purchase Order #4500232453. However, upon receiving the invoice, staff realized the total amount had been divided into three (3) parts instead. Clarification from the tourism representative confirmed the initial error. A request to increase the Exemption from Competition was subsequently approved, and the PO total was adjusted accordingly. The total amount for approval is $4,012, with funds available in Fund 1101-101543. 5. After-the-Fact Submission – Active Network LLC, d/b/a Global Payment The Parks & Recreation Division is submitting this After-the-Fact request for equipment purchased from Active Network LLC, d/b/a Global Payment, in February 2021. The items were ordered and delivered, but staff omitted to follow up on obtaining an invoice and the delivery supporting documents required to approve payment. The notice of the overdue unpaid invoice was received by the Division in July 2024, which initiated an internal audit. The total amount for approval is $920, with funds available in Fund 0001-156361. 6. After-the-Fact Submission – Preferred Materials Inc. The Road, Bridge & Stormwater Maintenance Division is submitting this After-the-Fact request for asphalt material purchased from Preferred Materials Inc. under blanket Purchase Order #4500226743, for contract #18-7488. The invoices pending payment are for material purchases made between August 26, 2024, and October 23, 2024, past the contract expiration date of August 23, 2024. The total amount for approval is $2,693.76, with funds available in Fund 1001-163620. 7. After-the-Fact Submission – Environmental Systems Research The Operations & Regulatory Management Division is submitting this after-the-fact request for services provided by Environmental Systems Research under non-standard agreement #22-037-NS. On November 7, 2023, staff requested professional services from the contractor that were outside the agreement's scope of services. An amendment was executed to include these services. While staff intended to further amend the agreement to incorporate professional service hourly rates, they inadvertently proceeded with obtaining Purchase Order #4500230308 using quote #Q-508418, dated February 13, 2024, for consulting services without including an itemized proposal or task order. Approval is requested for these services in the amount of $14,492.75, with funds available in Fund 1013-138932. FISCAL IMPACT: The net total amount owed for the seven (7) items pending payment is $49,613.51. GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this action. LEGAL CONSIDERATIONS: RECOMMENDATIONS: To approve the administrative report prepared by the Procurement Services Division for various County Divisions’ after-the-fact purchases requiring Board approval in accordance with Procurement Ordinance 2017-08, as amended, and the Procurement Manual, in the amount of $49,613.51. PREPARED BY: Josie Terga, Supervisor-Operations II, Procurement Services Division. ATTACHMENTS: 1. After the Fact Report 2. 1. Priority Marketing of SW FL Inc ATF & Backup 3. 2. Urlaubstracker GmnH ATF & Backup 4. 3. Marco Island Marriott Beach Resort ATF & Backup 5. 4. MTCH Ltd ATF & Backup 6. 5. Active Network LLC ATF & Backup 7. 6. Preferred Materials Inc ATF & Backup Page 1940 of 3681 1/28/2025 Item # 16.E.2 ID# 2024-2377 8. 7. Environmental System Research ATF & Backup Page 1941 of 3681 Item Contract or Purchase OrderDate Description of Project Vendor Name Division - DirectorFiscal Impact for Additional ServicesOutstanding InvoicesFund/Fund Center Description1450023278811/22/2024AdvertisingPriority Marketing of Southwest Florida Inc.Kristi Sonntag $12,495.00$12,495.00 1835-138705The Community & Human Services Division is submitting this After-the-Fact request for radio advertising services provided to the County by Priority Marketing of Southwest Florida Inc. under Purchase Order #4500232788. This purchase order was initially issued using the Quick Quote procurement method for marketing services related to the 9/11 Day Services totaling $25,270. The additional services requested by Staff should have been quoted using the same Quick Quote method, with a new purchase order issued prior to the vendor providing the services. The amount for approval is $12,495.2450023222411/19/2024Advertising Urlaubstracker GmnH Jay Tusa $5,000.00$5,000.00 1101-101543The Tourism Division is submitting this After-the-Fact request for advertising and promotional services completed by Urlaubstracker GmbH from June 3, 2024, to September 12, 2024. These promotional services commenced prior to the renewal and issuance of the Exemption from Competition, which was approved on June 27, 2024, and the creation of Purchase Order #4500232224, on July 27, 2024. The total amount for approval is $5,000.3450022801711/19/2024ConventionMarco Island Marriott Beach Resort Golf Club & SpaJay Tusa $10,000.00$10,000.00 1101-101543The Tourism Division is submitting this After-the-Fact request for annual Southern Wholesalers Association convention held at the Marco Island Marriott Beach Resort Golf Club & Spa from June 20, 2024, to June 24, 2024. Planning and discussion for this event began in 2022, and Purchase Order #4500228017 was issued using an approved Exemption from Competition valid until February 28, 2024. The division requested a renewal of the Exemption from Competition, which was approved on July 24, 2024, after the event had concluded. The total amount for approval is $10,000.4450023245311/19/2024Advertising MTCH Ltd Jay Tusa $4,012.00$4,012.00 1101-101543The Tourism Division is submitting this After-the-Fact request for advertising and promotional services provided by MTCH Ltd in August 2024. During initial discussion with the tourism representative, County staff understood that the invoice would be split among the four (4) partners, each contributing $3,008.75, as outlined in the Exemption from Competition used for PO #4500232453. However, upon receiving the invoice staff realized the total amount had been divided into three (3) parts instead. Clarification from the tourism representative confirmed the initial error. A request to increase the Exemption from Competition was subsequently approved, and the PO total was adjusted accordingly. The total amount for approval is $4,012.512/9/2024Debit Pin PadActive Network LLC, d/b/a Global Payment James Hanrahan $920.00$920.00 0001-156361The Parks & Recreation Division is submitting this After-the-Fact request for equipment purchased from Active Network LLC, d/b/a Global Payment in February 2021. The items were ordered and delivered, but Staff omitted to follow up on obtaining an invoice and the delivery supporting documents required to approve payment. The notice of the overdue unpaid invoice was received by the division in July 2024, which initiated an internal audit. The total amount for approval is $920.6450022674312/20/2024Asphalt Preferred Materials Inc Marshal Miller $2,693.76$2,693.76 1001-163620The Road, Bridge & Stormwater Maintenance Division is submitting this After-the-Fact request for asphalt material purchased from Preferred Materials Inc under blanket Purchase Order #4500226743, for contract #18-7488. The invoices pending payment are for material purchase made between August 26, 2024, and October 23, 2024, passed the contract expiration date of August 23, 2024. The total amount for approval is $2,693.767450023030812/10/2024Data ManagementEnvironmental Systems ResearchMichael Stark $14,492.75$14,492.75 1013-138932The Operations & Regulatory Management Division submits this after-the-fact request for services provided by Environmental Systems Research under non-standard agreement #22-037-NS. On November 7, 2023, staff requested professional services from the contractor that were outside the agreement's scope of services. An amendment was executed to include these services. While staff intended to further amend the agreement to incorporate professional service hourly rates, they inadvertently proceeded with obtaining Purchase Order #4500230308 using quote #Q-508418, dated February 13, 2024, for consulting services without including an itemized proposal or task order. Approval is requested for these services in the amount of $14,492.75.Meeting DateTotal number of After the Fact FormsFiscal Impact for Additional ServicesOutstanding Invoices1/14/2024 7 $49,613.51 $49,613.51After the Fact Pending Approval for PaymentPage 1942 of 3681 After-the-Fact Form Page 1 of 2 September 2024 Per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date Priority Marketing PO - Threshold Exceed This was a change order from the vendor to place the ads on behalf of the county $ 12,495.00 9/20/24 4500232788 Priority Marketing placed the following advertisements on behalf of the 9/11 Day of Service : Radio Stations: WAVV, WFSX, WGUF 8/30-9/10 $5,495 Total Length: 60's Print: 8/31-9/13 $7,000 Total Naples Daily News 1/4 Page 6X – 9/1, 9/3, 9/5, 9/8, 9/10, 9/12 8/28 Naples Press 1/2 page (weekly- Fri) 2X 9/6,9/13 CHS had a PO with Priority Marketing for marketing & outreach for the AmeriCorps Day of Service grant. Print & radio advertisements were purchased by Priority Marketing after receiving approvals from CHS. The funding of the advertisements is an allowable expense per the grant regulations. The Program Manager, who is newer to the role, confirmed that the grant had available funds to cover the proposed advertising costs and proceeded with ad placement and processed the pay request. However, she didn't realize that a change order or additional solicitation was needed as although the grant funds were available, the fixed cost PO had already been fully expended. The Program Manager has since been enrolled in Procurement 101 and Quoting 101 training, will again review the Procurement handbook and the grants handbook procurement section. Community and Human Services PSD Meredith Gavin 11/21/24 Kristi Sonntag Ed Finn Page 1943 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Grant Handbook Review Meredith Gavin Kristi Sonntag Josie Terga Page 1944 of 3681 Page 1945 of 3681 Page 1946 of 3681 Page 1947 of 3681 Page 1948 of 3681 Page 1949 of 3681 Page 1950 of 3681 Page 1951 of 3681 Page 1952 of 3681 Page 1953 of 3681 Page 1954 of 3681 Page 1955 of 3681 Page 1956 of 3681 After-the-Fact Form Page 1 of 2 September 2024 Per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date Urlaubstracker GmbH PO - Services Rendered without PO $ 5,000.00 6/3/24 N/A 4500232224 Advertising and promotion campaign in German market. Urlaubstracker GmbH is one of the biggest travel platforms in Germany and Austria. The purpose is to further strengthen the awareness of the Paradise Coast to the German and Austrian consumer and to push sales for summer / early fall 2024. A massive B2C campaign in collaboration with Tampa and Orlando is planned. The invoice specifies that work began on this campaign on June 3, 2024. The exemption from the competitive process form that authorized this purchase was not executed until June 27, 2024 and the PO was not opened until July 11, 2024. As work began prior to the issuance of a PO and execution of the exemption, this must be an after-the-fact purchase according to the Procurement Ordinance. Tourism County Manager's Office Jay Tusa Jay Tusa Ed Finn Page 1957 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Jay Tusa Jay Tusa Josie Terga Ed Finn Page 1958 of 3681 page 1 of 2 Urlaubstracker GmbH Hermannstraße 5A 70178 Stuttgart Germany Tel.: 004971189499271 Email: invoice@urlaubstracker.de Web: https://www.urlaubstracker.de Amtsgericht Stuttgart HR-Nr.: HRB760478 VAT.-ID: DE311402805 Tax-No.: 99048/04133 CEO: Jonas Schulze Dieckhoff Volksbank Stuttgart IBAN: DE59 6009 0100 0491 5730 06 BIC: VOBADESS Invoice Nr. RE-2024-0912-784 Item Description Quantity Unit price Total price 1.Placement Urlaubstracker.de Shared Florida campaign with Naples x Tampa Bay x Orlando First push on June/July 1x Deal post: Fly & Drive package including all destinations (like a road trip) - with a lower budget than the second package 1x Landing page - roundtrip (information about the cities and all articles can be found on the landing page) 3x Editorial articles (sightseeing tips, attractions, news for Naples, Orlando & Tampa Bay) 1x Instagram story line (here we can push all destinations into one story line) 1x Instagram feed post or reel 1x Facebook post 1x TikTok video 2x Newsletter slot 2x Slider desktop / 1 week 1x App push top deals Second push on late August/September: 1x Deal post: Fly & Drive package including all destinations (like a road trip) - with a higher price for couples All of the editorial articles from the first push will be moved to the front of the homepage 1x Newsletter slot 1x App push top deals 1x Slider desktop / 1 week 1x Facebook post 2x Telegram message standalone 1x Instagram story 1.00 piece 5,000.00 USD 5,000.00 USD Urlaubstracker GmbH - Hermannstraße 5A - 70178 Stuttgart Naples, Marco Island & Everglades CVB 2660 N. Horseshoe Drive, Suite 105 34104 Naples United States of America Invoice no. RE-2024-0912-784 Invoice date Sep 12, 2024 Reference 4500232224 Period of performance Jun 3, 2024 - Sep 12, 2024 Your customer no. 11410 Your contact Anke Sygulka Page 1959 of 3681 page 2 of 2 Urlaubstracker GmbH Hermannstraße 5A 70178 Stuttgart Germany Tel.: 004971189499271 Email: invoice@urlaubstracker.de Web: https://www.urlaubstracker.de Amtsgericht Stuttgart HR-Nr.: HRB760478 VAT.-ID: DE311402805 Tax-No.: 99048/04133 CEO: Jonas Schulze Dieckhoff Volksbank Stuttgart IBAN: DE59 6009 0100 0491 5730 06 BIC: VOBADESS Item Description Quantity Unit price Total price Total net 5,000.00 USD Service not taxable in Germany Total gross 5,000.00 USD Terms of payment: Payment is due 10 days after receipt of invoice. Thanks for your order. Questions? Email us at sd@urlaubstracker.de or call us at +49 711 400 536 10 Payment Information: Account Holder: Urlaubstracker GmbH IBAN: DE02600100700494987707 BIC: PBNKDEFF Bank Address: Bank: Postbank Stuttgart Street: Kesselstraße 19-21 City: 70327 Stuttgart, Germany Page 1960 of 3681 Purchase Order number must appear on all related correspondence, shipping papers and invoices: Printed 07/11/2024 @ 09:18:08 Page 1 of 11101000000-101543-648170 Collier County Board of County Commissioners Procurement Services Division Phone: 239-252-8407 Fax: 239-732-0844 Tax Exempt: 85-8015966531C-1 Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com Send all Invoices to: VENDOR Terms and Conditions The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Procurement Services Division site: https://www.colliercountyfl.gov/home/showdocument?id=104405, including delivery and payment terms. Further, the VENDOR agrees to: 1. Provide goods and services outlined in this Purchase Order with the prices, terms, delivery method and specifications listed above. 2. Notify department immediately if order fulfillment cannot occur as specified. 3. Send all invoices to:Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com The Purchase Order is authorized under direction of Collier County Board of County Commissioners by: Sandra Srnka, Director, Procurement Services Division 131439Vendor # URLAUBSTRACKER GMBH HERMANNSREBE 5A 70178 STUTTGART GERMANY Bestellung 4500232224PO Number 11.07.2024Date Tourism DeptContact Person 239-252-2966Telephone TOURISM DEVELOPMENT 2660 N HORSESHOE DRIVE STE 105 NAPLES FL 34104 USA Please deliver to:Delivery Date: 30.09.2024 innerhalb von 30 Tagen ohne AbzugTerms of Payment Item Material Description Order Qty Unit Price Per Unit Net Value 00010 WV B2C Germany mrktg campaign 5,000 EA 1.00 5,000.00 5,000.00USDTotal net value excl. tax Page 1961 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 1 of 2 Revised 02 EXEMPTION FROM COMPETITIVE PROCESS FORM : Procurement Ordinance 17- Complete all . Any quotes and/or term 1. Government Agency/Non- 2. 3. 4. 5.– subject to government control 6.Programs/Trainers/Speakers 7. Legal Services 8. Proprietary with current systems 10. 11. Personnel/Recruitment Services 12. Works of art for public display 13.ases 14. Financial Instruments 15. Entertainment Services for County Sponsored Events 16. Management Studies as directed by the County Manager SECTION ONE Requester: Requested Item /Service : Vendor Name: SECTION TWO Historical Countywide Expenditure: Requested Not to Exceed Expenditure Per FY: One Time Purchase SECTION THREE Quote/Proposal: Yes No SECTION FOUR Detailed . Claudia Wood Tourism Advertising & promotion German market urlaubstracker GmbH $ 492 $ 5,000 5/1/2024-9/30/2024 FY24 urlaubstracker GmbH is one of the biggest travel platforms in Germany and Austia over 3.5 users. To further strenghten the awareness of Paradise Coast to the German and Austrian consumer and to push sales for summer / early fall 2024 a massive B2C campaign in collaboration w. Tampa and Orlando is planned. Target groups will be families and luxury/couples. Page 1962 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 2 of 2 Revised 202 Detailed Public . Include why this purchase is SECTION FIVE Yes No If yes, provide the PCC number: SECTION SIX Requester: Signature: Signature: Signature: Procurement : Signature: Signature: Approv : Contract #: Contract Not Applicable Agenda # Massive online B2C Campaign with German marketing & blogger platform urlaubstracker (3.5. users in Germany and Austria (Facebook: 1.1 mio users, Insta 428 k, newsletter 57 k, TikTok 34.1k, etc) in collaboration w. Visit Tampa Bay & Orlando. Florida campaign inclusions: 1. Fly&Drive package deal : target group Families in June/July to push summer 2024 sales incl. 1 deal post, 1 landing page, 3 editorial articles, massive social media activities (1x Instagram story line (here we can push all destinations into one story line) 1x Instagram feed post or reel 1x Facebook post 1x TikTok video 2x Newsletter slot 2x Slider desktop / 1 week 1x App push top deals) 2. Fly&Drive package deal : target group luxury/couples in Aug/September to push August/September sales incl. 1 deal post, 3 editorial articles (All of the editorial articles from the first push will be moved to the front of the homepage); social media activities (1x Instagram story line (here we can push all destinations into one story line) 1x Instagram feed post or reel 1x Facebook post 1x TikTok video 2x Newsletter slot 2x Slider desktop / 1 week 1x App push top deals) 6/27/24 9/30/24 FY24 #121 Page 1963 of 3681 Activity Summary Page 1 Client Naples, Marco Island, Everglades CVB Partner/PO vendor Urlaubstracker GmbH Activity B2C Campaign w. Tampa & Orlando To be paid by CVB Type of activity Massive online B2C Campaign with German marketing & blogger platform “urlaubstracker” (3.5. users in Germany and Austria (Facebook: 1.1 mio users, Insta 428 k, newsletter 57 k, TikTok 34.1k, etc)in collaboration w. Visit Tampa Bay & Orlando. Florida campaign inclusions: 1.Fly&Drive package deal : target group “Families”in June/July to push summer 2024 sales incl. 1 deal post, 1 landing page, 3 editorial articles, massive social media activities (1x Instagram story line (here we can push all destinations into one story line) 1x Instagram feed post or reel 1x Facebook post 1x TikTok video 2x Newsletter slot 2x Slider desktop / 1 week 1x App push top deals) 2. Fly&Drive package deal : target group “luxury/couples”in Aug/September to push August/September sales incl. 1 deal post, 3 editorial articles (All of the editorial articles from the first push will be moved to the front of the homepage); social media activities (1x Instagram story line (here we can push all destinations into one story line) 1x Instagram feed post or reel 1x Facebook post 1x TikTok video 2x Newsletter slot 2x Slider desktop / 1 week 1x App push top deals) Target group B2C Location Germany, Austria Date of activity Q3 2024 Total estimated cost in € n/a Exchange rate Cost in USD USD 5000 Date of approval Page 1964 of 3681 Activity Summary Page 2 Acknowledged by Claudia Wood (Global Sales Manager) Invoicing FY 23/24, tba Date submitted / by 3/18/24 Bank Details Recipient Urlaubstracker GmbH IBAN tba SWIFT Tba Invoice details:Invoice number: Invoice date: Payment terms To be paid immediately Additional Details n/a Page 1965 of 3681 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Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date Marco Island Marriott Beach Resort Other (please describe): Services completed without an active Exemption $ 10,000.00 5/6/24 N/A 4500228017 Tourism provides the Marco Island Marriott with request for proposal (RFP) enhancement funds that are used to attract group meeting attendees to Collier County, to increase business revenue and tourism. This particular payment was $10,000 to support the Southern Wholesalers Association annual convention. The convention was held from 6/20/24 - 6/24/24. Tourism began discussions with Marriott on this event in April 2022 and provided a letter approving funding on 5/6/22. Staff opened blanket PO 4500228017 for FY24 with the Marco Island Marriott on 10/27/23 with an exemption from the competitive process that was valid until 2/28/24. The event took place between 6/20/2024-6/24/24, prior to the new exemption being executed on 7/24/24. As the event took place without an active approved exemption, this must be an after-the-fact purchase per the Procurement Ordinance. Tourism County Manager's Office Lisa Chamberlain Jay Tusa Ed Finn Page 1991 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Lisa Chamberlain Jay Tusa Josie Terga Ed Finn Page 1992 of 3681 Page 1993 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 1 of 2 Revised :ĂŶƵĂƌǇϮ02ϰ EXEMPTION FROM COMPETITIVE PROCESS FORM /ŶƐƚƌƵĐƟŽŶƐ:dŚĞ ĨŽůůŽǁŝŶŐ ƉƌŽĐƵƌĞŵĞŶƚ ĐĂƚĞŐŽƌŝĞƐ ŵĂǇ ďĞ ĞůŝŐŝďůĞ ĨŽƌ ĞǆĞŵƉƟŽŶ ĨƌŽŵ ƚŚĞ ĐŽŵƉĞƟƟǀĞ ƉƌŽĐĞƐƐ ƉĞƌ Procurement Ordinance 17-Ϭϴ͕ ĂƐ ĂŵĞŶĚĞĚ͕ ^ĞĐƟŽŶ ŝŐŚƚ͕ ǆĞŵƉƟŽŶƐ ƚŽ ƚŚĞ ŽŵƉĞƟƟǀĞ WƌŽĐĞƐƐ͖ ďĂƐĞĚ ƵƉŽŶ ƚŚĞ ĚĞƚĞƌŵŝŶĂƟŽŶ ŽĨ ƚŚĞ ŽƵŶƚǇ DĂŶĂŐĞƌ Žƌ ĚĞƐŝŐŶĞĞ ƚŚĂƚ ĂƉƉƌŽǀĂů ŽĨ ƐƵĐŚ ĂŶ ĞǆĞŵƉƟŽŶ ŝƐ ŝŶ ƚŚĞ ďĞƐƚ ŝŶƚĞƌĞƐƚ ŽĨ ƚŚĞ ŽƵŶƚǇ͘ WƵƌĐŚĂƐĞƐ ŐƌĞĂƚĞƌ ƚŚĂŶ ΨϱϬ͕ϬϬϬ ǁŝůů ƌĞƋƵŝƌĞ ĮŶĂů ĂƉƉƌŽǀĂů ďǇ ƚŚĞ ŽĂƌĚ ŽĨ ŽƵŶƚǇ ŽŵŵŝƐƐŝŽŶĞƌƐ͘ Complete all ƐĞĐƟŽŶƐ ŽĨ ƚŚŝƐ ĨŽƌŵ ƉƌŝŽƌ ƚŽ ƐƵďŵŝƫŶŐ ŝƚ ƚŽ WƌŽĐƵƌĞŵĞŶƚ. Any quotes and/or ĚŽĐƵŵĞŶƚĂƟŽŶ ƐƵďŵŝƩĞĚ ŵƵƐƚ ďĞ ĚĂƚĞĚ ǁŝƚŚŝŶ ƚŚĞ ůĂƐƚ ƚŚŝƌƚǇ ;ϯϬͿ ĚĂǇƐ͘ /Ĩ ĂƉƉůŝĐĂďůĞ͕ ƐƵďŵŝƚ ǁŝƚŚ ƚŚĞ ĨŽƌŵ ĂƐƐŽĐŝĂƚĞĚ termƐ ĂŶĚ ĐŽŶĚŝƟŽŶƐŽƌĂŐƌĞĞŵĞŶƚƐ͘ 1. Government Agency/Non-WƌŽĮƚ 2.ZĞŐŝƐƚƌĂƟŽŶͬƵĞƐͬdƌĂŝŶŝŶŐ 3.^ƵďƐĐƌŝƉƟŽŶƐͬWĞƌŝŽĚŝĐĂůƐͬWƌŝŶƚĞĚDĂƚĞƌŝĂůƐ 4.ĚǀĞƌƟƐĞŵĞŶƚƐ 5.hƟůŝƚǇ^ĞƌǀŝĐĞƐ– subject to government control 6.ĚƵĐĂƟŽŶͬĐĂĚĞŵŝĐPrograms/Trainers/Speakers 7. Legal Services 8.WƵƌĐŚĂƐĞƐƌĞƋƵŝƌĞĚďǇŐƌĂŶƚƐͬŐŝŌƐ ϵ͘ ŽŵƉĂƟďŝůŝƚǇͬProprietary with current systems 10.^ŚŽƉĞƐƟŵĂƚĞƐŽŶĚŝƐĂƐƐĞŵďůĞĚĞƋƵŝƉŵĞŶƚ 11. Personnel/Recruitment Services 12. Works of art for public display 13.ŝƌĞĐƚWƵƌĐŚases 14. Financial Instruments 15. Entertainment Services for County Sponsored Events 16. Management Studies as directed by the County Manager ϭϳ͘ ZĞƐŽůƵƟŽŶͬŝƌĞĐƟŽŶ;ŝŶĐůƵĚĞƌĞƐŽůƵƟŽŶŶƵŵďĞƌ ĂŶĚĂƉƉƌŽǀĂůĚĂƚĞͿ SECTION ONE Requester:ŝǀŝƐŝŽŶ͗ Requested Item;ƐͿ/Service;ƐͿ:Vendor Name: SECTION TWO Historical Countywide Expenditure: Requested Not to Exceed Expenditure Per FY: ZĞƋƵĞƐƚĞĚĂƚĞZĂŶŐĞ͗ ƵĚŐĞƚ&z͗ One Time Purchase DƵůƟƉůĞWƵƌĐŚĂƐĞƐ SECTION THREE Quote/Proposal: Yes No /ĨǇĞƐ͕ĂƩĂĐŚ͘ ŐƌĞĞŵĞŶƚͬdĞƌŵƐΘŽŶĚŝƟŽŶƐ͗ zĞƐ EŽ /ĨǇĞƐ͕ĂƩĂĐŚ͘ SECTION FOUR Detailed ĞƐĐƌŝƉƟŽŶŽĨWƵƌĐŚĂƐĞ. ✔ Lisa Chamberlain Tourism Promotional expenses and RFP Enhancements JW Marriott Marco Island $ 525,773 $ 49,999 05/01 -9/30/2024 FY24 These expenditures include Request for Proposal Enhancement funds that are used to attract group meeting attendees to Collier County, which increases business revenue and tourism. Additionally, the expenditures may include promotional expenses, such as accommodations, food and beverage, audio visual equipment rental, event transportation for familiarization visits, meeting planner site visits, public relations journalists, tour operators, and travel agent visits. Page 1994 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 2 of 2 Revised :ĂŶƵĂƌǇ202ϰ Detailed Public WƵƌƉŽƐĞ. Include why this purchase is ĞƐƐĞŶƟĂůƚŽŽƵŶƚǇŽƉĞƌĂƟŽŶƐ͘ SECTION FIVE /ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐǇ͘^ĞůĞĐƚzĞƐŝĨƚŚĞƉƌŽĚƵĐƚƐͬƐĞƌǀŝĐĞƐĂƌĞƌĞůĂƚĞĚƚŽ/ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐǇ͘/ĨǇĞƐ͕ƉƌŽǀŝĚĞƚŚĞ WƵƌĐŚĂƐŝŶŐŽŵƉůŝĂŶĐĞŽĚĞ;WͿŶƵŵďĞƌŽƌĞŵĂŝůĂƉƉƌŽǀĂůĚŽĐƵŵĞŶƚĂƟŽŶ͘ Yes No If yes, provide the PCC number: SECTION SIX Requester: Signature: ŝǀŝƐŝŽŶŝƌĞĐƚŽƌ͗ Signature: ĞƉĂƌƚŵĞŶƚ,ĞĂĚ;ZĞƋƵŝƌĞĚŝĨŽǀĞƌΨϱϬ͕ϬϬϬͿ͗Signature: Procurement ŝƌĞĐƚŽƌ;ΨϱϬ͕ϬϬϬĂŶĚƵŶĚĞƌͿ: Signature: WƌŽĐƵƌĞŵĞŶƚŝƌĞĐƚŽƌ;KǀĞƌΨϱϬ͕ϬϬϬĐŽŶƟŶŐĞŶƚŽŶ ŽĂƌĚĂƉƉƌŽǀĂůͿ͗ Signature: WƌŽĐƵƌĞŵĞŶƚhƐĞKŶůǇ ApprovĞĚ&Žƌ: ƉƉƌŽǀĞĚďǇŽĂƌĚ͗ Contract #: ^ƚĂƌƚĂƚĞĂƚĞ Contract Not Applicable ŶĚĂƚĞ Agenda # ǆĞŵƉƟŽŶη͗ 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 tourism tax revenue. Lisa B Chamberlain ChamberlainLisa Digitally signed by ChamberlainLisa Date: 2024.06.27 15:24:15 -04'00' Jay Tusa TusaJay Digitally signed by TusaJay Date: 2024.07.15 16:45:26 -04'00' Sandra Srnka Sandra Srnka Digitally signed by Sandra Srnka Date: 2024.07.24 15:31:59 -04'00' Tourism 7/24/24 9/30/24 ✔ FY24 #125 Page 1995 of 3681 Date: 4/22/2022 Hotel: JW Marriott Marco Island Group name: Southern Wholesalers Association Contact: Sue Rugala Date of event: June 20, 2024-June 24, 2024 Dear Sales Team: The Naples Marco Island Everglades CVB staff has reviewed your request for an RFP enhancement, and we are approving $10,000 to support your request for use in transportation and or F&B for Southern Wholesalers Association conference. Please be advised this RFPE Enhancement is contingent on the availability of the RFPE program and budget in the CVB’s FY2024. If the RFPE policy is no longer available, the JW Marriott would have to be responsible to pay the $10,000.00 on their own. Our RFPE Funding Policy requires that your property follows the guidelines for 2021/2022 as provided in the accompanying document. The Enhancement Policy requires that the CVB receive a copy of the signed meeting contract and a copy of the RFP. The planner must be informed that this event is sponsored by the Naples, Marco Island, Everglades CVB through a special incentive. Proper credit must be given to the CVB at the Event per the 2021/2022 policy. The Naples Marco Island Everglades CVB requests that during the opening event, or at a reception of all the attendees that the video provided by the CVB is played. If possible, please allow a CVB representative to welcome the group to the Paradise Coast. We want to make sure the group attendees understand that the support for this RFPE is coming from the entire destination, that they know our CVB brand and realize that we appreciate their business now and in the future. We would also like to put our welcome post card in the delegate bags as the attendees check in at the meeting registration. Please request the welcome post cards from the CVB at least 30 days prior to the meeting date. All policies for Meeting RFP enhancements (attached) must be followed. The hotel requesting the RFP enhancement funding must report within 30 days after the meeting the number of attendees, room revenue, actual room night pick up and actual food & beverage revenue from this group as well as any future group business booked by your hotel as a result of this funding enhancement. Rfp enhancements will be paid by County P card and invoice must be submitted after the event has turned and include the screen sot of the room pick up. It is our pleasure to work with our destination hotels, attractions, and transportation companies in support of your efforts to attract and book group business in Collier County. Lisa B. Chamberlain, CMP Group Sales Manager Naples, Marco Island, Everglades CVB Page 1996 of 3681 INVOICE MARCO ISLAND BEACH RESORT 400 South Collier Boulevard DATE:September 10, 2024 Marco Island, FL 34145 INVOICE #M-MOX58HP Phone 239-389-6634 Fax 239-642-2679 FOR:SWA 96th Annual Convention Bill To: Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB) 2660 Horseshoe Dr. N # 105 Naples, FL 34104 AMOUNT $10,000.00 TOTAL $10,000.00 Please make all checks payable to JW Marriott Marco Island Beach Resort Attention - ACCOUNTING DEPARTMENT DESCRIPTION PO #4500228017 THANK YOU FOR YOUR BUSINESS! Page 1997 of 3681 INVOICE MARCO ISLAND BEACH RESORT 400 South Collier Boulevard DATE:September 11, 2024 Marco Island, FL 34145 INVOICE #M-MOX58HP Phone 239-389-6634 Fax 239-642-2679 FOR:SWA 96th Annual Convention JW Marriott PO Number 4500228017 Bill To: Naples, Marco Island, Everglades Convention & Visitors Bureau (CVB) Attn: Lisa B. Chamberlain AMOUNT $10,000.00 TOTAL $10,000.00 Please make all checks payable to JW Marriott Marco Island Beach Resort Attention - ACCOUNTING DEPARTMENT DESCRIPTION Event Order #936824 Estimate THANK YOU FOR YOUR BUSINESS! Page 1998 of 3681 EVENT ORDER Page # 1 of 2 Event Order #: 936824 Quote #: M-MOX58HP Folio #: 10347 JW MARRIOTT MARCO ISLAND BEACH RESORT 400 South Collier Boulevard, Marco Island, FL 34145 PHONE:(239) 394-2511 FUNCTION DAY/DATE: Sunday, June 23, 2024 ORGANIZATION: Southern Wholesalers Association Marriott Proprietary and Confidential POST AS: SWA 96th Annual Convention Jun2024 BILLING ADDRESS: 7107 Crossroads Boulevard Ste 106, Brentwood, TN 37027-2805 CUSTOMER: Mr. Terry Shafer Phone #: (615) 371-5004 Fax #: (615) 371-5444 IN-HOUSE CONTACT: SAME MANAGERS: Bruce Mahanke DATE PRINTED: Wednesday, September 11, 2024 GUARANTEE OF ATTENDANCE IS REQUIRED 72 HOURS (3 WORKING DAYS) PRIOR TO FUNCTION. OTHERWISE THE EXPECTED WILL BECOME THE GUARANTEE. ROOM ASSIGNMENT IS SUBJECT TO CHANGE ATTENDANCE TIME FUNCTION LOCATION ROOM RENTAL EXP GTD SET 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace 590 450 450 POST AS: Reception - DO NOT POST 5:30 PM-6:00 PM Reception Calusa Foyers & Terrace 50 POST AS: New Member & First Time Attending Reception 5:30 PM-6:00 PM Reception Calusa Foyers & Terrace 50 POST AS: Women in Leadership Hosted Welcome Reception 6:00 PM-7:30 PM Reception Calusa Foyers & Terrace 350 POST AS: SWA Opening Reception 5:30 PM Reception Calusa Foyers & Terrace TWO HOUR EXCEPTIONAL OPEN BAR Package Price: (450) @ $64.00 per Person Included in TWO HOUR EXCEPTIONAL OPEN BAR Exceptional Liquors Tito's, Jack Daniels, Captain Morgan, Wicked Dolphin Rum, Don Julio Blanco, Johnnie Walker Red Bombay Sapphire, Crown Royal, Makers Mark Wine Exceptional Brands White | Campo di Fiori Pinot Grigio, Quintara Chardonnay, Vin 21 Sauvignon Blanc Rose | Sirena del Mare Rose Red | Fable Roots Red Blend, Harmony and Soul Cabernet Sauvignon Sparkling | Caposaldo Prosecco Beer Michelob Ultra, Miller Lite, Stella Artois, Corona Extra, High Five IPA, White Claw Hard Seltzer Non-Alcoholic Beverages Pepsi Soft Drinks and Water (400) Pork Belly @ $10.00 per Piece Bourbon Glazed, Whipped Sweet Potato, Pickled Apple Relish (GF) Passed (400) Coconut Shrimp @ $10.00 per Piece Orange Chili Sauce (SF) Passed (400) Ham & Cheese Empanadas @ $10.00 per Piece Fire Roasted Salsa Verde, Crumbled Cotija, Petite Cilantro Passed Page 1999 of 3681 EVENT ORDER Page # 2 of 2 Event Order #: 936824 Quote #: M-MOX58HP Folio #: 10347 JW MARRIOTT MARCO ISLAND BEACH RESORT 400 South Collier Boulevard, Marco Island, FL 34145 PHONE:(239) 394-2511 FUNCTION DAY/DATE: Sunday, June 23, 2024 ORGANIZATION: Southern Wholesalers Association Marriott Proprietary and Confidential ATTENTION CHEF 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace No known Dietary Restrictions or Allergies ATTENTION MAITRE D'5:30 PM-7:30 PM Reception Calusa Foyers & Terrace Hotel Choice of Linen. Driftwood centerpieces & Votive Candles BANQUET BEVERAGE 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace 6 Bartenders Counts:450 Adults, 150 Children under 21 yrs old ROOM SET-UP 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace Lounge Lowboy Cocktail Table(s) With Chairs Highboy Cocktail Table(s) ORDER OF EVENTS 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace 5:30 New Member & First Time Attending Reception 5:30 Women in Leadership Hosted Welcome Reception 6:00 SWA Opening Reception LABOR CHARGES 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace (6) Bartender Fee @ $225.00 Flat Fee WEATHER POLICY 5:30 PM-7:30 PM Reception Calusa Foyers & Terrace Decisions will be made no less than 4 hours prior to the scheduled start time. Should a delay or alternate option of a double set up be requested by client, there will be a service charge of $10.00 per guaranteed guest, with a min charge of $2,000 50% or higher chance of precipitation Lightning within an eight mile radius RealFeel Temperature Index below 60 degrees or over 100 degrees Wind gusts in excess of 15 mph Back Up: Calusa West & North Foyers A 25% Service Charge and 6% Florida State Sales tax will be added to all pricing. Events outside on the Terraces or Beach will incur an additional 3% service charge. Taxes and Service Charge are subject to change. Buffet for 30 or less guests will incur 10% fee to the menu price. Meal Durations: Breakfast Buffet -90 Minutes; Lunch, Dinner Buffets, and Reception/Stations - 120 Minutes; Coffee Breaks - 30 minutes; additional 30 minutes @ $10 per person. Guarantees: Monday Event Due Wednesday 5pm EST, Tuesday Event Due Wednesday 5pm EST, Wednesday Event Due Thursday 5pm EST, Thursday Event Due Friday 5pm EST, Friday Event Due Monday 5pm EST, Saturday & Sunday Events Due Tuesday 5pm EST Signature: If in agreement, please sign one copy and return Page 2000 of 3681 PMS Account Name: PMS Account Number:10347 0 0 Market Codes Included in Block:SWAC 0 0 Date Revenue Net Sgle Rms Net Dbl Rms Net Mul Rms Less: Staff Less: Comps Net Pickup Contracted GROUP Block NO SHOWS BILLED TO MASTER 06/20/24 $7,102 22 22 31 06/21/24 $38,256 113 113 90 06/22/24 $120,062 360 360 351 06/23/24 $161,198 485 485 450 06/24/24 $162,245 489 489 450 06/25/24 $133,907 405 405 400 06/26/24 $14,713 42 42 50 06/27/24 $5,462 15 15 10 Total $642,944.51 1931 0 0 0 0 1931 1832 0 Contracted Room Rate 299.00$ Resort Fee Inclusive (Y/N) N Resort Fee 25.00$ Service Charge Rate 25% 1/XX (1=Cumulative or 2=Each Night) 2 SWA 96th Annual Convention Page 2001 of 3681 1 Lisa Chamberlain From:PirreMichelle Sent:Friday, May 6, 2022 2:48 PM To:ChamberlainLisa; Rugala, Sue Subject:RE: RFPE FUNDING 2024 Attachments:Southern Wholesalers Assoc. 2024.docx Good Afternoon Sue, Sorry for the delay, attached is your approval letter for funding for Southern Wholesalers Association. We will check back to see if they go to contract. Have a great weekend. Thank You, Michelle Pirre She/Her/Hers Specialty Markets Naples, Marco Island, Everglades Convention & Visitors Bureau How are we doing? Click here to take our 5-minute feedback survey 2660 Horseshoe Dr. N. #105, Naples, FL 34104 P (239) 252-5380 | C (239) 778-6962 F (239) 252-2404 Michelle.Pirre@colliercountyfl.gov www.ParadiseCoast.com TheParadiseCoast | @paradisecoast From: ChamberlainLisa <Lisa.Chamberlain@colliercountyfl.gov> Sent: Friday, April 22, 2022 11:15 AM To: Rugala, Sue <Sue.Rugala@marriott.com> Cc: PirreMichelle <Michelle.Pirre@colliercountyfl.gov> Subject: FW: RFPE FUNDING 2024 Hi, Sue! We like the timing to carry us into summer and just prior to the July 4 th weekend pop… Paul approved the RFP Enhancement for the maximum amount of $10,000. Please include this in your bid proposal….. we will forward the proper documentation to you shortly. Let us know if you need anything else! Have a great weekend.. Lisa Lisa B. Chamberlain, CMP Group Sales Manager Page 2002 of 3681 2 NNaples, Marco Island, Everglades CVB 2660 Horseshoe Dr. N # 105 Naples, FL 34104 Office: (239) 252-2425 Cell: (239) 920-1145 Lisa.Chamberlain@CollierCountyFL.gov . From: ChamberlainLisa Sent: Thursday, April 21, 2022 4:40 PM To: 'Rugala, Sue' <Sue.Rugala@marriott.com> Subject: RE: RFPE FUNDING 2024 Hi! Great to hear from you! This looks like a great opportunity! I will get with Paul for approval and get back with you tomorrow! Lis Lisa B. Chamberlain, CMP Group Sales Manager Naples, Marco Island, Everglades CVB 2660 Horseshoe Dr. N # 105 Naples, FL 34104 Office: (239) 252-2425 Cell: (239) 920-1145 Lisa.Chamberlain@CollierCountyFL.gov Under Florida Law, e-mail addresses are public records. If you do not want your e-mail address released in response to a public records request, do not send electronic mail to this entity. Instead, contact this office by telephone or in writing. From: Rugala, Sue <Sue.Rugala@marriott.com> Sent: Thursday, April 21, 2022 3:24 PM To: ChamberlainLisa <Lisa.Chamberlain@colliercountyfl.gov> Subject: RFPE FUNDING 2024 EXTERNAL EMAIL: This email is from an external source. Confirm this is a trusted sender and use extreme caution when opening attachments or clicking links. HI Lisa! Page 2003 of 3681 3 I’m working on a group for Southern Wholesalers Association that typically meets in Hilton Head. Looking to see if I can secure the max I can for them for 2024? I have a call with the customer tomorrow and food and beverage is a sticking point so would use it towards that. Here are the details (don’t reach out yet) but let me know your thoughts? Mr. Terry Shafer Executive VP - Southern Wholesalers Association P.O. Box 681966, Franklin, TN 37068 USA Program Information Opportunity Name: SWA 96th Annual Convention Arrival Date: Thursday June 20th Nights: 7 Alternate Dates:N/A Peak # Attendees:550 Peak # Rooms:402 Room Block Requirements: Date: 6/20/2024 6/21 6/22 6/23 6/24 6/25 Room Block: 30 90 321 402 402 300 Room Type: Function Agenda: Please see attachment Date: Function: Time: Setup: # Attendees: F/B Requests: Gold Keys: GK 1: Bars to stay open until mid-night in receptions and in the hotel on Monday night GK 2 All rooms for the group to be in the same general area of the hotel or in the same Bldg GK 3 Prefers a beach along with Spouse & Children activities; one of the keys to their growth over years Optional Information Opportunity Overview Network & Educate The Southern Wholesalers Association is the largest of the regional associations affiliated with Page 2004 of 3681 4 Supply Association. SWA's membership includes more than 950 locations throughout the southern states of: Alabama -Mississippi Florida - Georgia North Carolina - South Carolina Kentucky - Tennessee - Virginia Arkansas - Louisiana Bahamas/Caribbean Islands Since its establishment in 1928, SWA has been an influential factor in the dissemination of info developing industry benefiting programs and activities. Budget Considerations - Reservation/Billing Requirements Customer Needs & Objectives Competitors Concessions * Group Rate available 3 days prior & post * Discount off of spa treatments *Comp 1 BR Suite from arrival Sat - departure Sun *2 1 BR Suite upgrades at group rate *3 1 BR Hospitality Suite upgrades at group rate *Discount off of A/V *10% rebate to master SUE RUGALA Senior Sales Executive Sue.rugala@marriott.com JW Marriott Marco Island Beach Resort 400 S. Collier Blvd, Marco Island, FL 34145 M: 239.825.1465 F: 239.642.2682 jwmarco.com This message and any attachments may contain confidential or privileged information. Unauthorized disclosure, copying, distribution or use is prohibited. If sent to you in error, please notify me immediately and delete this message without copying or disclosing it. Not intended to be an electronic signature under applicable law. Page 2005 of 3681 Page 2006 of 3681 After-the-Fact Form Page 1 of 2 September 2024 Per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date MTCH Ltd (dba Travelhouse)PO - Threshold Exceed $ 4,012.00 7/30/24 N/A 4500232453 Advertising and promotion campaign in Swiss market. MTCH Ltd is the largest Swiss tour operator and is responsible for tour operating for two specialist brands: Travelhouse and Tourisme Pour Tous. The purpose is to further strengthen the awareness of the Paradise Coast and to push late summer/early fall bookings to the Swiss consumer and travel agents. The total amount of the campaign was $12,035. The County's contracted international tourism representative, Diamonde, helped facilitate the campaign and informed staff that the cost would be evenly split between four partners ($3,008.75). The exemption from the competitive process form that authorized this purchase was executed on 7/19 and the PO was opened on 7/30 for $3,009. An invoice dated 8/20 was received by the County for $4,012. Diamonde explained that they made a mistake and the cost should have been split three ways, $4,012 each. The Exemption and PO amounts were then increased, but services were already underway. As work began prior to the approval of the increased amount of the PO and exemption, this must be an after-the-fact purchase according to the Procurement Ordinance. Tourism County Manager's Office Jay Tusa Jay Tusa Ed Finn Page 2007 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Jay Tusa Jay Tusa Josie Terga Page 2008 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 1 of 2 Revised 02 EXEMPTION FROM COMPETITIVE PROCESS FORM : Procurement Ordinance 17- Complete all . Any quotes and/or term 1. Government Agency/Non- 2. 3. 4. 5.– subject to government control 6.Programs/Trainers/Speakers 7. Legal Services 8. Proprietary with current systems 10. 11. Personnel/Recruitment Services 12. Works of art for public display 13.ases 14. Financial Instruments 15. Entertainment Services for County Sponsored Events 16. Management Studies as directed by the County Manager SECTION ONE Requester: Requested Item /Service : Vendor Name: SECTION TWO Historical Countywide Expenditure: Requested Not to Exceed Expenditure Per FY: One Time Purchase SECTION THREE Quote/Proposal: Yes No SECTION FOUR Detailed . Claudia Wood Tourism Advertising & promotion Swiss market MTCH Ltd/Hotelplan Suisse (dba Travelhouse) $ 10,000 $ 3,009 07/01/2024 - 09/30/2024 FY24 MTCH Ltd/Hotelplan Suisse is the largest Swiss tour operator and is responsible for tour operating for the two specialist brands travelhouse and tourisme pour tous. To further strenghten the awareness of Paradise Coast and to push late summer/early fall bookeings to the Swiss consumer and travel agents a massive B2B/B2C online campaign is planned in June/July 2024. Page 2009 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 2 of 2 Revised 202 Detailed Public . Include why this purchase is SECTION FIVE Yes No If yes, provide the PCC number: SECTION SIX Requester: Signature: Signature: Signature: Procurement : Signature: Signature: Approv : Contract #: Contract Not Applicable Agenda # Last minute B2C/B2C campaign with Swiss tour operator travelhouse to push summer/early fall bookings to Naples, Marco Island and the Everglades. Planned is a Southern Florida campaign for Paradise Coast, FLL, Sarasota and Florida Keys and the campaign will include the following elements: Creation of a new fly&drive travel package incl. the four attending destinations B2B: Banner of travel inside website Home - aboutTravel visits 560 k/month), link to travelhouse package B2B: 2x inclusion in the B2B newsletter and intranet placement ( reach 1600) B2C: 1 month online banner campaign ( incl. logo placement, link to travelhouse package) B2C: Inclusion w. newsletter teaser , link to travelhouse packate Inclusion with 15 s. destination video (insider tip) in the Insta and Facebook reel, link to travelhouse package (17 k followers) Inclusion with 15 s. destination video in the Insta and Facebook reel, link to travelhouse package ( 17 k followers) Inclusion in the social media stories o Facebook and Insta and repost of the insider tip(17 k followers) Inclusion in the social media post including offer of Facebook and Insta ( 17 k followers) 4 weeks social media ads campaign to promote the travel package (3 offers, link to the travelhouse website) Claudia Wood Jay Tusa Sandra Srnka Tourism 7/19/24 9/30/24 FY24 #123 Page 2010 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 1 of 2 Revised :ĂŶƵĂƌǇϮ02ϰ EXEMPTION FROM COMPETITIVE PROCESS FORM /ŶƐƚƌƵĐƟŽŶƐ:dŚĞ ĨŽůůŽǁŝŶŐ ƉƌŽĐƵƌĞŵĞŶƚ ĐĂƚĞŐŽƌŝĞƐ ŵĂǇ ďĞ ĞůŝŐŝďůĞ ĨŽƌ ĞǆĞŵƉƟŽŶ ĨƌŽŵ ƚŚĞ ĐŽŵƉĞƟƟǀĞ ƉƌŽĐĞƐƐ ƉĞƌ Procurement Ordinance 17-Ϭϴ͕ ĂƐ ĂŵĞŶĚĞĚ͕ ^ĞĐƟŽŶ ŝŐŚƚ͕ ǆĞŵƉƟŽŶƐ ƚŽ ƚŚĞ ŽŵƉĞƟƟǀĞ WƌŽĐĞƐƐ͖ ďĂƐĞĚ ƵƉŽŶ ƚŚĞ ĚĞƚĞƌŵŝŶĂƟŽŶ ŽĨ ƚŚĞ ŽƵŶƚǇ DĂŶĂŐĞƌ Žƌ ĚĞƐŝŐŶĞĞ ƚŚĂƚ ĂƉƉƌŽǀĂů ŽĨ ƐƵĐŚ ĂŶ ĞǆĞŵƉƟŽŶ ŝƐ ŝŶ ƚŚĞ ďĞƐƚ ŝŶƚĞƌĞƐƚ ŽĨ ƚŚĞ ŽƵŶƚǇ͘ WƵƌĐŚĂƐĞƐ ŐƌĞĂƚĞƌ ƚŚĂŶ ΨϱϬ͕ϬϬϬ ǁŝůů ƌĞƋƵŝƌĞ ĮŶĂů ĂƉƉƌŽǀĂů ďǇ ƚŚĞ ŽĂƌĚ ŽĨ ŽƵŶƚǇ ŽŵŵŝƐƐŝŽŶĞƌƐ͘ Complete all ƐĞĐƟŽŶƐ ŽĨ ƚŚŝƐ ĨŽƌŵ ƉƌŝŽƌ ƚŽ ƐƵďŵŝƫŶŐ ŝƚ ƚŽ WƌŽĐƵƌĞŵĞŶƚ. Any quotes and/or ĚŽĐƵŵĞŶƚĂƟŽŶ ƐƵďŵŝƩĞĚ ŵƵƐƚ ďĞ ĚĂƚĞĚ ǁŝƚŚŝŶ ƚŚĞ ůĂƐƚ ƚŚŝƌƚǇ ;ϯϬͿ ĚĂǇƐ͘ /Ĩ ĂƉƉůŝĐĂďůĞ͕ ƐƵďŵŝƚ ǁŝƚŚ ƚŚĞ ĨŽƌŵ ĂƐƐŽĐŝĂƚĞĚ termƐ ĂŶĚ ĐŽŶĚŝƟŽŶƐŽƌĂŐƌĞĞŵĞŶƚƐ͘ 1. Government Agency/Non-WƌŽĮƚ 2.ZĞŐŝƐƚƌĂƟŽŶͬƵĞƐͬdƌĂŝŶŝŶŐ 3.^ƵďƐĐƌŝƉƟŽŶƐͬWĞƌŝŽĚŝĐĂůƐͬWƌŝŶƚĞĚDĂƚĞƌŝĂůƐ 4.ĚǀĞƌƟƐĞŵĞŶƚƐ 5.hƟůŝƚǇ^ĞƌǀŝĐĞƐ– subject to government control 6.ĚƵĐĂƟŽŶͬĐĂĚĞŵŝĐPrograms/Trainers/Speakers 7. Legal Services 8.WƵƌĐŚĂƐĞƐƌĞƋƵŝƌĞĚďǇŐƌĂŶƚƐͬŐŝŌƐ ϵ͘ ŽŵƉĂƟďŝůŝƚǇͬProprietary with current systems 10.^ŚŽƉĞƐƟŵĂƚĞƐŽŶĚŝƐĂƐƐĞŵďůĞĚĞƋƵŝƉŵĞŶƚ 11. Personnel/Recruitment Services 12. Works of art for public display 13.ŝƌĞĐƚWƵƌĐŚases 14. Financial Instruments 15. Entertainment Services for County Sponsored Events 16. Management Studies as directed by the County Manager ϭϳ͘ ZĞƐŽůƵƟŽŶͬŝƌĞĐƟŽŶ;ŝŶĐůƵĚĞƌĞƐŽůƵƟŽŶŶƵŵďĞƌ ĂŶĚĂƉƉƌŽǀĂůĚĂƚĞͿ SECTION ONE Requester:ŝǀŝƐŝŽŶ͗ Requested Item;ƐͿ/Service;ƐͿ:Vendor Name: SECTION TWO Historical Countywide Expenditure: Requested Not to Exceed Expenditure Per FY: ZĞƋƵĞƐƚĞĚĂƚĞZĂŶŐĞ͗ ƵĚŐĞƚ&z͗ One Time Purchase DƵůƟƉůĞWƵƌĐŚĂƐĞƐ SECTION THREE Quote/Proposal: Yes No /ĨǇĞƐ͕ĂƩĂĐŚ͘ ŐƌĞĞŵĞŶƚͬdĞƌŵƐΘŽŶĚŝƟŽŶƐ͗ zĞƐ EŽ /ĨǇĞƐ͕ĂƩĂĐŚ͘ SECTION FOUR Detailed ĞƐĐƌŝƉƟŽŶŽĨWƵƌĐŚĂƐĞ. ✔ Claudia Wood Tourism Advertising & Promotion Swiss Market MTCH Ltd/Hotelplan Suisse (dba Travelhouse) $ 10,000 $ 5,000 07/01/2024-09/30/2024 FY24 MTCH Ltd/Hotelplan Suisse is the largest Swiss tour operator and is responsible for tour operating for the two specialist brands travelhouse and tourisme pour tous. To further strenghten the awareness of Paradise Coast and to push late summer/early fall bookings to the Swiss consumer and travel agents. Page 2011 of 3681 EXEMPTION FROM COMPETITVE PROCESS FORM Page 2 of 2 Revised :ĂŶƵĂƌǇ202ϰ Detailed Public WƵƌƉŽƐĞ. Include why this purchase is ĞƐƐĞŶƟĂůƚŽŽƵŶƚǇŽƉĞƌĂƟŽŶƐ͘ SECTION FIVE /ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐǇ͘^ĞůĞĐƚzĞƐŝĨƚŚĞƉƌŽĚƵĐƚƐͬƐĞƌǀŝĐĞƐĂƌĞƌĞůĂƚĞĚƚŽ/ŶĨŽƌŵĂƟŽŶdĞĐŚŶŽůŽŐǇ͘/ĨǇĞƐ͕ƉƌŽǀŝĚĞƚŚĞ WƵƌĐŚĂƐŝŶŐŽŵƉůŝĂŶĐĞŽĚĞ;WͿŶƵŵďĞƌŽƌĞŵĂŝůĂƉƉƌŽǀĂůĚŽĐƵŵĞŶƚĂƟŽŶ͘ Yes No If yes, provide the PCC number: SECTION SIX Requester: Signature: ŝǀŝƐŝŽŶŝƌĞĐƚŽƌ͗Signature: ĞƉĂƌƚŵĞŶƚ,ĞĂĚ;ZĞƋƵŝƌĞĚŝĨŽǀĞƌΨϱϬ͕ϬϬϬͿ͗Signature: Procurement ŝƌĞĐƚŽƌ;ΨϱϬ͕ϬϬϬĂŶĚƵŶĚĞƌͿ:Signature: WƌŽĐƵƌĞŵĞŶƚŝƌĞĐƚŽƌ;KǀĞƌΨϱϬ͕ϬϬϬĐŽŶƟŶŐĞŶƚŽŶ ŽĂƌĚĂƉƉƌŽǀĂůͿ͗ Signature: WƌŽĐƵƌĞŵĞŶƚhƐĞKŶůǇ ApprovĞĚ&Žƌ: ƉƉƌŽǀĞĚďǇŽĂƌĚ͗ Contract #: ^ƚĂƌƚĂƚĞĂƚĞ Contract Not Applicable ŶĚĂƚĞ Agenda # ǆĞŵƉƟŽŶη͗ Last minute B2C/B2C campaign with Swiss tour operator “travelhouse” to push summer/early fall bookings to Naples, Marco Island and the Everglades. Planned is a Southern Florida campaign for Paradise Coast, FLL, Sarasota and Florida Keys and the campaign will include the following elements: Creation of a new fly&drive travel package incl. the four attending destinations B2B: Banner of travel inside website Home - aboutTravel visits 560 k/month), link to travelhouse package B2B: 2x inclusion in the B2B newsletter and intranet placement ( reach 1600) B2C: 1 month online banner campaign ( incl. logo placement, link to travelhouse package) B2C: Inclusion w. newsletter teaser , link to travelhouse packate Inclusion with 15 s. destination video (insider tip) in the Insta and Facebook reel, link to travelhouse package (17 k followers) Inclusion with 15 s. destination video in the Insta and Facebook reel, link to travelhouse package ( 17 k followers) Inclusion in the social media stories o Facebook and Insta and repost of the insider tip(17 k followers) Inclusion in the social media post including offer of Facebook and Insta ( 17 k followers) 4 weeks social media ads campaign to promote the travel package (3 offers, link to the travelhouse website) Claudia Wood Claudia Wood Digitally signed by Claudia Wood Date: 2024.08.29 12:34:15 -04'00' TusaJay Digitally signed by TusaJay Date: 2024.08.29 12:45:20 -04'00' Tourism 9/30/24 ✔ 24-123-EM KƌŝŐŝŶĂůůǇĂƉƉƌŽǀĞĚϳ͘ϭϵ͘ϮϬϮϰĨŽƌΨϯ͕ϬϬϵ͘EŽƚƚŽĞǆĐĞĞĚĂŵŽƵŶƚƌĞǀŝƐĞĚŽŶϬϴͬϮϵͬϮϬϮϰ͘ SrnkaSandra Digitally signed by SrnkaSandra Date: 2024.08.29 16:20:28 -04'00' Page 2012 of 3681 Marketing Kooperation South Florida 1x 4,012.00 Sommer 2024 PO Nr. 4500232453 ______________________________ TOTAL ZU UNSEREN GUNSTEN USD 4,012.00 ____________________________________________________________ Freundliche Grüsse Hotelplan Suisse Zahlungsbedingungen: Total netto USD 4,012.00 Netto, zahlbar nach Erhalt der Rechnung MWSt 1 0.00 % USD 4,012.00 inkl. = USD 0.00 MTCH AG Hotelplan Suisse Sägereistrasse 20 8152 Glattbrugg Schweiz Telefon +41 43 211 81 11 Fax +41 43 222 96 31 MWSt-Nr. CHE-103.628.247 MWST E-Mail info@hotelplan.ch U. Ref. Melissa Clausen 930000 Naples, Marco Island & Everglades CVB 2660 N HORSESHOE DRIVE STE 105 Naples, FL 34104 USA US$ Konto: Credit Suisse, Zurich , Konto N°. 317760-12 CLG/BLZ: 4835 / BIC/SWIFT: CRESCHZZ80A IBAN: CH53 0483 5031 7760 1200 0 Rechnung Nr. 9840-224076-01/01 Glattbrugg, 20.08.2024 Ersetzt Dokument Nr. 9840-224076-01/00 vom 20.08.2024 Page 2013 of 3681 Reporting travelhouse Trade Media ActivitiesSouth Florida2024Page 2014 of 3681 Marketing ActivitiesReporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale 2PAGE ACTIVITYDATE3B2B±Travel Inside Website Banner 17.06. ±23.06.244B2B ±Infoletter & Weekly 11.06.245B2C ±Online Banner Campaign 17.06. ±14.07.246B2C ±Newsletter Teaser25.06.247B2C ±Social Media Post, Offer Post 02.07.20248B2C ±Social Media Reel, Insider Tipp 04.07.20249B2C ±Social Media Story, Repost Insider Tipp 05.07.202410B2C ±Social Media Post, Offer Post 06.07.202411B2C ±Social Media Ads Campaign 17.06.24 ±23.07.24Page 2015 of 3681 B2B±Travel Inside Website Banner3Publication17.06. ±23.06.24StatisticsImpressions: 48 445Clicks: 174CTR 0.15% Reporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2016 of 3681 4B2B±Infoletter & Weekly Publication11.06.24StatisticsReached¶Unique Open Rate: 56.35%Unique Click Rate: 30.50%Reporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2017 of 3681 5Publication17.06. ±14.07.24StatisticsImpressions: 1 712 788Clicks: 607CTR: 0.04%B2C±Online Banner CampaignReporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2018 of 3681 Publication25.06.24StatisticsReached: 37 026Unique Open Rate: 34.25%Total Clicks South Florida: 5.5%B2C±Newsletter Teaser6etter TeaserReporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2019 of 3681 7Publication02.07.2024Statistics FacebookImpressions: 1 161Reach: 1 098Interactions: 7Statistics InstagramImpressions: 455Reach: 385Interactions: 32B2C±Social Media Post, Inspiration PostReporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2020 of 3681 Publication04.07.2024Statistics FacebookImpressions: 303Reach: 291Interactions: 6Statistics InstagramImpressions: 312Reach: 290Interactions: 25B2C±Social Media Reel, Insider Tipp8Reporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2021 of 3681 Publication05.07.2024StatisticsImpressione 219Reach: 216Interactions: 3B2C±Social Media Story, Repost Insider Tipp9Reporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2022 of 3681 10Publication06.07.2024Statistics FacebookImpressions: 628Reach: 592Interactions: 7Statistics InstagramImpressions: 568Reach: 478Interactions: 37B2C±Social Media Post, Offer PostReporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2023 of 3681 Publication17.06.24 ±23.07.24StatisticsImpressions: 387 221Reach: 153 307Clicks: 2 381 CTR: 0.62%B2C±Social Media Ads Campaign11Reporting travelhouse Marketing Activities South Florida ±Paradise Coast, Florida Keys, Visit Lauderdale Page 2024 of 3681 After-the-Fact Form Page 1 of 2 September 2024 Per section 21 of the Procurement Manual, all purchases shall be consistent and in compliance with the Procurement Ordinance (2017-08). Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date Active Network, LLC dba Global Payment P-Card - Payment Not Timely $ 920.00 3/9/21 None None (2) ActiveNet IPP320 encrypted Point-of-Sale Debit Pin Pads for use at Sudgen Regional Park ($460.00 each). These devices would allow Sugden Regional Park Sail and Ski Centers to accept credit card payments through the contracted vendor ActiveNet. Parks and Recreation Regional Manager, Aaron Hopkins, requested and was given approval by Division Director, Barry Williams, to use his P-card to purchase (2) Debit Pin Pads for Sugden Regional Park. The order was placed on 2/26/2021 but sent to the Naples Depot Museum in error. The units were delivered from the Museum to Parks on March 24, 2021 without the accompanying invoice. Unlike most P-card purchases, Activenet payments are made after the items and invoice have been received. The Regional Manager failed to follow up and secure an invoice so that payment could be made in a timely manner. The Parks Division received notification of this unpaid invoice on July 9, 2024 and began a review. By mid-September Parks confirmed that the units had been received and payment had not been made. Parks & Recreation Growth Management Jeanine McPherson 10/3/24 James Hanrahan James French Page 2025 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Require that all Active Net purchases be made by purchase order. Jeanine McPherson James Hanrahan Josie Terga Page 2026 of 3681 Contact Info: 3400 N Central Expwy Richardson, TX 75080 United States Phone: 469-291-0300 Option 4 Fax: 469-533-3940 Invoice Questions? Email us at ActiveAR@active.com COLLIER COUNTY Cust #Invoice #Invoice Date Customer PO # 10162 11119818 09-MAR-21 Signed by Audrey Martinez Please Remit Check/Cheque Payment to: Please Remit Wire/ACH Payments to: Active Network, LLC P. O. Box 744932 Atlanta, GA 30384-4932 Beneficiary's Bank: Bank of America, N.A. Beneficiary's Bank SWIFT BIC: BOFAUS3N Beneficiary's Account Number: 1453218221 Beneficiary's Bank Wire Routing Number: 026009593 Beneficiary's Bank ACH Routing Number: 121000358 Beneficiary's Name: Active Network, LLC Beneficiary's Address: 5850 Granite Pkwy, Plano, TX 75024 TO PAY BY CREDIT CARD, USE BELOW LINKS: USD Credit Card payments https://paymentmanagercui.active.com/ACTIVECreditCardProcessingPM CAD Credit Card payments https://paymentmanagercui.active.com/ACTIVECreditCardProcessingPMCAD PLEASE BE SURE TO INCLUDE ACTIVE'S INVOICE NUMBER ON YOUR REMITTANCE Bill To: COLLIER COUNTY Attn: Audrey Martinez Attn: Clerk's Finance Dept, 7th FLR Admn 3299 TamiamiTrail East Suite 700 NAPLES, FL 34112 United States Ship To: COLLIER COUNTY Attn: Audrey Martinez 15000 Livingston Rd NAPLES, FL 34109 United States Sales Person Sales Order # - Order Type Quote #Terms Due Date Transaction Type Curr Corsentino, Chad 2168371-AMER PARKS & REC 00119319 30 NET 08-APR-21 USD Ln Item #Description Delivery Method Ordered Invoiced UOM Unit Price Ext Amount 1 77328 ACTIVENet - IPP320 Debit Pin Pad 2.00 2.00 Each 460.00 920.00 Sub-total:920.00 Tax Total:0.00 Invoice Total:920.00 Please Pay this Amount: Balance Due:920.00 Page 2027 of 3681 Collier County Parks & Recreation Division 15000 Livingston Road z Naples z Florida z 34109 z (239) 252-4000 www.collier parks.com MEMORANDUM To: Jaime Cook, Interim Parks and Recreation Division Director James Hanrahan, Parks and Recreation Division Assistant Director From: Jeanine McPherson, Management Analyst II Date: 11/1/2024 RE: Activenet After-the-Fact Payment Request On July 9, 2024, the Parks & Recreation Division received three unpaid invoices from Active Network dating back to 2021: #11119731, #11119818, and #11120311. All the invoices were for the same item--an encrypted credit card pin pad, model IPP320. A total of four pin pads were requested in three separate orders. Two pin pads were ordered by the Parks & Recreation Division in a single order and two pin pads were ordered by the Museum Division in two different orders. Invoice Invoice Date Item Customer 11119731 03/04/2021 (1) Pin Pad IPP320 Lisa Marciano, Museums 11119818 03/09/2021 (2) Pin Pad IPP320 Audrey Martinez, Parks 11120311 04/07/2021 (1) Pin Pad IPP320 Lisa Marciano, Museums The Parks Division delivery should have been sent to North Collier Regional Park and the Museum Division delivery to the Naples Depot Museum. However, a single delivery was made to the Naples Depot Museum. It was confusing because it included two separate invoices (11119731 and 11119818) referencing three items of which only two items were delivered. It was difficult to determine whether one unit was for Parks and the other for Museums or both units intended for Parks. Lisa Marciano, Museum Manager, contacted Dustin DeBres, Operations and Veterans Services Division, for assistance. Dustin spoke with Chad Corsentino, Active Net Representative, and determined that both units should be transferred to Parks. The Parks Division received the two units at the end of March 2021. Dustin attached the invoices in JIRA but the invoices were never sent to the Parks Division. At that time, Park staff didn’t have access to JIRA. Unlike most P-card purchases, payment for encrypted Active Net hardware is made after both the items and invoice have been received. Regional Manager, Aaron Hopkins, was responsible for procurement as the units were needed at one of his assigned parks. His responsibilities included both obtaining permission to purchase and using his p-card to pay for the pin pads. He submitted a Request to Purchase form and obtained verbal permission to use his p-card from Parks Director, Barry Williams. Despite efforts, Aaron Hopkins failed to secure an invoice and make payment. The Parks Division received the first notice of this unpaid invoice on Page 2028 of 3681 Collier County Parks & Recreation Division 15000 Livingston Road z Naples z Florida z 34109 z (239) 252-4000 www.collier parks.com July 9, 2024 and began a review. By mid-October, Parks confirmed that the units had been received, payment had never been made, and unraveled the confusion surrounding the multiple orders. Both Active Net and the Museum Division have determined that the additional two pin pads ordered by the Museum were never delivered; therefore, no payment is currently due on those orders. The only outstanding invoice includes the two pin pads ordered by the Parks Division for a total of $920.00 ($460.00 per unit). Page 2029 of 3681 Page 2030 of 3681 Page 2031 of 3681 Purchase Order number must appear on all related correspondence, shipping papers and invoices: Printed 01/21/2025 @ 13:25:20 Page 1 of 11001000000-163620-653130 Collier County Board of County Commissioners Procurement Services Division Phone: 239-252-8407 Fax: 239-732-0844 Tax Exempt: 85-8015966531C-1 Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com Send all Invoices to: VENDOR Terms and Conditions The VENDOR agrees to comply with all Purchase Order Terms and Conditions as outlined on the Collier County Procurement Services Division site: https://www.colliercountyfl.gov/home/showdocument?id=104405, including delivery and payment terms. Further, the VENDOR agrees to: 1. Provide goods and services outlined in this Purchase Order with the prices, terms, delivery method and specifications listed above. 2. Notify department immediately if order fulfillment cannot occur as specified. 3. Send all invoices to:Collier County Board of County Commissioners Attn: Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 OR email to: bccapclerk@collierclerk.com The Purchase Order is authorized under direction of Collier County Board of County Commissioners by: Sandra Herrera, Director, Procurement Services Division Vendor # 106077 PREFERRED MATERIALS INC 4636 SCARBOROUGH DR LUTZ FL 33559 Purchase order PO Number 4500226743 Date 10/11/2023 Contact Person Road Maint Please deliver to: TRANSPORTATION MGMT SVC DEPT ROAD MAINTENANCE DEPARTMENT 4800 DAVIS BLVD NAPLES FL 34104-5306 Delivery Date: 09/30/2024 Terms of Payment Net 28 days (20 business days) Item Material Description Order Qty Unit Price Per Unit Net Value 00010 CON Asphalt Pick Up 163620 49,392.31 EA 1.00 49,392.31 Blanket Purchase Orders do not survive after the underlying contract expires. *** Item partially delivered *** 49,392.31Total net value excl. tax USD Page 2032 of 3681 Page 2033 of 3681 ("F$K#"? 0 !$K "! # $%" & 'B1 ( /&! *, 7?1B*1 $K !/#!! 0 %)*+*, '* &, -./&0 !0 ! +)) )*H4)*)*H5)3 ***1 *.6)5 ! 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Should work be authorized or purchases made that are inconsistent with County policy, procedure, or contract terms, an After-the-Fact Procurement Form is required. Vendor Name: Reason for ATF: Other (Explain): Amount: Date of Purchase: Contract #: Purchase Order #: Describe goods/services purchased: Details of the Purchase: Have the goods been received, or have the services been performed? Yes No Has the vendor been paid? Yes No Action Required (choose one): Ratification of payment already made Authorize payment to the vendor Other (Explain): Why is this deemed a non-compliant purchase? Choose one. Contract Other (Explain): Ordinance Manual P-Card Purchase Order Division: Department: All fields are required and are based on the division and department structure. If electronic signatures are used, the date fields are optional. Requester Signature Date Division Director Signature Date Department Heador Executive Director Signature Date Environmental System Research Other (please describe): Contract Terms not Followed - Task Order $ 14,924.00 2/29/24 22-037-NS 4500230308 ArcGIS Address Data Management Solution Support - remote consulting services to assist the County in using the ArcGIS Pro Address Data Management Solution. GMCD - GIS team has requested ESRI professional services to provide consulting services to assist the County with using the latest version of the ArcGIS Address Data Management solution and transitioning from previous workflows to newer workflows found in the current solution. The professional services fall outside the scope of the master agreement. A contract amendment was requested to include professional services supported by a proposal provided by the vendor. However, after the contract amendment was initiated, former staff did not verify the contract terms before proceeding. This oversight resulted in the issuance of PO which inadvertently excluded the original proposal that has the scope of services and labor rates. Furthermore, the required Task Order form was not obtained as part of this process. Operations and Regulatory Management Growth Management Melinda Paltep Michael Stark James French Page 2048 of 3681 After-the-Fact Form Page 2 of 2 September 2024 Corrective/Preventative Action (choose all that apply). Procurement 101 Training Quoting101 Training Internal Process Refresher Training Review Procurement Ordinance P-Card Training Review Procurement Manual Other:__________________________________ By signing and submitting this form, I acknowledge that I am responsible for managing and overseeing procurement actions and contracts in line with the requirements of the Procurement Manual, the Procurement Ordinance, and contract terms. I understand that any after-the-fact approvals or other remedial actions that could have been prevented will lead to counseling, training, corrective measures, and progressive discipline, as appropriate, for both the employee and my supervisor. Additionally, I affirm my commitment to completing any corrective or preventive actions assigned by the Division Director to prevent future occurrences of after-the-fact purchases. Requester Signature Date The Division Director acknowledges their responsibility for implementing all necessary actions to prevent future occurrences of after- the-fact approvals. They also affirm that appropriate measures, including employee and supervisor counseling, training, corrective actions, and progressive discipline, will be provided to staff as required by the circumstances. Division Director Signature Date Reviewed: Signature Date Signature Date Submit After-the-Fact requests to Procurement Services via the Jira Ticketing System . After-the-Fact requests less than $15,000 will be placed on the Procurement Administrative Report for approval by the Board of County Commissioners. After-the-Fact requests greater than $15,000 will require approval by the Board of County Commissioners via an agenda item. The Division is responsible for creating the agenda item and Executive Summary and providing all required documentation. Provide training to staff focusing on verifying contract terms and documentation prior to submitting PO requisitions. Melinda Paltep Michael Stark Josie Terga Page 2049 of 3681 Page 2050 of 3681 Quotation # Q-508418 Date: February 13, 2024 Environmental Systems Research Institute, Inc. 380 New York St Redlands, CA 92373-8100 Phone: (909) 793-2853 DUNS Number: 06-313-4175 CAGE Code: 0AMS3 Customer # 137021 Contract # County of Collier Metropolitian Planning Organization 2685 S Horseshoe Dr Ste 211 Naples, FL 34104-6113 To expedite your order, please attach a copy of ATTENTION: Jason Regula this quotation to your purchase order.PHONE: (239) 252-2385 Quote is valid from: 11/8/2023 To: 5/6/2024 EMAIL: jasonregula@colliergov.net Material Qty Unit Price Total 95241 1 $14,924.00 $14,924.00 Consulting Services Subtotal:$14,924.00 Sales Tax: $0.00 Estimated Shipping and Handling (2 Day Delivery): $0.00 Contract Price Adjust: $0.00 Total:$14,924.00 For questions contact: Michele Lundeen Email: mlundeen@esri.com Phone: (704) 541-9810 x8740 !! "# $ %&'( # " " ) * " " " + # ) " ,(- ,( . -&/011 $2(&- ( ( ( """ ,( & " $ & , " " 3 -454 ,(& LUNDEENM This offer is limited to the terms and conditions incorporated and attached herein.Page 2051 of 3681 Page 2052 of 3681 Page 2053 of 3681 Page 2054 of 3681 Page 2055 of 3681 _____________________________________________________________________________________________________ Esri Engagement Owner: Jordyn Evans For services provided by Esri, the following is requested for payment. If you have any questions with regards to this invoice, please contact Nena Racelis at nracelis@esri.com or 909-369-8363. _____________________________________________________________________________________________________ Item Subtotal 2,511.25 Total: USD 2,511.25 Bill to: County of Collier Board of Commissioners Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 _____ Electronic Instructions:_____ Bank: Bank of America Acct#: 1496150335 Wire ABA: 026009593 ACH ABA: 121000358 Remit Payment to: Environmental Systems Research Institute, Inc. By Check: P.O. Box 741076 Los Angeles CA 90074-1076 Ship to: County of Collier Metropolitian Planning Organization 2685 S Horseshoe Dr Ste 211 Naples FL 34104-6113 380 New York St Redlands,CA-92373-8118 Phone:(909)793-2853 _____ Attachments Required FEIN: 95-2775732 DUNS/CEC: 06-313-4175 CAGE: 0AMS3 Please detach lower portion and return with remittance County of Collier Board of Commissioners Accounts Payable 3299 Tamiami Trl E Ste 700 Naples FL 34112-5749 Invoice: 94882915 Document Date: 01/08/2025 Payer: 469167 Total: USD 2,511.25 Invoice : 94882915 Document date : 01/08/2025 Order : 40061470 Delivery : Customer : 137021 Customer PO : 4500230308 P.O. Date : 02/29/2024 End User : 137021 County of Collier Project : PSE.D06204BL01 U.C.C. Page :1 Terms of payment: Net Due 30 days, no discount The line items included in this transaction are governed exclusively by the terms of the above-referenced contract, if any, or, where applicable, Esri's standard terms and conditions at www.esri.com/legal/software-license. Invoice ),1$/,192,&( Page 2056 of 3681 Esri Project #: PSED06204Contract Value: $14,924.00Invoice #: 94882915Invoice Date: 1/8/2025Billing Period : 12/01/2024-12/31/2024COST ELEMENT RATE HOURS AMOUNT HOURS AMOUNT HOURS AMOUNTTechnology Consultant/Engineer (S1) - 2024 $287.00 8.75 $2,511.25 29.50 $8,466.50 38.25 $10,977.75Senior Technology Consultant/Engineer (S2) - 2024 $370.00 0.00 $0.009.50 $3,515.00 9.50 $3,515.00TOTAL 8.75 $2,511.25 39.00 $11,981.50 47.75 $14,492.75T&M INVOICE ATTACHMENTCURRENT BILLED PRIOR BILLED CUMULATIVE BILLED Page 2057 of 3681 November 7, 2023 ArcGIS Address Data Management Solution Support Prepared for: Jason Regula, Manager County of Collier, Growth Management Division 2800 North Horseshoe Drive Naples, Florida 34104 Esri Quote Number: P016880 Page 2058 of 3681 P016880 – Collier County FL – ArcGIS Address Data Management Solution Support 1 November 7, 2023 Introduction: Collier County, Florida (County) has requested Environmental Systems Research Institute, Inc. (Esri) Professional Services to provide consulting services to assist the County with using the latest version of the ArcGIS Address Data Management solution and transitioning from previous workflows to newer workflows found in the current solution. The quote below describes the scope of services, schedule, pricing, terms and conditions, and purchasing instructions. Scope of Services: ArcGIS Address Data Management Solution Support Esri will provide up to 52 hours of remote consulting services to assist the County in using the ArcGIS Pro Address Data Management Solution. The work will be based on the County’s address maintenance workflows and data as well as the ArcGIS Pro address editing capabilities. It is anticipated that consulting services may include the following topics: x Overview of the ArcGIS Pro address management solution x Review of existing address data and workflows x Creation of address layers and feature templates x Field mapping and migration of data into new data schema x Minor configuration changes to attribute rules to support core address editing workflows x Tuning ArcGIS Pro map for editing x Knowledge transfer in address editing workflows in ArcGIS Pro Following the initial creation of the County’s new file geodatabase-based instance working with the current Address Data Management Solution, an Esri consultant will assist County with migrating/relocating the file geodatabase data to the County’s ArcGIS Enterprise 11.1 instance once it is available and ready. The Esri consultant may provide: x Assistance with data loading to the County’s Enterprise Geodatabase x Demonstrating and providing knowledge transfer on how the Address Data Management Solution would operate on the Enterprise Geodatabase instance. x Provide related knowledge transfer and ad-hoc support as time permits This activity will be supported remotely from Esri’s offices. The Esri consultant(s) will work with direction from County’s technical staff and management. Esri will prepare a brief (up to 3 pages) summary of findings and recommendations. Page 2059 of 3681 P016880 – Collier County FL – ArcGIS Address Data Management Solution Support 2 November 7, 2023 Esri Responsibilities x Provide up to 52 hours of consulting services as described above. County Responsibilities x Communicate project needs and priorities to the Esri Consultant(s). x Provide the Esri Consultant(s) with access to systems environment and databases, as required. x Provide appropriate staff to direct support activities. x Provide single point-of-contact with administrative access. x Provide temporary administrative access to the server environments to the Esri technical consultant for installation and configuration purposes when and where needed Assumptions x Consulting support and knowledge transfer will be provided as a collaborative learning effort between Esri and County and will not be provided in formal training session format. Recommendations have been provided for Esri instructor led training to be purchased separately. x ArcGIS Pro 3.x or higher will be used. x A full base deployment of ArcGIS Enterprise 11.1 or higher will be available for use along with an Enterprise Geodatabase. This proposal does not include time for installation and configuration of ArcGIS Enterprise software. x County will allow an Esri consultant representative access to sample data for remote development and testing purposes. Schedule: The schedule will be mutually agreed upon between County and Esri within 10 business days after contract award with anticipated end date by or before December 31, 2024. Pricing: The pricing provided below has been estimated based upon an anticipated award of a Time-and- Materials (T&M) contract. The required labor hours have been estimated based upon prior experience with work of a similar nature. The total not-to-exceed (NTE) price for the quoted Scope of Services is $14,924. Page 2060 of 3681 P016880 – Collier County FL – ArcGIS Address Data Management Solution Support 3 November 7, 2023 This price is exclusive of any applicable federal, state and/or local taxes including any foreign taxes, value-added tax, customs, or duties for which Esri may collect and County shall remain responsible. Esri anticipates using staff from the Technology Consultant/Engineer (S1) labor category; however, depending on the level of expertise required to perform certain activities during this engagement, Esri may be required to utilize other Esri staff members with a different skill-set and labor category. T&M consulting services will be conducted under the following conditions: x In the event Esri completes the Scope of Services for less than the NTE budget, County will only be invoiced for the actual hours expended plus ODCs. x In the event Esri reaches the NTE budget limit before the Scope of Services is completed, County will have the option to either (a) increase the contract funding in order to allow the work to continue; or (b) instruct Esri to stop work. If County chooses to stop work, Esri will do so without liability. x Esri reserves the right to reallocate the project funding between Scope of Services activities and/or ODCs, as necessary to facilitate the work effort, provided the overall contract price is not exceeded. x If County reschedules or cancels the consulting engagement within three (3) days of the scheduled start date, Esri will invoice County a cancellation fee of $2,500. All work will be accomplished in accordance with the Scope of Services with the deliverable being consulting time. If additional work is requested by County in writing beyond the scope of this quote, Esri will provide an updated quote. Esri will perform and invoice Services on a time and materials basis using the labor categories and rates specified for the performance period. Labor, including travel time, will be invoiced on a monthly basis for actual hours expended during the previous month. Meals will be invoiced on a “per diem” basis in accordance with the full daily limits stated in the most current Federal Travel Regulations. Other direct costs (ODCs), including travel-related expenses and meal per diem, will include a fifteen percent (15%) burden. Invoices are to be paid within 30 days of receipt. This quote is valid for a period of 90 days from the submittal date above. Terms and Conditions: By purchasing these services, the customer agrees to the Professional Services Agreement G363CT, which will take precedence over any other terms and/or customer ordering documents. If not attached, the terms and conditions can be found at: Page 2061 of 3681 P016880 – Collier County FL – ArcGIS Address Data Management Solution Support 4 November 7, 2023 https://www.esri.com/en-us/legal/terms/services Purchasing: To order these services as quoted, please email the following items to Andy Potts at apotts@esri.com or fax to (909) 798-2003. 1. Purchase Order: o In the amount of the Total NTE Price above o Referencing this Quote No. P016880, dated November 7, 2023 2. A copy of this quote. When we receive these completed documents, Esri will contact you to discuss staff assignment and schedule. We look forward to supporting you. Contact: Andy Potts Principal Consultant Esri Professional Services 3325 Springbank Lane, Suite 200 Charlotte, North Carolina 28226 apotts@esri.com www.esri.com Page 2062 of 3681 J7264-a 2024 1 March 2024 TIME AND MATERIALS RATE SCHEDULE Effective January 1, 2024 Hourly time and materials labor category descriptions and rates have been provided for each labor category for calendar year 2024. The hourly labor rates for services that are performed after 2024 may be escalated in an amount not to exceed five percent (5%) each year. Other direct costs, such as travel, reproduction, subcontractor, telecommunication/freight, or materials, will be charged a material handling fee and invoiced. Technology Consultant/Engineer (S1) Staff members in this labor category provide day-to-day technology consulting, troubleshooting, DQGHQJLQHHULQJVHUYLFHVRQPDQ\DVSHFWVRISURMHFWLPSOHPHQWDWLRQௗ7KHVHSURMHFWVLQFOXGH COTS software configuration, custom software development, database consulting, training development and delivery, technical documentation, and other technology consulting and engineering services. Individuals in this category have specialized skills and experience with a variety of technologies that can be applied to a broad spectrum of assignments. Senior Technology Consultant/Engineer (S2) Staff members in this labor category provide strategic technology consulting and engineering services across project implementation. These staff may provide technical leadership services, architecture and design services, as well as training development and delivery for small to moderately complex solutions. Individuals in this category have higher-level specialized skills and experience with a variety of technologies that can be applied to a broad spectrum of assignments. Principal Technology Consultant/Engineer (S3) Staff members in this labor category work as technical leads and/or senior technical advisers, providing technology vision, solution architecture, and strategic technology consulting for projects of all sizes and scopes. These staff may provide strategic technology design & planning, oversight of technical implementation activities, solution architecture and database design, system integration, and other technology training, consulting, and engineering services. Individuals in this category have advanced, diverse, and specialized skills and experience with a variety of technologies that can be applied to a broad spectrum of complex assignments. Staff members in this labor category work with senior client staff in coordination with Esri senior management to resolve issues and support a successful project completion. Page 2063 of 3681 J7264-a 2024 2 March 2023 Consultant/Project Manager (M1) Staff members in this labor category provide day-to-day consulting for and management of many aspects of GIS and related technology projects. The scope of these projects may include database development and administration, training, technical support, business process design and development, definition of work plans, project management of technical and contractual deliverables, and ad hoc consulting. For complex projects, these individuals may team with senior staff to develop comprehensive work plans that address risk, schedule, and budget management and provide the framework for project implementation. Senior Consultant/Project Manager (M2) Staff members in this labor category provide strategic consulting and management services for complex GIS and related technology projects. These staff members have market/application domain expertise with extensive experience in various technologies required to support the successful completion of a project. Consulting activities may include strategic planning, implementation of change management methodologies and system integration, and training, as well as project management oversight of project deliverables and subcontractors. These individuals may also design comprehensive work plans that address risk, schedule, and budget management and provide the framework for project implementation. Principal Consultant/Program Manager (M3) Staff members in this labor category work as program directors or project advisers, providing project vision, strategic consulting, and program management activities for GIS and related technology projects. Consulting activities may include strategic planning, oversight of requirements definitions, application and database design, system integration, curriculum development and help desk system architecture. Management activities may include providing oversight on defining program requirements and objectives, establishing budgets and schedules, as well as allocating staff and other resourcing activities. Technology Support Specialist (DB) Staff members in this labor category work in professional entry-level roles to support definable activities of larger technology projects. Working with technical and management leads and mentors, these staff provide support to technology projects as assigned. Page 2064 of 3681 J7264-a 2024 3 March 2023 Current Rates by Labor Category Labor Category Rate Technology Consultant/Engineer (S1) $287 Senior Technology Consultant/Engineer (S2) $370 Principal Technology Consultant/Engineer (S3) $455 Consultant/Project Manager (M1) $347 Senior Consultant/Project Manager (M2) $437 Principal Consultant/Program Manager (M3) $578 Technology Support Specialist (DB) $240 Page 2065 of 3681 Copyright © 2023 Esri All rights reserved. Printed in the United States of America. Notice of Proprietary Information: The information in the attached document is proprietary to Esri and contains commercial or financial information or trade secrets that are confidential and exempt from disclosure to the public under the Freedom of Information Act. This information shall not be disclosed outside of Customer’s organization (except for consultants under a confidentiality obligation who are involved in the proposal evaluation process) without Esri’s prior permission, and shall not be duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate this proposal. If, however, a contract is awarded to Esri as a result of this information, the Customer shall have the right to duplicate, use, or disclose the data to the extent provided in the contract. This restriction does not limit the Customer’s right to use information contained in this data if it is obtained from another source without restriction. Esri, the Esri globe logo, ArcGIS, esri.com, and other Esri marks used in this document are trademarks, service marks, or registered marks of Esri in the United States, the European Community, or certain other jurisdictions. Other companies and products or services mentioned herein may be trademarks, service marks, or registered marks of their respective mark owners. Page 2066 of 3681 Page 2067 of 3681 Page 2068 of 3681 Page 2069 of 3681 Page 2070 of 3681 Page 2071 of 3681 Page 2072 of 3681