Backup Documents 01/13/2015 Item #16E3 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIL
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT T V
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THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
.,. otomylEINK ROUTING SIS;,
Routed by Purchasing Department to
Office Initials Date
the Following Addressee(s) (In routing order)
1. Risk Management Risk
2. County Attorney Office County Attorney Office OP
I 15115
3. BCC Office Board of County Tn3 bi
Commissioners —ODA 1115115
4. Minutes and Records Clerk of Court's Office f5((`5 1 Ll�
- ern
5. Return to Purchasing Department Purchasing
Contact: Diana DeLeon
PRIMARY CONTACT INFORMATION
Name of Primary Diana De Leon,January 13,2015 Phone Number 252-8375
Purchasing Staff
Contact and Date
Agenda Date Item was January 13,2015 Agenda Item Number 16.E.3
Approved by the BCC
Type of Document Assumption Agreement Number of Original 2
Attached Documents Attached
PO number or account N/A Solicitation/Contract 12-5939 iDSS Global
number if document is NumberNendor Name
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? DD
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency; Address;Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's DD
signature and initials are required.
7. In most cases(some contracts are an exception), an electronic copy of the document and DD
this routing slip should be provided to the County Attorney's Office before the item is
input into SIRE.
8. The document was approved by the BCC on the date above and all changes made DD
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by th
BCC,all changes directed by the BCC have been made,and the document is ready f r the '4
Chairman's signature. ��..�-
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MEMORANDUM
Date: January 22, 2015
To: Diana De Leon, Contracts Technician
Purchasing Department
From: Ann Jennejohn, Deputy Clerk
Minutes & Records Department
Re: Contract #12-5939 iDSS Assumption Agreement
"Web Based Destination Management System"
Contract Successor: Tempest, Inc.
Attached is an original copy of the contract referenced above, (Item #16E3)
approved by the Board of County Commissioners on Tuesday, January 13, 2015.
The second original contract will be held in the Minutes and Records Department
for the Board's Official Record.
If you have any questions, please contact me at 252-8406.
Thank you.
Attachment
1
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ASSUMPTION AGREEMENT
This Assumption Agreement is made and entered into as of ja h wry 13 , 2015
by and between iDSS Global LLC and Collier County, a political subdivision of the State of
Florida("County").
WHEREAS, on June 29, 2012, the County awarded a contract under RFP 12-5939 "Web
Based Destination Management System" to Internet Destination Sales Solutions ("iDSS"), and
its subsequent renewals, collectively attached hereto as "Exhibit A", and hereinafter referred to
as"Agreement"; and
WHEREAS, iDSS represents to Collier County that by virtue of an Asset Purchase
Agreement, iDSS Global LLC, a division of Tempest, Inc. ("Tempest") is the successor in
interest to iDSS in relation to the Agreement; and
WHEREAS, the parties wish to formalize Tempest's assumption of rights and obligations
under the Agreement effective as of the date first above written.
NOW THEREFORE, IN CONSIDERATION of the mutual promises in this Assumption
Agreement, and for other good and valuable consideration, the receipt and sufficiency of which
are acknowledged by the parties, it is agreed as follows:
1. Tempest accepts and assumes all rights, duties, benefits, and obligations of iDSS
under the Agreement, including all existing and future obligations to pay and perform under the
Agreement.
2. Tempest will promptly deliver to County evidence of insurance consistent with
the Agreement.
3. Further supplements to, or modifications of, the Agreement shall be approved in
writing by both parties.
4. Notice required under the Agreement to be sent to Vendor shall be directed to:
VENDOR:
iDSS Global, LLC
250 Marquette Avenue South, #1330
Minneapolis, MN 55401
Phone: (612) 767-7822
Email: mlynch@idss.com
Attention: Mark Lynch, President
5. The County hereby consents to Tempest's assumption of the Agreement in order
to continue the services provided under Contract 12-5939 by virtue of the Asset Purchase
Agreement and name change. No waivers of performance or extensions of time to perform are
granted or authorized. The County will treat Tempest as the Vendor for all purposes under the
Agreement.
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IN WITNESS WIIEREOF. the undersigned have executed and delivered this Assumption
Agreement effective as of the date first above written.
COLLIER COUNTY:
ATTEST: BOARD OF COUNTY COMMISSIONERS
DWIGI IT E. BROCK, Clerk COLLIER COUNTY, FLORIDA
By: 04D-C-
. /� /0
By: < �i�✓G
?cputy Clerk TM Nahce-. . Chairman
Date. � ' '' "'"`. ,
Attest as to thaiian'3
signature only. ..
iISS c o 1, 1,14t .e. :..
By: / '_ k.- CA'% Attest: AreAkeilk.. WO,N, d
RAide-4440.,t, Rms.L.....t� tbis6 ,06A2. • k sc. \Na '
I ype/pri name' Type/print name
Approved as to Form and Legality:
y /B ... _ . .
:mily Pep
v
Assistant County Attorney
Item# 1
Agenda �2 �C
Date k7_ Is.?
Date t-
Recd \
IL '40.i
1
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AGREEMENT 12-5939
for
Web Based Destination Management System
THIS AGREEMENT, made and entered into on this 29th day of June 2012,by and between
Internet Destination Sales Solution, (iDSS), whose business address is 250 Marquette Avenue
South, Suite 1330, Minneapolis, MN,55401, hereinafter called the "Contractor" and Collier
County, a political subdivision of the State of Florida,Collier County, Naples,hereinafter
called the "County":
WITNESSETH:
1. COMMENCEMENT. This Agreement shall commence on the date of the issuance of a
Purchase Order and shall be for a one (1) year period, commencing on June 29, 2012,.
and terminating on June 28, 2013. The County may, at its discretion and with the
consent of the Contractor, renew the Agreement under all of the terms and conditions
contained in this Agreement for two (2) additional one (1) year periods. The County
shall give the Contractor written notice of the County's intention to extend the
Agreement term not less than ten(10) days prior to the end of the Agreement term then
in effect.
2. STATEMENT OF WORK. The Contractor shall provide a web based Destination
Management System for the Naples, Marco Island, Everglades Convention & Visitors
Bureau (CVB), databases in accordance with the terms and conditions of RFP #12-5939
and the Contractor's proposal referred to herein and made an integral part of this
agreement. This Agreement contains the entire understanding between the parties and
any modifications to this Agreement shall be mutually agreed upon in writing by the
Contractor and the County Contract Manager or his designee, in compliance with the
County Purchasing Policy and Administrative Procedures in effect at the time such
services are authorized.
3. COMPENSATION. The County shall pay the Contractor for the performance of this
Agreement a monthly subscription cost of five hundred ($500.00) dollars, pursuant to
the price schedule offered by the Contractor in his proposal. Any other items as
requested in writing by the County shall be billed as per the price schedule together
with the cost of any other charges/fees submitted in the proposal. Prices will be locked
for two (2) years.
Any County agency may purchase products and services under this contract, provided
sufficient funds are included in their budget(s). Payment will be made upon receipt of a
proper invoice and upon approval by the Project Manager or his designee, and in
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compliance with Chapter 218, Fla. Stats., otherwise known as the "Local Government
Prompt Payment Act".
3.1 Payments will be made for services furnished, delivered, and accepted, upon
receipt and approval of invoices submitted on the date of services or within six (6)
months after completion of contract. Any untimely submission of invoices beyond the
specified deadline period is subject to non-payment under the legal doctrine of "laches"
as untimely submitted. Time shall be deemed of the essence with respect to the timely
submission of invoices under this agreement.
4. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the
performance of the Work.
5. NOTICES. All notices from the County to the Contractor shall be deemed duly served
if mailed or faxed to the Contractor at the following Address:
IDSS
250 Marquette Avenue South,Suite 1330
Minneapolis, MN, 55401
Attn: Mark Lynch,VP of Sales &Marketing
Telephone: 612-767-7820
All Notices from the Contractor to the County shall be deemed duly served if mailed or
faxed to the County to:
Collier County Government Center
Purchasing Department
3327 Tamiami Trail, East
Naples, Florida 34112
Attention: Joanne Markiewicz
Interim Purchasing&General Services Director
Telephone: 239-252-8975
Facsimile: 239-252-6480
The Contractor and the County may change the above mailing address at any time upon
giving the other party written notification. All notices under this Agreement must be in
wri ting.
6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating
a partnership between the County and the Contractor or to constitute the Contractor as
an agent of the County.
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7. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits
necessary for the prosecution of the Work shall be obtained by the Contractor. Payment
for all such permits issued by the County shall be processed internally by the County.
All non-County permits necessary for the prosecution of the Work shall be procured
and paid for by the Contractor. The Contractor shall also be solely responsible for
payment of any and all taxes levied on the Contractor. In addition, the Contractor shall
comply with all rules, regulations and laws of Collier County, the State of Florida, or the
U. S. Government now in force or hereafter adopted. The Contractor agrees to comply
with all laws governing the responsibility of an employer with respect to persons
employed by the Contractor.
8. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to
use in any manner whatsoever, County facilities for any improper, immoral or offensive
purpose, or for any purpose in violation of any federal, state, county or municipal
ordinance, rule, order or regulation, or of any governmental rule or regulation now in
effect or hereafter enacted or adopted. In the event of such violation by the Contractor
or if the County or its authorized representative shall deem any conduct on the part of
the Contractor to be objectionable or improper, the County shall have the right to
suspend the contract of the Contractor. Should the Contractor fail to correct any such
violation, conduct, or practice to the satisfaction of the County within twenty-four (24)
hours after receiving notice of such violation, conduct, or practice, such suspension to
continue until the violation is cured. The Contractor further agrees not to commence
operation during the suspension period until the violation has been corrected to the
satisfaction of the County.
9. TERMINATION. Should the Contractor be found to have failed to perform his
services in a manner satisfactory to the County as per this Agreement, the County may
terminate said agreement for cause; further the County may terminate this Agreement
for convenience with a thirty (30) day written notice. The County shall be sole judge of
non-performance.
10. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as
to race,sex, color, creed or national origin.
11. INDEMNIFICATION. To the maximum extent permitted by Florida law, the
Contractor shall indemnify and hold harmless Collier County, its officers and
employees from any and all liabilities, damages, losses and costs, including, but not
limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the
negligence, recklessness, or intentionally wrongful conduct of the Contractor or anyone
employed or utilized by the Contractor in the performance of this Agreement. This
indemnification obligation shall not be construed to negate, abridge or reduce any other
rights or remedies which otherwise may be available to an indemnified party or person
described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier
County.
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12. CONTRACT ADMINISTRATION. This Agreement shall be administered on behalf of
the County by the Tourism Department.
13. CONFLICT OF INTEREST: Contractor represents that it presently has no interest and
shall acquire no interest, either direct or indirect, which would conflict in any manner
with the performance of services required hereunder. Contractor further represents that
no persons having any such interest shall be employed to perform those services.
14. COMPONENT PARTS OF THIS CONTRACT. This Contract consists of the following
component parts, all of which are as fully a part of the contract as if herein set out
verbatim: Contractor's Proposal, RFP#12-5939 Scope of Services.
15. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between
the parties herein that this agreement is subject to appropriation by the Board of County
Commissioners.
16. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or
individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part
Ill, Florida Statutes, Collier County Ethics Ordinance No. 2004-05, and County
Administrative Procedure 5311. Violation of this provision may result in one or more of
the following consequences: a. Prohibition by the individual, firm, and/or any
employee of the firm from contact with County staff for a specified period of time; b.
Prohibition by the individual and/or firm from doing business with the County for a
specified period of time, including but not limited to: submitting bids, RFP, and/or
quotes; and, c. immediate termination of any contract held by the individual and/or
firm for cause.
17. IMMIGRATION LAW COMPLIANCE. By executing and entering into this agreement,
the Contractor is formally acknowledging without exception or stipulation that it is fully
responsible for complying with the provisions of the Immigration Reform and Control
Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either
may be amended. Failure by the Contractor to comply with the laws referenced herein
shall constitute a breach of this agreement and the County shall have the discretion to
unilaterally terminate this agreement immediately.
18. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful proposer extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the
discretion of the successful proposer.
19. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement
shall remain in effect.
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20. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to
this contract in compliance with the Purchasing Policy.
21. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted
by this Agreement to resolve disputes between the parties, the parties shall make a good
faith effort to resolve any such disputes by negotiation. The negotiation shall be
attended by representatives of Contractor with full decision-making authority and by
County's staff person who would make the presentation of any settlement reached
during negotiations to County for approval. Failing resolution, and prior to the
commencement of depositions in any litigation between the parties arising out of this
Agreement, the parties shall attempt to resolve the dispute through Mediation before an
agreed-upon Circuit Court Mediator certified by the State of Florida. The mediation
shall be attended by representatives of Contractor with full decision-making authority
and by County's staff person who would make the presentation of any settlement
reached at mediation to County's board for approval. Should either party fail to submit
to mediation as required hereunder, the other party may obtain a court order requiring
mediation under section 44.102, Fla. Stat.
Any suit or action brought by either party to this Agreement against the other party
relating to or arising out of this Agreement must be brought in the appropriate federal
or state courts in Collier County, Florida, which courts have sole and exclusive
jurisdiction on all such matters.
22. KEY PERSONNEL/PROJECT STAFFING: The Contractor's personnel and
management to be utilized for this project shall be knowledgeable in their areas of
expertise. The County reserves the right to perform investigations as may be deemed
necessary to insure that competent persons will be utilized in the performance of the
contract. The Contractor shall assign as many people as necessary to complete the
project on a timely basis, and each person assigned shall be available for an amount of
time adequate to meet the requirements of this Agreement.
23. ORDER OF PRECEDENCE: In the event of any conflict between or among the terms of
any of the Contract Documents, the terms of the Request for Proposal and/or the
Contractor's Proposal, the Contract Documents shall take precedence, Tn the event of any
conflict between the terms of the RFP and the Contractor's Proposal, the language in the
RFP would take precedence.
24. ASSIGNMENT: Contractor shall not assign this Agreement or any part thereof, without
the prior consent in writing of the County. Any attempt to assign or otherwise transfer
this Agreement, or any part herein, without the County's consent, shall be void. If
Contractor does,with approval, assign this Agreement or any part thereof, it shall require
that its assignee be bound to it and to assume toward Contractor all of the obligations and
responsibilities that Contractor has assumed toward the County.
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IN WITNESS WHEREOF, the Contractor and the County,have each, respectively,by an
authorized person or agent,hereunder set their hands and seals on the date and year first
above written.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By: _._—
6.1nnjvlarkie 'cz, In 0. 1. -Purchasing and
General Services Director
iDSS
Contractor
dIttisCKACIN 4 '“ I • By:
First Witness Signature
,..--
TT Te/print witness namet
etiv 1 r\---11-vylc,n - C)
Second Witness Typed signature and title
M --P- Li AelA ,
MType/print witneks nameT
Approved as to form and
legal sufficiency:
Assistant County Attorney
Priht Name
1
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WEB BASED SOFTWARE SOLUTION FOR DESTINATION DATA BASE MANAGEMENT
Overview
The Naples, Marco Island, Everglades Convention &Visitors Bureau (CVB), a division of Collier County
Florida Government, is interested in identifying and contracting with a company that can provide a web
based Destination Management System for our various databases.
The services desired are outlined in the scope below. A separate contractual relationship will be
established with the successful bidder on behalf of the CVB through the Collier County Purchasing
Department.The initial term of the agreement will be for two(2)years with two one(I)year renewals at
the sole discretion of the County.
Proposals should be submitted in writing and delivered by mail, express mail or electronic methods.
Proposals must be received to the attention of Jack Wert, Executive Director, Naples, Marco Island,
Everglades CVB at 2800 N. Horseshoe Drive,Naples, FL 34104 or to iackwerta),colliergov.net no later
than 5 p.m. on Friday,May 1 1,2012.
Each proposal will be reviewed by the Tourism Department Staff and ranked by how well the services
proposed by each vendor match the needs of the CVB and by the price quoted for those services. The
highest ranking firms may be asked to appear in person or via an electronic meeting to further
demonstrate their database management services. At the conclusion of the review process, the highest
ranked firm will be identified for contract negotiations. If agreement cannot be reached with the #1 firm,
negotiations will commence with the#2 firm until an agreement is reached.
Services Required:
1. A web based software solution to manage a wide variety of databases including global, regional and
local tourism industry contacts,meeting planners, tour operators,travel agents, sports organizers, film
and television producers and journalists.
2. A comprehensive Sales and Customer Relationship Management (CRM) program tailored to
Destination Marketing Organizations(DMO)users.
1 Access to data on a 24 hour 7 day a week basis with password protection for an unlimited number of
staff or tourism industry partners or work stations.
4. Full time technical support via telephone or internet
5. Training for CVB staff and tourism industry partners on the use of the system must be a part of the
initial set up of the software system. Periodic updates of training will be at no additional charge other
than pre-approved travel expenses. Travel expenses will be paid in accordance with Section 112.061,
Florida Statutes.
6. On line Help Section on software owners' website for all aspects of the system.
7. CVB data hosted on a fully redundant infrastructure located in an off-site data center.
8. System upgrades, modifications, improvements and enhancements and related training on those
changes at no additional charge to the CVB as a current subscriber.
9. All data provided to the owner of the software will remain the property of the CVB
10. Set up of initial database and migration from current system will be on a flat one time charge.
11. Software owner must assign an account manager to oversee and interface with CVB staff and with
tourism industry partners on all aspects of the Customer Relationship Management CRM system and
other services provided.
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12. Annual subscription fees will be billed monthly.
13. Ability for the CVB to choose only the modules required not pay for those that are not used. At
present those services include:
a. Convention Sales
b. Industry Partner Management
c. Sports Sales
d. Site Inspections
e. Familiarization Trips and Site Review itineraries
f. Press Trips
g. Trade Shows
h. Invoicing
i. Query and other reports
j. Media Relations
k. Integration with Destination Marketing Association Intl. (DMAI) impact calculator and other
measurement tools and metrics.
14. Ability for our hotel partners to access the system (password protected)to download meeting planner
Requests for Proposals(RFD's)and to report through the system the results of that RFP.
15. Ability to automatically prompt hotel partners on lead opportunities and lead updates.
16. Ability to prompt CVB staff to daily follow up tasks
17. Full range of reports and queries on all aspects of the database system available to CVB staff at any
time with the ability to customize the reports to the needs of the CVB. These reports should include
Pending,Definite and Lost business.
18. Ability to measure the Return on Investment (ROI) on any RFP including CVB and partner dollars
invested in soliciting the group business.
19. Ability to download any portion of the database in several formats including Microsoft Excel and
Word.
20. Periodic audit of the CVB total database to indicate areas of concern that need additional follow up.
21. A special merge capability to detect duplicate accounts that may have been entered in error
22. System interface with Microsoft Outlook for ease of handling of c-mails and posting to data record of
all communications for that contact or prospect.
23. Integration with external e-mail providers such as Exact Target and Constant Contact
24. No limits on the number of addresses in bulk e-mail distribution from the system, or interface with
external distribution system if"spam" issues are of concern.
25. Capability to track and manage expenses associated with soliciting new business to the destination
26. Easy to use internal database search capability with intuitive"wild card"options.
All questions should be directed to Jack Wert at 239-252-2402 or iackwert(r%coiliergov.net . Proposals
are due at our offices no later than 5 pm on May 11, 2012.
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Go -te-r County
Administrative Services Division
Purchasing
March 1, 2013
Mr. Mark Lynch, VP Sales & Marketing
Internet Destination Sales Solution (iDDS)
250 Marquette Avenue South, Suite 1330
Minneapolis, MN 55401
Email: mlynch(a�idds.com
RE: Renewal of Contract#12-5939 "Web Based Destination Management System"
Dear Mr. Lynch:
Collier County would like to renew the above agreement under the same terms and conditions for
one (1) additional year in accordance with the renewal clause in the agreement.
If you are agreeable please indicate your intentions by providing the appropriate information as
requested below:
I am agreeable to renewing the above referenced contract under the
same terms, conditions, and pricing as the existing contract. The
following attached documentation must be provided with response.
I am not agreeable to renewal of this contract.
By your signature this contract will be in effect from June 29, 2013 through June 28, 2014.
0pr1
Purchasing Department•3327 Tamiami Trail East•Naples,Florida 34112-4901 •www.colliergov.net/purchasing
16E 3 ; -9.1
Page 2 of 2
RE: Renewal of Contract#12-5939 "Web Based Destination Management System"
Please return this letter to the Purchasing Department with your response at your earliest
convenience. If you have any questions you may contact me at 239-252-6020, email
brendareavesna,colliergov.net and fax 239-252-6292 or 239-732-0844.
Regards,
pXlltccc7
•anne arkiewicz
Interim Director— Purchasing/ j Services
A ceptance�of Contract
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Administrative Services Division
Purchasing
March 31, 2014
Mr. Mark Lynch, VP Sales & Marketing
Internet Destination Sales Solution (iDDS)
250 Marquette Avenue South, Suite 1330
Minneapolis, MN 55401
Email: mlynch(c�idds.com
RE: Contract Renewal for#12-5939 "Web Based Destination Management System"
i
Dear Mr. Lynch: I
Collier County would like to renew the above agreement under the same terms and conditions for
one (1) additional year in accordance with the renewal clause in the agreement. This renewal is
contingent upon Project Manager approval.
If you are agreeable please indicate your intentions by providing the information as requested
below:
...:K_ I am agreeable to renewing the above referenced contract under the
same terms, conditions, and pricing as the existing contract. The
following attached documentation must be provided with response.
I am not agreeable to renewal of this contract.
By signature this contract will be in effect from June 29, 2014 through June 28, 2015.
Please take a moment to review the Collier County Online Bidding System and refresh your
business profile information. Log into the County's site at: http://bid.colliergov.net/bid/, select My
Profile and My Commodities, and review information and commodities to ensure they accurately
reflect your business.
��t.[IF.
L' 4
(It0,
Purchasing Department.3327 Tamiami Trail East•Naples,Florida 34112-4901•www.coliiergov.netlpurchasing
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Page 2 of 2
RE: Contract Renewal for#12-5939"Web Based Destination Management System"
Please return this letter to the Purchasing Department with your response at your earliest
convenience. If you have any questions you may contact Brenda Reaves at 239-252-6020, email
brendareaves(c�colliergov.net or FAX 239-252-6592.
Respectfully,
ne Markiewicz ( `{
Director—Procurement Services
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A Proposal For Services
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Mark Lynch, Vice President of Sales
Destination Sale8's
iDSS - Internet Des
250 Marquette Marketing
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Minneapolis,
612.767.7820
MLynch@iDSS.corn
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GENERAL INFORMATION:
iDSS was established in January of 2004 with headquarters located in Minneapolis, MN. iDSS is
legally formed as a Minnesota corporation.
The core of iDSS' business consists of a series of web-based ASP (Application Service Provider)
applications that are specifically designed to manage data and contact management information
for all areas of work flow, including:
• Convention Sales
• Tourism Sales
• Services, Partner (Membership)
• Visitor Services
For smaller destination marketing organizations, these functionalities can be made available as
separate modules as needed.
Our mission is to provide a web-based destination management system for the global travel,
meeting and event industry. iDSS is committed to excellent customer service and state-of-the-
art data management systems so that our clients may operate profitably, efficiently and
generate additional revenue.
iDSS PHILOSOPHY:
To maximize a long-term, business-driven relationship with our Clients, iDSS has one basic
philosophy; the key to the ongoing success of our software solution is the ability to grow and
change as technology opens new levels of functionality.
The iDSS team of experts has been committed to this process from the very beginning by
employing staff who have the background experience and knowledge of the hospitality industry.
The iDSS software series was developed completely on the Microsoft® .NET platform, utilizing
all of the latest Microsoft® development tools, and most importantly, designed based on input
from all of iDSS' existing U.S. and International destination partners.
We have developed a most comprehensive web-based solution in the industry by assembling
input from all of our customers, large and small, making it a universal solution for all
destinations.
FREE HELP DESK SUPPORT:
Our Support Team of courteous and knowledgeable personnel are available during the business
day (Monday-Friday 8a-5p) to answer routine questions. Issues during evening or weekend
hours can be escalated to a priority support team. These specialists are able to effectively
identify what resources are necessary to handle a problem, and escalate, if necessary, to the
appropriate technical resource and work together until the issue is resolved. In addition email
messages to support@iDSS.com are monitored by multiple layers of technical support staff and
triage' is routinely exercised to expedite support as necessary.
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SYSTEM UPGRADES:
Since the iDSS series is based on the ASP platform, our destination management system provides
a distinct advantage over our competitors in our ability to quickly roll out enhancements,
modifications and improvements. Clients receive upgrades and enhancements in regularly
scheduled, quarterly product updates at no charge. All iDSS clients receive this product
enhancements simultaneously.
OWNERSHIP OF DATA:
In the terms of the iDSS Purchase Agreement, all data is owned by the Client and is available to
them at any time. If at a future time, the Client chooses to change software applications, iDSS will
assist with that conversion process at iDSS' standard time and materials rate.
HOSTING & DATABASE SECURITY:
The iDSS product suite is 100% web based, therefore the only hardware required is a PC with an
internet connection, there is no software to install!
Our applications are hosted on a fully redundant infrastructure located in an off-site Data Center.
Our Data Center guarantees 99.9% uptime through 24/7/365 hardware monitoring by
certified IT Engineers. In the event of a hardware outage the Data Center will replace defective
hardware within one hour and/or transfer all necessary files to one of nine domestic or
international Data Centers as back-up.
We leverage technologies from leading industry vendors such as Cisco, Dell, Symantec, and
McAfee which allow us to maintain maximum availability for all services.
All services are monitored 24-hours a day, 7-days a week, 365 days a year by trained personnel.
Escalation procedures are in place to ensure highest availability of key personnel.
Physical access to the data center is controlled by pass-code with a secondary caged checkpoint.
iDSS uses a monitoring platform to proactively determine and prevent potential intrusion or
denial of service attacks. These methods are used in conjunction with an onsite Security Team to
provide the highest level of security for iDSS clients and customers.
iDSS uses a multi-tier back up plan to assure data integrity.
This includes full, differential and incremental backup methodology to maintain optimum state of
data.
In addition, iDSS pings our various systems at timed intervals via two separate services. If an
answer is not received, the ping is repeated in two minutes. If an answer is not received in this
instance, critical staff is alerted immediately.
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ACCOUNT/CONTACT MANAGEMENT:
> Configure your own Account Types in unlimited fashion
> An Account can use multiple Account types helping to eliminate duplicates
Easy Search functions to find Accounts, Contacts, and specific Events
> Contacts can be shared between Accounts, no duplicated Contacts
> Accounts can have unlimited Contacts
• Tasks can be added at the Contact, Account & Event level and appear on your home page.
> You can assign Tasks to others in the organization, and Tasks can be assigned to a group.
> Tasks can be configured to automatically be generated when parameters are met
> CRM has a Merge Utility (de dupe function) to combine duplicate Accounts or Contacts that
merge or were entered in error.
CONVENTION/MEETING SALES:
▪ Provides hotels access to leads, updates, definite bookings and cancellations through the
Partner Interface (PI). This eliminates faxes, email and paper documents, however email
distribution is also available if this is the preferred choice.
• As hotel staff log into iDSS, their task list reminds them of when information is due back to
the bureau. This reduces turn-around time and duplication of effort.
> Hotel sales staffs are able to respond directly to the account file electronically with proposed
room blocks and rates.
Staff can immediately determine which hotels have responded to new business opportunities
and contact those not responding in a timely manner.
> Sales staff and Services are able to create multiple site inspections and familiarization tour
itineraries right in the associated account file.
> Staff can track and manage expenses associated with a solicitation effort including real, in-
kind contributions from industry partners as well as future expense commitments.
• Search database using standard query features & advanced search, then merge directly to
labels, faxes or email lists.
CONVENTION/MEETING SERVICES:
> Convention Services and Convention Sales functionality are literally one program providing
access to the most accurate contact and event history without any duplicate data entry.
> Traces timelines, follow-up and schedule of services, including registration, automatic traces
for future activity and to multiple staff members, site visits, pre-promotes and much more.
Provides complete history of hotel room activity from original confirmation to the contracted
room block at the time.
> Capture and manage all tour inquiries to assist hotels during periods of low occupancy.
• Provides hotels access to leads, updates, definite bookings and cancellations through the
Partner Interface (PI). This eliminates faxes, email and paper documents, however email is
also available if it's the preferred choice.
> Tracks all member venues visited during familiarization tours and records them in the
membership (Partner) file.
• Track FIT production numbers and allow for hotel reporting electronically.
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VISITOR CENTER / INQUIRY MODULE:
• Track Individual Inquiries from walk-ins, phone calls, or emails and report on where the
inquiries are originated
✓ Provides the ability to launch sales promotions directly to potential visitors in a geographic
area or joined as part of a special interest group.
r Generate Mailing labels for fulfilling brochure or information requests.
> Manages future telemarketing campaigns -potential client lists are electronically added to
the system so that telemarketing staff can access the system from home or in the office,
make the appropriate calls, determine the next steps including promoting the prospect to a
full account status.
fr Import lists from Advertising Campaigns or Tradeshows into the Visitor Center/Prospect
module and save your import mappings for future imports from same source.
fr Receives inbound web inquiries for information and collateral materials and consolidates
them for fulfillment and aggregate reporting.
Receives inbound web inquires for information on products or services, matches the inquiry
against the database of known service providers and forwards that inquiry to the service
provider(s) automatically as partner lead.
MEMBERSHIP/PARTNERSHIP:
Y iDSS creates total functionality including maintenance of contact information, generation of
partner communications, tracking sponsorships, and attendance at events.
y All business opportunities presented to partners are automatically recorded in the partners
file for easy reference during the renewal process.
'v Tracks electronically all in-kind contributions from partners generating future reports to be
shared with Board Members, City Government and other local leaders.
Generate quick and effective online or offline publications.
v System has a built-in expense account program where entertainment expenses by staff in
partner facilities will be recorded in their partner record electronically.
i- Invoices for membership can be quickly and easily generated, tracked, and paid by
partners via the iDSS interface.
y Integration options for partnership account and directory information with Client web site.
CONTENT MANAGEMENT SYSTEM (CMS):
Y System will house all partner data that can be pushed to a single or multiple websites.
This includes descriptions, photos, logos, documents, special offers, calendar content, etc.
MEDIA MANAGEMENT MODULE:
> This unique module allows for the project management of placement of media messages in
print and electronic channels.
Documents and photography up to 10mb can be uploaded into the system, and conversely
downloaded by the media outlet or printer. This is a significant convenience overcoming the
size limitations imposed by most email handling systems.
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REPORTS
Over 120 Standard reports, listed are a few of the most used reports:
✓ Monthly sales reports for Convention and Tourism sales that include leads generated, definite
bookings and total room nights for both tentative and definite, and year to date progress
toward goals.
v Event Calendar for any selected date pattern and year.
v Lost business by selected time period with the reason for loss.
✓ Traces by sales people including details of each trace call.
v Results of all bookings including hotel selected and economic impact.
✓ Report all activity with any industry partner (leads, definite business, lost business, updates,
etc.)
v Lead reports to area attractions for any selected report period.
v Lead report to partner offices of tourism for any selected time period.
> Monthly and quarterly reports to the city or county.
> Pace report for future hotel activity both definite and tentative.
✓ Queries can be created through the use of the Query Tool. Nearly any data field can be
selected and reported on and saved for future execution.
v Should you require assistance to create more complicated/unique reports, iDSS technical
assistance is available for a nominal fee.
v All reports can be exported in MS Word, Excel and PDF.
PARTNER INTERFACE / EXTRA NET:
✓ On-line Lead distribution and responses from Partners on-line!
Bureau documents will not be accidentally filtered out by spam protection.
✓ Bureau sales staff can generate new leads much faster than in the past from literally
anywhere they have internet access including a trade show floor or client office.
v Bureau determines which partners will receive an email prompt that they have a new lead
opportunity.
✓ Communications between hotel and bureau sales staff remain a permanent record within the
account event file.
✓ Tool for prompting Partners if Leads have not been responded to by Due Date.
✓ Partners can attach their Proposals to the on-line response so the Bureau can view this and it
remains part of the permanent record, not in outlook attachments or someone's hard drive.
✓ The Partner Update component of this interface allows allied partners to update their
information that is ultimately pushed out to numerous websites. This engages the partners in
managing their content, relieves the DMO of the workload, and consolidates the CMS of
multiple websites into a singular platform.
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EXTERNAL INTERFACES:
IDSS is fully integrated from the CRM system to Exact Target & Constant Contact for
email marketing campaigns. Unsubscribe requests will automatically update the
LOSS database.
> Reports are fully accessible on all email campaign statistics.
> lOSS integrates with Microsoft Outlook to sync correspondence to the CRM system
as tasks and notes. New email addresses (contacts) are prompted to create a new
account or create a new contact within an existing account.
> iDSS is one of the first CRM providers to integrate and sync its system to
Destination Marketing Association, International's (DMAI) "EmpowerMINT"system
to automatically gain valuable historical event data, and communicate post-event
statistics back to DMAI's database for subsequent events.
> Lead response information can be migrated and merged with the DMO's brand
collateral material to create professional electronic proposal output. This e-proposal
function replaces the traditional DMO "bid book"in a faster, more professional
format in a highly cost-effective fashion. In addition, the organization's collateral
material can be digitized into an electronic flash file that can be viewed online or
downloaded quickly and easily.
> iDSS has a unique integration with Cision, a leader in media tracking and
monitoring. Combined with our exclusive Media Management module, all aspects of
handling medial placements and monitoring and reporting on placements can be
seamlessly managed.
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Destination Management System (DMS)
1. Activation/Implementation Fee **
a. Activation Fee. $ N/A
b. Data Migration $ N/A
c. On-Site Training $ Waived
d. Training /Travel Expenses for Trainer (Airfare, Car Rental, Hotel) $ ACTUAL
e. Reporting Database setup (Optional $250.00) $ N/A
f. Subscriber Data Archive setup (Optional $250.00) $ N/A
Total for Implementation $ 0.00
2. Monthly Subscriptions
a. CRM-Database & Lead Generation $ 400.00
b. EXTRA NET"Partner Interface"for Lead Distribution & Response $ 100.00
c. CMS-Partner/Membership Invoicing & Data Feed (website) $ N/A
d. Partner/Member Data Update Feature $ N/A
e. Reporting Database service (Optional $25.00) $ 0.00
f. Subscriber Data Archive service (Optional $25.00) $ 0.00
g. ExactTarget Core Edition License Email Tool Integrated with DMS $ TBD
h. Registration On-line management for Internal Events up to 1000 $ 0.00
Total Monthly Subscription $ 500.00
3. Optional Features/Services *
c. Custom Reporting $ 125.00 per hr
d. Data Updates _$ 125.00 per hr
e. Custom Development $ 125.00 per hr
g. Website Integration —Web Services Setup * $ 125.00 per hr
* - Optional Items can be added at anytime during Contract term of 24Months
**- Fees as shown expire in 60 days
If contract finalized within 60 days, fees are valid and locked for 2 year Contract Term
with the exception of ExactTarget pricing which could be revised annually
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Internet Destination Sales System
Services Required:
>iDSS is a web based software solution to manage a wide variety of databases
including global, regional and local tourism industry contacts,meeting planners,tour
operators,travel agents,sports organizers,film and television producers and
journalists.
>Our system is a comprehensive Sales and Customer Relationship Management
(CRM) program tailored to Destination Marketing Organizations(DM0) users.
-You have access to your data on a 24 hour 7 day a week basis with password
protection for an unlimited number of staff or tourism industry partners or work
stations.
-Full time technical support is available via telephone or email.Staff monitors the
Support queue evenings and weekends due to our international clientele.
3:-•1DSS will continue to Train the CVB staff and tourism industry partners on the use
of the system as use of the software system.
Periodic updates of training will be at no additional charge other than pre-
approved travel expenses. We will work within your organization travel expense
policies.
On line Help Section on software owners'website for all aspects of the system is
available and continually updated.
:CVB data hosted on a fully redundant infrastructure located in an off-site data
center.Your data is available to you 24/7/365.
....System upgrades, modifications,improvements and enhancements and related
training on those changes are provided at no additional charge to the CVB as a
current subscriber.
All data provided to the owner of the software will remain the property of the CVB
-Your account is overseen by General Manager, Mark Lynch,a former DM0
executive who will oversee and interface with CVB staff and with tourism industry
partners on all aspects of the Customer Relationship Management CRM system and
other services provided.
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Internet Destination Sales System
Services Required:
>-Annual subscription fees will be billed monthly.
>Your organization has the ability to choose only the modules required not pay for those that are not used.
At present those services include:
•Convention Sales
•Industry Partner Management
•Sports Sales
-Site Inspections
•Familiarization Trips and Site Review itineraries
•Press Trips
-Trade Shows
-Invoicing
•Query and other reports
•Media Relations
•Integration with Destination Marketing Association Intl. (DMAI) impact calculator and other
measurement tools and metrics.
Through our Partner Interface,you have the ability for hotel partners to access the system (password
protected)to download meeting planner Requests for Proposals(RFP's)and to report through the system
the results of that RFP.
-You will have the ability to automatically prompt hotel partners on lead opportunities and lead updates.
>-A key feature of the system is the ability to prompt CVB staff to daily follow up tasks
>-A full range of reports and queries on all aspects of the database system is available to CVB staff at any
time with the ability to customize the reports to the needs of the CVB. These reports should include
Pending, Definite and Lost business.
Reporting system allows the ability to measure the Return on Investment(ROI) on any RFP including CVB
and partner dollars invested in soliciting the group business.
>=You can download any portion of the database in several formats including Microsoft Excel and Word.
>'iDSS conducts periodic audits of the CVB total database to indicate areas of concern that need additional
follow up.
➢iDSS features a merge capability to detect duplicate accounts that may have been entered in error
>Our systems interface with Microsoft Outlook for ease of handling of e-mails and posting to data record of
all communications for that contact or prospect. Our industry leading security measures assure your data
privach.
:Integration with external e-mail providers such as Exact Target and Constant Contact
>'No limits on the number of addresses in bulk e-mail distribution from the system, or interface with
external distribution system if"spam" issues are of concern.
>System has the capability to track and manage expenses associated with soliciting new business to the
destination
;-Easy to use internal database search capability with intuitive "wild card" search options.