Agenda 02/27/2018 Item #16F 202/27/2018
EXECUTIVE SUMMARY
Recommendation to approve a Single Source Waiver Request for Visit Florida for the balance of
FY 18 for destination marketing programs and make a finding that this expenditure promotes
tourism.
OBJECTIVE: Approval of waiver of competition for Visit Florida to provide destination marketing
services to the Tourism Division.
CONSIDERATIONS: Visit Florida is the official destination marketing organization for the state of
Florida. They provide single source marketing programs, grants, co-op advertising and trade show
registrations at a reduced cost to their partners. The Tourism Division is a member of Visit Florida and as
such has ongoing opportunities to participate in these exclusive marketing opportunities with Visit
Florida.
The Tourism Division has had a Waiver in place since October 1, 2017 up to $49,000. We have
participated in numerous Visit Florida programs since October 1 and have now reached the $49,000 limit.
We are requesting Board approval to increase this amount to $125,000 to accommodate our ongoing
participation in the additional marketing opportunities afforded us between now and September 30, 2018.
These opportunities will include, but are not limited to:
Domestic and International Trade show participation
Co-op advertising opportunities both domestic and International to include paid advertising,
social media, digital media, outdoor advertising and brochure distribution
Tourism Industry educational conferences
Membership fees for next fiscal year
FISCAL IMPACT: Funding for these Visit Florida marketing programs are included in the Tourism
Division FY 18 approved budget in Fund 184.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this
Executive Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval. - CMG
ADVISORY BOARD ACTION: Marketing expenditures for FY 18 were recommended for BCC
approval by the TDC as part of the 2018 Marketing Plan and Tourism Division budget on September 25,
2017. This item will be presented to the Tourist Development Council on Monday, February 26, 2018.
RECOMMENDATION: To approve a Single Source Waiver Request for Visit Florida up to $125,000
for the balance of FY 18 for destination marketing programs and make a finding that this expenditure
promotes tourism.
Prepared by: Jack Wert, Tourism Director
ATTACHMENT(S)
1. Visit Florida Single Source Waiver (PDF)
2. Visit Flordia Partnership Brochure (PDF)
3. Visit Florida 10 Core Benefits (PDF)
16.F.2
Packet Pg. 1469
02/27/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.2
Doc ID: 4851
Item Summary: Recommendation to approve a Single Source Waiver Request for Visit Florida
for the balance of FY 18 for destination marketing programs and make a finding that this expe nditure
promotes tourism.
Meeting Date: 02/27/2018
Prepared by:
Title: Tourist Development Tax Coordinator – Tourism
Name: Kelly Green
02/13/2018 2:56 PM
Submitted by:
Title: Division Director - Tourism – Tourism
Name: Jack Wert
02/13/2018 2:56 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 02/13/2018 3:09 PM
Tourism Ed Caum Deputy Director Review Completed 02/13/2018 3:39 PM
Procurement Services Catherine Bigelow Additional Reviewer Completed 02/14/2018 2:33 PM
Procurement Services Ted Coyman Additional Reviewer Completed 02/15/2018 12:44 PM
Tourism Jack Wert Director Review Completed 02/15/2018 12:53 PM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 02/15/2018 1:29 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 02/15/2018 4:43 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 02/16/2018 6:02 PM
County Manager's Office Tim Durham Executive Director- Corp Business Ops Completed 02/18/2018 2:17 PM
County Attorney's Office Scott Teach Level 3 County Attorney's Office Review Completed 02/19/2018 12:09 PM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 02/19/2018 12:40 PM
Board of County Commissioners MaryJo Brock Meeting Pending 02/27/2018 9:00 AM
16.F.2
Packet Pg. 1470
Her Country
Administrative Services Department
Procurement Service$ Division Instructions
Collier County
Waiver Request Form
Requester Name Jack Wert
item/service.- Registrations, Advertising
Fiscal Year: "\
Sole Source:
Requested Date Range: '
Single Source:
• PR
Division: Tourism
Vendor Name: Visit
0/1/2018
/
Anticipated Cost
One Time Purchase:
Florida
per Fiscal Year: $125, 000
Multiple Purchases: y f
Completed waiver requests accompanied by any associated backup documentation (sole source letter, business case, etc.)
must be submitted to the division's Procurement Strategist for any procurement, without competition, in excess of $3,000.
Waiver requests greater than $50,000 will require approval by the Board of County Commissioners.
Sole source refers to a procurement where the selection of one particular supplier to the exclusion of all others may be based
on a lack of competition, proprietary technology, copyright, warranty or a supplier's unique capability.
Single source refers to a procurement directed to one source because of standardization, warranty, or other factors, even
though other competitive sources may be available.
Description of Purchase: Enter a description of the item(s) items that will be purchased under this waiver.
Visit Florida is the single source organizer for numerous consumer and meeting planner trade
shows, International Tour Operator shows, Public Relations conferences and trade shows, tourism
industry educational conferences and membership fees for Visit Florida and other organizations.
Purpose: Describe in detail, the purpose of the requested item(s) and why it is essential to County operations.
We register with Visit Florida to attend numerous of the above shows because Visit Florida
negotiates and buys down the cost for us to participate. We would pay more for these expenditures
if we attempted to attend these shows without the help of Visit Florida's buying power.
Explanation: Why is this a single or sole source?
Visit Florida is our state tourism marketing organization and is the single source for these
reduced cost registrations, memberships and advertising opportunities to their partners, such as
our tourism division. We cannot obtain these services for these reduced costs from any other
organization.
Date of BCC standardization (if applicable):BCC Item number:
It is a felony to knowingly circumvent a competitive process for commodities or services by fraudulently specifying sole
source. Florida Statute 838.22(2).
Requested by: Jack Weft Signature:JaCk
Digitally signed by Jack Wert
Date: 2018.02.01 13:16:19
-OS'OO'Date: 2/1/2018
Division Director: Jack Signature: JaCk Weft
Digitally signed by Jack Wert
Date: 2018.02.01 13:16:33
-OS'OO'Date: 2/1/2018
Procurement Signature:
Procurement Directoj
ordesignee:/?Signature:
For Procurement Use Only:
FY1 8 Approval:FY1 9 Approval:Multi-Year Approval:Start End
Waiver Form Ver. 1 - 8/25/2017
16.F.2.a
Packet Pg. 1471 Attachment: Visit Florida Single Source Waiver (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1472 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1473 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1474 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1475 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1476 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
16.F.2.b
Packet Pg. 1477 Attachment: Visit Flordia Partnership Brochure (4851 : Visit Florida Waiver Request)
How to Activate
Your 10 Core Marketing Partner Benefits
1.An Enhanced Web Listing on VISITFLORIDA.com ($365 value)
Go to VISITFLORIDA.org, click “Partner Portal” and login with your username and password. To update your web
listing, there is a step-by-step guide on the home page of the Partner Portal to assist.
2.A business listing in the Official Florida Vacation Guide ($5,000 value)
You must be a current Marketing Partner by June 30 of each year to ensure a listing in the next year’s Vacation Guide.
The information printed in the Guide is pulled directly from your listing on VISITFLORIDA.com. You may be asked to
verify the information prior to the Guide being published
3.Access to VISIT FLORIDA’s Online Hospitality Training Program ($1,500 value)
Marketing Partners can request a discount code by emailing training@VISITFLORIDA.org. This code can be used for all
of your front-line employees to access the training modules. Once you receive the discount code, go to
VISITFLORIDA.org/Training, and click the “Begin Training” button.
4.Download sales contacts for meeting planners, travel agents and tour operators ($1,000 value)
You can download lists with full contact information of meeting planners, travel agents and tour operators who attend
VISIT FLORIDA’s domestic events. Go to VISITFLORIDA.org, click “Resources”, click “Directories”, click “Sales
Contacts” and download the Excel lists. These lists are posted 60 days after the completion of each event.
5.Receive discounts on brochure distribution & participate in the lobby booth display program at
the Official Florida Welcome Centers ($160 value)
Go to VISITFLORIDA.org/Planner click “Start Planning” Select “Welcome Center” as the program type. Click
“Apply Filters” for brochure distribution, click “Welcome Center Brochure Rack Space Display Program.” For lobby booth
display, click “Welcome Center Promotional Lobby Booth.” Be sure to bring a tablecloth, giveaways and brochures to
interact with visitors.
6.Access to Research data (visitor profiles, trends and international data) ($50,000 value)
Go to VISITFLORIDA.org/Research. You can access dashboards, infographics, Partner Tools and the Visitor Study by
logging in with your VISIT FLORIDA Partner username and password. For questions, email
research@VISITFLORIDA.org.
7.Promote Partner-to-Partner specials and discounts ($720 value)
Partner specials are discounts and deals offered to other VISIT FLORIDA Partners. To review submission guidelines,
go to VISITFLORIDA.org/Partner Specials and click “review the guidelines.”
8.Submit posts to appear on VISIT FLORIDA’s consumer-facing social media pages ($1,000 value)
Social media posts should share fresh news and inspire consumers to visit Florida! Go to VISITFLORIDA.org/Social,
and complete the submission form. Be sure to submit your best images. The information you provide will be reviewed
by our social media team prior to posting.
9.Access to free webinars on marketing techniques and industry trends ($1,200 value)
Register for upcoming webinars at VISITFLORIDA.org/Webinars. To view past industry webinars, go to
VISITFLORIDA.org/Library.
10.Download pictures from VISIT FLORIDA’s image library, as well as use the VISIT FLORIDA
Partner logo to ($1,000 value)
Go to VISITFLORIDA.org click on the “Resources” tab. Click “Image Downloads” and select photographs or Partner
logos.
Need help? Contact the Industry Relations Team
Industry Hotline: (877) 435-2872 or Email: partner@VISITFLORIDA.org
16.F.2.c
Packet Pg. 1478 Attachment: Visit Florida 10 Core Benefits (4851 : Visit Florida Waiver Request)