Agenda 02/14/2012 Item #16F1 Proposed Agenda Changes
Board of County Commissioners Meeting
February 14,2012
Withdraw Item 10A; Recommendation to award Contract#12-5801R for the construction of the
Collier Area Transit Intermodal Transfer station at the Government Center to Lodge Construction,
Inc.,in the amount of$3,697,475. (Staffs request due to intent to protest the award of the contract)
Withdraw Item 10B: This item continued from the January 10,2012 BCC Meeting. Recommendation
to approve Change Order No.2 to Contract#10-5206,with Atkins North America,Inc.,for Design
Services for Collier Area Transit Transfer Station,in the amount of$99,900 for redesign and post
design services,and to extend the contract by six hundred seventy seven(677)days to account for the
inclusion of construction and the completion schedule;and to authorize the Chairman to execute the
change order. (Staffs request in conjunction with Item 10A)
Continue Item 13B1 to the February 28.2012 BCC Meeting:Recommendation to award Contract No.
11-5705-Gateway Triangle Residential Area Tertiary Stormwater System Improvements to Douglas
N.Higgins,Inc.in the amount of$1,731,977,to approve all necessary budget amendments and
authorize the Chairman to sign the standard Board approved contracts after legal review by the Office
of the County Attorney.(Fiscal Impact to CRA:$219,500) (Staffs request due to delay in extension
letter arrival from Department of Economic Opportunity-Tallahassee)
Continue Item 16A8 to the February 28.2012 BCC Meeting:
This item requires that ex parte disclosure be provided by Commission members.Should a hearing be
held on this item,all participants are required to be sworn in. Recommendation to approve for
recording the final plat of Arthrex Commerce Park, which has been revised from the plat which was
approved by the Board of County Commissioners on December 13,2011,approval of the standard
form Construction and Maintenance Agreement and approval of the amount of the performance
security. (Staffs request to continue working with applicant to address staff comments on the plat and
construction plans)
Continue Item 16B1 to the February 28.2012 BCC Meeting:Recommendation for the Community
Redevelopment Agency(CRA)to approve and execute a Site Improvement Grant Agreement between
the CRA and a Grant Applicant within the Bayshore Gateway Triangle area.(3042 Cottage Grove
Avenue-Fiscal Impact:$2,258.33) (Staffs request after discussion with Clerk's auditor)
Continue Item 16B2 to the February 28.2012 BCC Meeting:Recommendation for the Community
Redevelopment Agency(CRA)to approve and execute a Site Improvement Grant Agreement between
the CRA and a Grant Applicant within the Bayshore Gateway Triangle area.(2718 Gulfview Drive-
Fiscal Impact:$8,000) (Staffs request after discussion with Clerk's auditor)
Move Item 16B3 to Item 13B2: Recommendation for the Community Redevelopment Agency(CRA)
to approve and execute a Commercial Building Improvement Grant Agreement between the CRA and a
Grant Applicant within the Bayshore Gateway Triangle area.(2464 Kirkwood Avenue-Fiscal Impact
$7,787.50) (Commissioner Hiller's request)
Move Item 16B4 to Item 13B3:
Recommendation for the Community Redevelopment Agency(CRA)to approve and execute a
Landscape Improvement Grant Agreement between the CRA and a Grant Applicant within the
Bayshore Gateway Triangle area.(2416 Florida Avenue-Fiscal Impact:$987.05) (Commissioner
Hiller's request)
Proposed Agenda Changes
Board of County Commissioners Meeting
February 14,2012
Page 2
Move Item 16D4 to Item 10I: Recommendation to approve a time extension amendment to an
existing Subrecipient Agreement with Goodwill Industries of SW Florida,Inc.in order to complete
renovations at the Roberts Ranch-Center in Immokalee. (Commissioner Hiller's request to move
item/Commissioner Coletta and Commissioner Coyle's request to show corrected name)
Move Item 16D5 to Item 10J: Recommendation to approve a change in Project Scope and a time
extension to an existing Subrecipient Agreement with Big Cypress Housing Corporation in order to
complete upgrades at Main Street Village in Immokalee,Florida. (Commissioner Hiller's request)
Move Item 16E3 to Item 10K: Recommendation to approve a Resolution authorizing the
Commission Chairman to execute Deed Certificates for the sale of burial plots at Lake Trafford
Memorial Gardens Cemetery during the 2012 calendar year. (Commissioner Hiller's request)
Move Item 16F1 to Item 10L: Recommendation to approve
revisions to the Tourist Development Council (TDC) guidelines
for payment or reimbursement of expenses related to
attracting group meetings to Collier County, and for County
Finance to pay expenses covered by these guidelines up to an
annual total program cost of$150,000. (Commissioner Hiller's
request)
Move Item 16G2 to Item 13A1: Recommendation that the Board of County Commissioners,acting as
the Airport Authority,award Bid No.12-5824 Immokalee Runway 18-36 Lighting Rehabilitation in the
amount of$148,341 to Airfield Western,LLC. (Commissioner Hiller's request)
Time Certain Items:
Item 12A to be heard at 10:00 a.m.
Item 9K to be heard at 1:30 p.m.
Note:
Item 9D: Alice J.Carlson,Appointment of member to the Industrial Development Authority,
should be listed as living in District 4,not District 3 as indicated in the Executive Summary.
2/14/2012 2:13 PM
2/14/2012 Item 161.1.
EXECUTIVE SUMMARY
Recommendation to approve revisions to the Tourist Development Council
(TDC) guidelines for payment or reimbursement of expenses related to
attracting group meetings to Collier County, and for County Finance to pay
expenses covered by these guidelines up to an annual total program cost
of $150,000
OBJECTIVE: To approve recommended revisions to guidelines for payment or
reimbursement of travel expenses to meeting planners, group meeting hotels,
travel journalists and travel agents.
CONSIDERATIONS: The Board of County Commissioners (BCC) approved the
use of emergency advertising funds .in the amount of $500,000 on February 22,
2011 to support a special promotion to increase the number of meeting planners
selecting our destination for their meetings and events. On January 10, 2012, the
BCC approved the initial guidelines recommended (8 -0) by the TDC on
November 28, 2011 and directed staff to bring enhanced guidelines back to the
TDC for a recommendation to the Board. Staff reviewed enhancements to those
guidelines with the TDC on January 23, 2012 that were developed through input
from meeting planners and by a sales committee of Collier meeting hotel sales
professionals. The TDC recommended (8 -1) that the BCC approve those
enhancements.
Below are the recommended enhancements to the In- Market Meeting Planner
Site /Fam Guidelines. These enhancements are highlighted on the accompanying
guideline document for ease of review.
• Add the term "Fam" (short for Familiarization Trips) to the title of the
guidelines and wherever the word "Site" is used. The wording should read
"Site /Fam" in all Guidelines bullet points.
• To the first paragraph of the Guidelines, add the sentence "It covers in-
market Fam /Site trips for groups of planners seeing the destination and
being hosted by area hotels, attractions and destination venues and
includes all types of transportation."
• In the fifth bullet point, add the sentence "Site /Fam reimbursement to
hotels and attractions or restaurants /venues hosting multiple planners for
specific events will qualify for reimbursement."
• In the eighth bullet point, add the sentence "A tourism department staff
members' County Purchasing card will be used for some payments in
instances where practical."
• Bullet # 13 should read: "All transportation and other expenses from the
planner(s) or their client(s) will be booked by a travel agent of the
planner's choice or by a Collier County local Travel Agent."
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2/14/2012 Item 16.F.1.
• Add new bullet # 16 to read; "Another, qualification that would justify
planners on a Site /Fam would be if they are already in the destination with
a group of planners for another event and a pre or post Site /Fam is
planned around their attendance."
• Modify bullet point # 23: "A specific planner may qualify for multiple
Site /Fam visits. However, the CVB staff will consider each set of
circumstances that qualify the planner for a return trip."
• Add bullet # 24: "Clients of planners who are decision makers or contract
signers can also qualify for Site /Fam reimbursements."
• Add bullet # 25: "Hotels may apply for Site /Fam funding assistance if they
are bringing a group of planners /clients in at the same time hosting events
for them locally."
FISCAL IMPACT: The budget of $150,000 for this use of tourist tax emergency
funding is in the approved FY 12 Fund 196 budget.
GROWTH MANAGEMENT IMPACT:
Management Plan from this action.
LEGAL CONSIDERATION: This iten
Attorney's Office, requires majority vote,
— CMG
There is no impact to the Growth
has been reviewed by the County
and is legally sufficient for Board action.
ADVISORY BOARD RECOMMENDATIONS: The Tourist Development Council
recommended approval of the enhancements to the original guidelines (8 -1) at
their January 23, 2012 regular meeting.
RECOMMENDATION: Approve the Tourist Development Council recommended
guideline enhancements for payment or reimbursement of meeting planner,
group meeting hotels, travel journalists and travel agents travel and other
expenses related to attracting group meetings to Collier County and authorize
County Finance to pay expenses covered by these guidelines up to a total
annual program cost of $150,000.
PREPARED BY: Jack Wert, Tourism Director
ATTACHMENTS: In- Market Meeting Planner Site /Fam Guidelines
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2/14/2012 Item 16. F.1.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.1.
Item Summary: Recommendation to approve revisions to the Tourist Development
Council (TDC) guidelines for payment or reimbursement of expenses related to attracting group
meetings to Collier County, and for County Finance to pay expenses covered by these guidelines
up to an annual total program cost of $150,000
Meeting Date: 2/14/2012
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator,Tourism
1/26/2012 2:34:51 PM
Approved By
Name: WertJack
Title: Director - Tourism,Tourism
Date: 1/26/2012 4:00:07 PM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/27/2012 10:37:11 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/30/2012 4:13:31 PM
Name: FinnEd
Date: 1/30/2012 5:24:07 PM
Name: OchsLeo
Title: County Manager
Date: 1/31/2012 3:50:56 PM
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2/14/2012 Item 16. F.1.
Naples
Marco Island
In- Market Meeting Planner Site /Faro
Everglades
Guidelines
PARADISE COAST -
FY 12 Budget $150,000.00
These guidelines cover support of in- market Sites and Familiarization (Fam) trips
for the purpose of bringing meeting planners to the destination. It covers both
hotel specific Sites and Convention & Visitors Bureau (CVB) planned destination
Sites. It covers in market Fam trips for groups of planners seeing the destination
and being hosted by area hotels, attractions and destination venues and includes
all types of transportation.
In order to qualify for funding for assistance with a Site /Fam the following criteria
must be followed:
The CVB will offer transportation reimbursement as an added incentive for group
meeting planners to encourage them to visit the destination when comparing our
I area to other competing destinations. The planner must have an open, active
Request for Proposal (RFP) with one of our group meeting properties. All
submissions for CVB Sites /Fams funding should be sent via email to
Debidea- collieraov.net and cc: JackWerta-colliergov. net. We will respond to
each request within 72 hours.
The CVB must have funding available in the fiscal year budget that the Site or
Fam will occur.
• Site /Fam planning must be done with CVB staff support and knowledge.
• The CVB staff must be allowed to attend the Site /Fam (as available) or an
I
event that is part of the Site /Fam and be able to provide destination
marketing materials, CVB collateral, welcome gifts and to deliver a welcome
i
presentation of up to 5 minutes to the planner.
• The request for funding must be delivered to the CVB staff in writing for a
specific amount documented with written estimates.
• The request for funding cannot be for rooms or other hotel in kind trade or for
on -site restaurant expenses. Site /Fam reimbursement to hotels and
attractions or restaurants /venues hosting multiple planners for specific events
will qualify for reimbursement.
• The request for funding must include the number of people expected in
attendance, an attendee list (will be held in confidence by the CVB) that
includes planner name, Company, email and phone for follow up tracking and
accountability by the CVB. Participant list will be shared with all County
entities who participated in the Site /Fam.
FLORIDA'S-
No funding for 'over the top events" will be approved- events must be
LAST PARADISE
"industry practical ".
• All funding requests and estimates must be received by the CVB in advance
i
of the event so that Purchase Orders' can be requested and in place prior to
Convention &
the Site /Fam. A tourism department staff members' County Purchasing card
Visitors Bureau
will be used for some payments in instances when practical.
2800 M. Horseshoe Drive it
. All approved funding requests must be tracked by the hosting hotel and
reports sent to the CVB monthly on ROI (Return on Investment) or potential
Maples, FL 34104
i
Phone: 239-252-2384 f
Fax: 239-252-2404
www.ParadiseCoast.com
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2/14/2012 Item 16.F.1.
Naples
Marco lslalid
ROI, including dates, room nights and revenue potential, and potential Food
& Beverage (F &B). Planner company name and contact information must
Everglades
also be provided with this information.
PARADISE G Q A s T-
Lost business reports will also be required by the hotels if the planner does
!!!
not contract the group in their hotel.
• The Site /Far participants must have the potential to bring future group
business to Collier County and must have an open RFP with at least one
Collier hotel.
• Allowable Site /Fam transportation expenses will include the lowest available
Coach Airfare, airport transfers, mileage reimbursement at the current County
rate, or other transportation means to get the planner(s) /Clients to the
County.
• All transportation and other expenses from the planner(s) or their client (s)
will be booked by a travel agent of the planner's choice or by a Collier County
local Travel Agent.
• The CVB has the authority to plan Site /Fain itineraries with the greater good
of the County in mind showing multiple hotels to the planner that fit the RFP
parameters, and offsite venues, restaurants, attractions and other venues
I that would entice the planner to book the destination.
• Our destination needs to be on the planner "Short list ".
• Another qualification that would justify planners on a Site /Fam would be if
they are already in the destination with a group of planners for another event
and a pre or post Site /Fam is planned around their attendance.
{ Planners need to fly into RSW Southwest Florida International Airport if at all
possible, with Ft. Lauderdale or Miami as possible alternatives.
Hotels will work with the CVB to coordinate these Sites /Faros and in hosting
I planner complimentary accommodations, meals in kind and transportation
assistance.
• On occasion, hotels will be requested to assist in planning Sites /Tams to the
destination if the CVB is not available for this assistance.
• The CVB will inform planners who send their RFP's to the CVB for distribution
to our area hotels that this Site /Fam "free" transportation is available and
encourage them to come to the area for the Site /Fam.
• The hotels may also request CVB Site /Fam transportation funding for
Sites /Faros with planners that they have open RFP's with that need an extra
incentive to close the contract.
i A 50 room night minimum is required for planners to receive transportation
incentives from the CVB or hotel partners.
E A specific planner may qualify for multiple site /fam visits. However, the CVB
staff will consider 'each set of circumstances that qualify the planner for a
return trip.
• Clients of planners who are decision makers or contract signers can also
F LO R I DA'S—
qualify for Site /Fam reimbursements.
LAST PARADISE
Hotels may apply for Site /Fam funding assistance if they are bringing a group
of planners /clients in at the same time hosting events for them locally.
Convention &
Visitors Bureau
f
2800 N. Horseshoe Drive
Naples, FL 34104
cone: 239- 252 -2384
Fax: 239-252-2404
E
www.ParadiseCoast.com
Packet Page -1913-
Naples 0
Ma eo Island
Everglades
PARADISE COAST-
FLORIDA`S"'
LAST PARADISE
Convention &
Visitors Bureau
2800 N. Horseshoe Drive
Naples, FL 34104
Phone: 239 - 252-2384
Fax: 239 -252 -2404
www.ParadiseCoast.com
2/14/2012 Item 16. F.1.
Other Tourism Industry Partner Sites /Fams:
• Local Transportation Companies may apply to receive Site /Fam and RFP
enhancement funding if transportation is the key issue to close the contract.
• Collier Transportation companies may apply for assistance of up to 50% of
their retail cost. Reimbursements will be for no more than 50% of actual retail
cost for the service.
• Off -site event venues may also apply for transportation funding to get
planners Sites /Fams to their venues in order to help close the sale and go to
contract.
• In -kind services or donations are expected from all tourism partners
participating in the Site /Fam.
• Group market media may also be invited to attend, photograph events and
interview planners and would qualify for transportation funding. (This does not
apply to all media, only group market).
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