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Agenda 09/10/2019 Item #16F3 (Agreement #19-052-NS w/Simpleview Worldwide)09/10/2019 EXECUTIVE SUMMARY Recommendation to approve an Agreement with Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, (#19-052-NS), to provide the Tourism Division with a hotel, attraction and restaurant reservation system and make a finding that this expenditure promotes tourism. OBJECTIVE: Approve an Agreement with Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, to provide an on-line reservation system for the destination marketing website for the Tourism Division. CONSIDERATIONS: Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, provides the Book Direct reservation service as a single source hotel booking solution that is embedded into the tourism website www.paradisecoast.com <http://www.paradisecoast.com> and has been a fixture of that website for over 8 years. The Tourism Division is requesting to continue to utilize this important destination marketing tool for continuity of service and cost savings to the County. The system is imbedded into the website and is accessed from scores of locations on that website to book hotel, attractions and restaurant reservations directly from the Tourism Division website. The software for this hotel booking solution was developed specifically for tourism promotion organizations like ours to be an easy to navigate, free to use platform. The Tourism Division has used this reservation solution for many years and it has become a permanent fixture to that website. Tourism staff has customized this program to integrate our hotel properties and their various rates structures and our hotels are all very satisfied with this service. It is the only booking engine for tourism websites that is free to hotels, attractions and restaurants for reservations. The original due diligence to choose this product to manage hotel reservations indicated that this was a tool especially designed for tourism promotion agencies and was the only service that was free for the hotels to use for reservations. The product is built into our website and has grown in its offerings to include attraction tickets, restaurant reservations. To replace this service would be extremely expensive and time consuming to install. The County pays an annual fee to use this Book Direct service and there are no additional costs to the County or to our hotels, resta urants and attractions to use it for reservations. The downside to replacing this service with another less robust service would be expensive to the County and would also cost our hotel partners a transaction fee to use it that would discourage them from u tilizing it. Staff researched other reservation services such as Expedia, Hotel beds and other on -line services and found them more expensive to install and maintain, and the per reservation transaction fees would not be acceptable to our hotels. Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, is a Single Source for a hotel reservations system because this product is the only service that does not charge a separate transaction fee to a hotel, attraction or restaurant for reservations. And it is the only booking engine that has been designed specifically for tourism promotion agencies like ours. It has been built into our website and functions on virtually all pages and sections of that website so that hotel, attraction and restaurant reservations can be quickly accessed. FISCAL IMPACT: Funding in the annual amount of $32,876 for the Book Direct reservation system is included in the Tourism Division FY 19 approved budget in Fund 184. GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this Executive Summary. 16.F.3 Packet Pg. 2387 09/10/2019 ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended approval of this item 8-1 at the July 29, 2019 meeting. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires major ity vote for approval. - CMG RECOMMENDATION: To approve an Agreement with Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, to provide the Tourism Division with a hotel, attraction and restaurant reservation system and make a finding that this expenditure promotes tourism. Prepared by: Jack Wert, Tourism Director ATTACHMENT(S) 1. 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (PDF) 2. 19-052-NS Simpleview Worldwide, Inc_Insurance_7-1-19 (PDF) 3. FY19 Waiver Request 138 - Simpleview (Book Direct) (PDF) 16.F.3 Packet Pg. 2388 09/10/2019 COLLIER COUNTY Board of County Commissioners Item Number: 16.F.3 Doc ID: 9739 Item Summary: Recommendation to approve an Agreement with Simpleview Worldwide, Inc., d/b/a Simpleview, LLC, (#19-052-NS), to provide the Tourism Division with a hotel, attraction and restaurant reservation system and make a finding that this expenditure promotes tourism. Meeting Date: 09/10/2019 Prepared by: Title: Tourist Development Tax Coordinator – Tourism Name: Kelly Green 08/06/2019 12:27 PM Submitted by: Title: Division Director – Tourism Name: Jack Wert 08/06/2019 12:27 PM Approved By: Review: Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 08/07/2019 10:12 AM Procurement Services Sara Schneeberger Additional Reviewer Completed 08/08/2019 11:15 AM Procurement Services Ted Coyman Additional Reviewer Completed 08/14/2019 5:28 PM Procurement Services Catherine Bigelow Additional Reviewer Completed 08/19/2019 9:14 AM Tourism Jack Wert Director Review Completed 08/19/2019 10:07 AM County Manager's Office Sean Callahan Executive Director- Corp Business Ops Completed 08/19/2019 11:22 AM County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 08/19/2019 11:41 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/19/2019 1:15 PM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/21/2019 5:04 PM Budget and Management Office Ed Finn Additional Reviewer Completed 08/23/2019 1:29 PM County Manager 's Office Leo E. Ochs Level 4 County Manager Review Completed 08/26/2019 2:58 PM Board of County Commissioners MaryJo Brock Meeting Pending 09/10/2019 9:00 AM 16.F.3 Packet Pg. 2389 16.F.3.aPacket Pg. 2390Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2391Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.a Packet Pg. 2392 Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2393Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2394Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2395Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2396Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2397Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) 16.F.3.aPacket Pg. 2398Attachment: 19-052-NS SimpleviewWorlwide,Inc._Agreeemnt _VendorSigned (9739 : Simpleview Book Direct Agreement 19-052-NS) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 6/28/2019 Crest Insurance Group,LLC 5285 E Williams Cir.Ste 4500 Tucson AZ 85711 Lori Steiner 520-881-5760 520-325-3757 LSteiner@crestins.com American Casualty Co.of Reading PA 20427 SIMPHOL-01 Continental Insurance Company 35289SimpleviewLLC 8950 N.Oracle Road Tucson AZ 85704 Columbia Casualty Company 31127 511099029 A X 1,000,000 X 300,000 15,000 1,000,000 2,000,000 X Y 6050463165 9/29/2018 9/29/2019 2,000,000 A 1,000,000 X X 6050463151 9/29/2018 9/29/2019 B X X 8,000,00060504631799/29/2018 9/29/2019 8,000,000 X 0 A X605663730712/31/2018 12/31/2019 1,000,000 1,000,000 1,000,000 C Professional Liability/ Technology E &O Cyber Liability 596832209 9/29/2018 9/29/2019 Per Claim Aggregate $3,000,000 $5,000,000 RE:19-052-NS "Tourism Booking -Certificate holder and others Collier County Board of County Commissioners,OR Board of County Commissioners in Collier County,OR Collier County Government,OR Collier County when required in a written contract or agreement are Additional Insured (General Liability) including Products Completed.Coverage is Primary &Non-Contributory (General Liability).Waiver of Subrogation (General Liability &Workers Compensation) applies.This form is subject toall policy forms,terms,endorsements,conditions definitions &exclusions. Collier County Board of County Commissioners 3295 Tamiami Trail E Naples FL 34112 16.F.3.b Packet Pg. 2399 Attachment: 19-052-NS Simpleview Worldwide, Inc_Insurance_7-1-19 (9739 : Simpleview Book Direct Agreement 19-052-NS) Collier County Instructions Waiver Request Form 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 having only one supplier in the market place, proprietary technology, copyright, patent, or a supplier’s unique capability. Single source refers to a procurement directed to one source because of standardization, warranty, geographic territory, or other factors, even though other competitive sources may be available. Requester Name: Division: Item/Service: Vendor Name: Historical Countywide Spend: ______________________ Requested date range: _____________ Not to Exceed per Fiscal Year: _______________ Is there an agreement associated with this waiver to be reviewed by Contracts? † Yes † No †Sole Source †Single Source †One Time Purchase †Multiple Purchases Description of Purchase: Enter a description of the item(s) that will be purchased under this waiver. Purpose: Describe in detail, the public purpose of the requested item(s) and why it is essential to County operations. Information Technology: Select Yes if the products/services are related to Information Technology. If yes, please provide the Purchasing Compliance Code (PCC) number or email approval documentation. †Yes †No If yes, provide the PCC number:__________________________________________________ Jack Wert Tourism On-Line Hotel Booking Engine Simpleview Worldwide, Inc. d/b/a Simpleview, LLC $33,000 10/1/2019 - 9/30/2020 $33,000 Renew our use of Book Direct as our accommodations booking solution that is embedded into the Tourism Division's website at www.paradisecoast.com, and has been a fixture of that website for over 8 years. We are requesting we continue to utilize this important destination marketing tool for continuity of service and cost savings to the County. The software for this hotel booking solution was developed specifically for tourism promotion organizations like ours to be an easy to use, easy to navigate, and free to use platform for our hotels and our customers. The name for this service is Book Direct and we have used this solution continuously as a permanent fixture to our website. We have customized this program to integrate all of our hotel properties and their various rate structures and offers, and our hotel partners are all very satisfied with this service. It is the only reservation system designed specifically for tourism websites that we have found that has no booking charge to hotels, attractions and restaurants for reservations, and no booking charge or service fee to the customer. LM01✔ ✔ ✔✔ 16.F.3.c Packet Pg. 2400 Attachment: FY19 Waiver Request 138 - Simpleview (Book Direct) (9739 : Simpleview Book Direct Agreement 19-052-NS) Justification: Identify the criteria that qualifies this purchase as a sole or single source. Select from the list below. Check all that apply (if box is checked, please make sure to provide an explanation below): †Sole Source †Only Authorized Vendor or Distributor: Is this vendor the only vendor authorized to sell this product/service? If yes, explain below and provide documentation from the manufacturer confirming claims made by the distributors. †No Comparable Product or Service: Is there another vendor who can provide a similar product/service, regardless of cost, convenience, timeliness, etc.? †Product Compatibility: Does this product/service provide compatibility with existing equipment that prohibits switching to another comparable brand/vendor? If yes, provide the detailed explanation below, including what would occur if the other brand/vendor were used. †Proprietary: Is this product/service proprietary? If yes, provide a detailed explanation below on how its use is restricted by patent, copyright or other applicable laws and provide documentation validating that claim. †Single Source †Standardization: Is this product/service part of a purchase that the County has already standardized on? If yes, please provide the detailed information below. Date of BCC Standardization: ___________________ BCC Agenda Item number: __________________ †Warranty: Is this the only vendor able to complete factory-authorized warranty services on County owned equipment? If yes, provide the documentation verifying the warranty. †Geographic Territory: Is this vendor the only vendor authorized to sell this product/service in our region? If yes, provide documentation from the manufacturer confirming those claims. †Other Factors: Any other reason not listed above, explain below. Explain: How does this purchase meet the identified sole or single source criteria listed above? Simpleview Worldwide, Inc. d/b/a Simpleview, LLC provides the "Book Direct" accommodations booking solution and is a Single Source because this product is the only service that does not charge a separate transaction fee for reservations to a hotel, attraction, restaurant or to customers for reservations. Book Direct is the only reservations system that has been designed specifically for tourism promotion agencies like ours. It has been totally integrated into our website and functions on virtually all pages and sections of that website for over 8 years, enabling our customers to book hotel, attraction and restaurant reservations through an easy to access platform. ✔ ✔ 16.F.3.c Packet Pg. 2401 Attachment: FY19 Waiver Request 138 - Simpleview (Book Direct) (9739 : Simpleview Book Direct Agreement 19-052-NS) How was the decision made to use this vendor? Describe in detail if a formal standardization process was performed via Procurement or if there is a historical precedence established for the use of the product, please explain purchase and use history and the current level of County investment in the product. Explain why it is in the County’s best interest to use this product/service rather than issuing a competitive solicitation: What are the benefits from the continued use? Are there costs that would be incurred if a different vendor/product was used? What would occur if another brand/vendor was used? Explain how this pricing compares to other vendors/products and is it considered to be fair and reasonable: Provide information on historical use and whether pricing has increased/decreased. If sole source and no other product is available, provide the cost for addressing the needs via an alternate approach. Will this purchase obligate the County to future ancillary products or services? Either in terms of maintenance or standardization. †Yes †No If yes, explain what types: Our due diligence research for this service to manage our on-line reservations on our tourism website began in 2010 and has been updated each renewal period since. The most recent research was done in July of 2019 with requests for bids to Expedia, A-Res, Booking.com, TripAdvisor and Orbitz. We received bids from Expedia and A-Res and our current provider Book Direct. Those research results indicate that Book Direct was specifically designed for tourism promotion agencies, and was the only service that was free for our hotels to use- a savings of 10% in cost, and for the customer to use (an additional 10% savings) for reservations. We also confirmed that their reporting system was the most robust for tracking inquiries for hotel rates, and also offered reservation service for attraction tickets, restaurant reservations and special package deals. To replace this service with another vendor would be extremely expensive and time consuming to install. A-Res indicated that the conversion to their platform could be up to $25,000. Expedia had several platforms to choose from, but our staff and our website provider would have to do most of the set up work. A change in vendor would also incur a cost of up to $10,000 for our website provider, Miles Partnerships, to replace and recode the "Book Now" button throughout our website that links to the booking engine. We pay an annual fee of $32,876 to use the Book Direct service, which is now provided by Simpleview Worldwide, Inc. d/b/a Simpleview, LLC. There are no additional costs to the County or to our hotels, restaurants and attractions or to our customers to use it for reservations. The downside to replacing this service with another vendor's service would be expensive to the County and would also cost our hotel partners a transaction fee, the County would pay a transaction fee per reservation and our hotels would also be charged a fee for each reservation. The end result is that in the future our hotels would not use this system on our website due to the excessive cost, and we would lose a valuable on-line resource in attracting visitors to our community. The pricing comparison between vendors as indicated above shows that Book Direct through Simpleview Worldwide, Inc. offers an annual package price of $32,876 that includes the booking of reservations for hotels, attractions, restaurants and special package deals, and this price has not increased for over 6 years. Additionally, there are no transaction costs added for reservations for hotels, attractions or restaurants, and no transaction cost or fee is tacked on to the customer price. The other reservation systems researched include some or all of these costs. ✔ 16.F.3.c Packet Pg. 2402 Attachment: FY19 Waiver Request 138 - Simpleview (Book Direct) (9739 : Simpleview Book Direct Agreement 19-052-NS) Market research and market alternatives: When was the last time a market evaluation was performed to determine if either the technology or vendor offerings have changed? Based on the life expectancy of the product, when do you anticipate evaluating the market again? Please attach a detailed market evaluation report should the complexity, duration, and dollar amount of the purchase be a high risk to the County. It is a felony to knowingly and intentionally circumvent a competitive process for commodities or services by fraudulently specifying sole source to obtain a benefit for any person or to cause unlawful harm to another. Florida Statute 838.22(2). Requested by: Signature: Date: Division Director: Signature: Date: Department Head: Required if over $50,000 Signature: Date: Procurement Strategist: Signature: Date: Procurement Director: Or designee Signature: Date: For Procurement Use Only:  †Approved †Requesting Additional Information †Requires RFI/Intent to Sole Source †Rejected Procurement Comments: †Current FY Approval †Multi-Year Approval Start Date: ______________ End Date: __________ We have researched hotel booking solutions each time this agreement has been renewed with the most recent research completed in July 2019. We have consistently found that the Book Direct service is the easiest to work with for both our hotels and our customers. They are also the most cost effective, with no additional charges for enhancements to the service, free training of our staff on those enhancements and no transaction fees for our hotels or our customers. If we chose another vendor, those reservation fees would not be acceptable to our hotels and would discourage many potential customers to book their reservations on our website. Jack Wert 8/12/2019 Jack Wert 8/12/2019 Sara Schneeberger Catherine Bigelow 10/01/2019 09/30/2023 WertJack Digitally signed by WertJack Date: 2019.08.12 12:36:21 -04'00' WertJack Digitally signed by WertJack Date: 2019.08.12 12:37:12 -04'00' SchneebergerS ara Digitally signed by SchneebergerSara Date: 2019.08.12 13:54:07 -04'00' Cat Bigelow Digitally signed by Cat Bigelow DN: cn=Cat Bigelow, o=Collier County Government, ou=Procurement Services, email=catherinebigelow@colliergov.net, c=US Date: 2019.08.12 13:55:36 -04'00' ✔ ✔ 16.F.3.c Packet Pg. 2403 Attachment: FY19 Waiver Request 138 - Simpleview (Book Direct) (9739 : Simpleview Book Direct Agreement 19-052-NS)