Okaloosa County BOCC — February 26, 2015 — Minutes — reading text

Beach Parks Janitorial Services Bid (Ed Schroeder) Ed Schroeder requested approval to issue a bid invitation for beach parks janitorial services. The current contract is held by Horizons of Okaloosa County which expires in September 2015 and provides for automatic annual renewals. Per County purchasing policy, contracts are reviewed prior to expiration to determine if a renewal or re-bid is required. Discussion ensued on contract pricing, scope of services, and performance. Dale Peterson commented that it seemed the contract proposal was higher before the 2 additional days were added. Mr. Woodall stated the increase was due to the addition of bathrooms and parking to the contract. Tom Rice asked how many employees work this contract, and Mr. Woodall responded approximately 14 employees varying by season. Joe Guidry asked the reason for this process. Mr. Schroeder would like to verify the price for services is competitive. Lynn Hoshihara clarified County practice is that every 3, 5, or 7 years contracts should go out for bid to verify current market trends. The current contract amount is $138K. Horizons is encouraged to submit a bid as requested. Okaloosa County Tourist Development Department Page 4 of 7 February 26, 2015  Motion to issue an RFP for Beach Parks Janitorial Services, with the stipulation proposals not be ranked solely on cost, but also on value for dollars spent. RESULT: MOTION APPROVED [6-3] MOVER: Martin Owen SECONDER: Rachel Joyce AYES: Peterson, Gossom, Dixon, Anderson NAYES: Guidry, Rice, Ketchel g. Advertising Services RFQ (Ed Schroeder) The current 3-year contract for advertising services ends this year creating an opportunity for extending the contract two years in 1-year increments. Mr. Schroeder recommended sending out an RFQ for several reasons. However, the annual Strategic Marketing Plan cycle starts next March to be effective on October 1st. The same team can’t be motivated to develop a marketing plan and respond to an RFQ at the same time. A solution is to extend the current contract 17 months to February 2017 and go into the RFQ process at that time. This takes the contract out of the fiscal year cycle, with any agency coming on board March 1st to develop the upcoming marketing plan. Tuffy Dixon requested clarification that an RFQ is only for work they can perform, and an RFP is work they can perform with a price. Lynn confirmed and stated that a selection committee would rank the RFQ’s received and negotiate pricing with the top ranked firm. Mike Anderson asked how this is different from the Horizon’s contract and stated the RFQ process is a better option as it ranks submittals using consistent formats and allows the County to go in the best direction. Ed Schroeder is in favor of pursuing the RFQ process, but desires to exercise an option for an annual renewal route and extend the process 5 months beyond the current cycle. Motion to extend the current contract through February 27, 2017 and issue an RFQ. RESULT: MOTION APPROVED [UNANIMOUS] MOVER: Carolyn Ketchel SECONDER: Tom Gossom AYES: Peterson, Rice, Dixon, Anderson, Guidry, Joyce, Owen Mark Mayer thanked the Council for its support through this lengthy process. He is aware of the results and noted they are tracking a 22% increase. Mr. Mayer and the entire team are prepared and agree to the extension. Tom Rice stated he served on the committee to review 12 separate agencies to do this work. Peter Mayer came highly qualified. The first year is extremely rough for any company, and they have performed in an outstanding manner. II. Items for Information Purposes Only – (Speaker) a. Month End Lodging Reports from Smith Travel Research – Jan (Ed Schroeder) Mr. Schroeder noted the month-end reports are for information purposes only. The numbers reflected on Page 59 show an increase started October 2014 and YTD is 22% higher. The expectation is this trend will maintain. Okaloosa County Tourist Development Department Page 5 of 7 February 26, 2015  b. Okaloosa Tax Collector Report – Dec (Charlotte Dunworth) December collections were up 10% with a cumulative 22% increase. c. Expenditure Transaction Report – Jan (Charlotte Dunworth) Ms. Dunworth presented an overview of this report with no additional comments or questions. d. Reconciliation of Promotional Reserves Funds – Feb (Charlotte Dunworth) Ms. Dunworth reviewed the breakdown of promotional reserve funds that included the recent funding of the Cherry Blossom Festival billboards. She advised the $808 transfer would not be done, so the balance remaining is actually $19,530. Ms. Dunworth noted two educational sessions for local event marketing funding are scheduled for March 18, 2015 (10 AM – 12 Noon) and April 2 (2PM – 4 PM). e. 2015 TDC Meeting Dates (Charlotte Dunworth) Meeting dates for 2015 are listed on Page 99 of the agenda package. f. State Beach Funding and Amendment 1 (Jim Trifilio) Jim Trifilio presented a brief history of state funding for beach management. g. Marketing Update (Shantelle Dedicke) Ms. Dedicke mentioned Ed Schroeder did an outstanding job at Florida Huddle featuring our display and increasing area presence. Ms. Dedicke presented Part 1 of a 3-part recap of the Alabama Road Show in Birmingham / Montgomery, AL on February 4-6, 2015. Michelle Clarke presented the agency’s monthly report. h. Group Sales Marketing Update – Jan (Sherry Rushing) Ms. Rushing presented Part 2 of the Alabama Road Show recap and discussed attendance at other travel and trade shows. i. ECCC Sales Marketing Update – Jan (Tisha Maraj) Ms. Maraj introduced Courtney Henderson as the new Sales & Marketing Coordinator. She then presented Part 3 of the Alabama Road Show recap and discussed events at the convention center. j. Film Commission Update – Jan (Gail Morgan) Ms. Morgan updated the TDC on industry issues at the state level. Mike Anderson stated he would be happy to propose a proclamation to address film issues and beach renovation. k. Visitor Center Facility Update (Nancy Hussong) Ms. Hussong provided an update on visitor statistics and refurbishment of the welcome center building. Ms. Ketchel noted Larry Williams, Okaloosa County Extension Services Director, could assist in recommending native plants for use in landscaping improvements. She visited the Welcome Center as a new commissioner and was impressed with the staff and property. III. Items for Information Purposes Only – (No Speaker) a. Visitor Center Top 10 States – January 2015 b. Airport Enplanements & Deplanements (VPS by carrier) – January c. Airport Enplanements & Deplanements (Airports Comparison) – January Okaloosa County Tourist Development Department Page 6 of 7 February 26, 2015  IV. Public Comment (3 minutes each) None V. Next TDC Meeting (Dale Peterson) a. Thursday, March 26, 2015 2:00 p.m. Emerald Coast Convention Center. VI. Adjourn (Dale Peterson) Meeting adjourned at 4:34 PM by Dale Peterson. APPROVED: APPROVED: By: By: Name: Dale E. Peterson Name: Ed Schroeder Title: Chairman Title: Director, Tourist Development Dept. Date: Date: Okaloosa County Tourist Development Department Page 7 of 7 February 26, 2015