Motion (Boyer): amend the previous Boyer motion to request clarification from the Procurement Division about the TDC’s ability to process this procurement as a single-source procurement, with that as the preferred mechanism, if possible; if single-source procurement is not possible, then request that the City Council process the First Coast of Golf marketing program as an ordinance directing award of the contract to that organization approved unanimously. – Contracts and Legislative Items - Lawsikia Hodges, Deputy General Counsel Marketing Services Contract Ms. Hodges reviewed the contract terms, noting that it backs out the cost of the Longwood Study, which the TDC will procure directly. Visit Jacksonville will provide an annual plan, comprehensive marketing plan and annual budget to the TDC in April of each year. TDC will perform a performance review in the first quarter of each year, which will inform Visit Jax’s annual submissions, and which will help the TDC generate its budget proposal to City Council. The TDC has the ability to revise contract expenditure categories annually depending on the contractor’s performance. Ms. Hodges said that she had spoken with Visit Jacksonville representatives and they are agreeable to adding caps on transfer amounts among categories. Ms. Boyer suggested a $50,000 cap on transfers. Motion (Boyer): revise the contract to provide a transfer cap of 10% not to exceed $50,000 approved. – (Bowman): approve Resolution 2017-1 as amended Motion approved. – Public Comments none – Convention Sales and Services Contract Monica Smith asked for clarification about whether convention grants are or are not included in the $2,216,770 contract amount. Ms. Hodges stated that the contract amount did include the grants the – original contract amount of $2,250,000 was reduced by $14,330 for the STR Hotel Data occupancy report and by $18,900 for the STR Destination Map. Public Comments - none Motion (Bowman): approve Resolution 2017-2 as amended to reflect a contract revision to provide a transfer cap of 10% not to exceed $50,000 approved unanimously. – TDC RFP ESC-0575-17 Tourist Bureau Plan Services Update TDC Administrator Annette Hastings referred to the handout with the schedule for the RFP response date and the grading, ranking and consideration of contract award. Visit Jacksonville President’s Report-Paul Astleford, President & CEO
Motion (Boyer): amend the previous Boyer motion to request clarification from the Procurement Division about the TDC’s ability to process this procurement as a single-source procurement, with that as the preferred mechanism, if possible; if single-source procurement is not possible, then request that the City Council process the First Coast of Golf marketing program as an ordinance directing award of the contract to that organization – approved unanimously. Contracts and Legislative Items - Lawsikia Hodges, Deputy General Counsel Marketing Services Contract Ms. Hodges reviewed the contract terms, noting that it backs out the cost of the Longwood Study, which the TDC will procure directly. Visit Jacksonville will provide an annual plan, comprehensive marketing plan and annual budget to the TDC in April of each year. TDC will perform a performance review in the first quarter of each year, which will inform Visit Jax’s annual submissions, and which will help the TDC generate its budget proposal to City Council. The TDC has the ability to revise contract expenditure categories annually depending on the contractor’s performance. Ms. Hodges said that she had spoken with Visit Jacksonville representatives and they are agreeable to adding caps on transfer amounts among categories. Ms. Boyer suggested a $50,000 cap on transfers. Motion (Boyer): revise the contract to provide a transfer cap of 10% not to exceed $50,000 – approved. Motion (Bowman): approve Resolution 2017-1 as amended – approved. Public Comments – none Convention Sales and Services Contract Monica Smith asked for clarification about whether convention grants are or are not included in the $2,216,770 contract amount. Ms. Hodges stated that the contract amount did include the grants – the original contract amount of $2,250,000 was reduced by $14,330 for the STR Hotel Data occupancy report and by $18,900 for the STR Destination Map. Public Comments - none Motion (Bowman): approve Resolution 2017-2 as amended to reflect a contract revision to provide a transfer cap of 10% not to exceed $50,000 – approved unanimously. TDC RFP ESC-0575-17 Tourist Bureau Plan Services Update TDC Administrator Annette Hastings referred to the handout with the schedule for the RFP response date and the grading, ranking and consideration of contract award. Visit Jacksonville President’s Report-Paul Astleford, President & CEO
20170816%20Minutes%20Preliminary%20TDC%20Qrtly%20Mtg.docx