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Item D5 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: AUGUST 21. 2002 Division: TDC Bulk Item: Yes ---X- No Department: AGENDA ITEM WORDING: Approval of an Amendment to Agreement with Cellet Travel Services, Ltd., to exercise option to extend Agreement for two (2) additional years and increase compensation for services. ITEM BACKGROUND: TOC approved same at their meeting of June 25, 2002. PREVIOUS REVELANT BOCC ACTION: sacc approved original agreement at their meeting of July 21, 1999. sacc approved FY 2002 budget at their meeting of September 19, 2001. CONTRACT/AGREEMENT CHANGES: Amendment to extend and increase compensation. STAFF RECOMMENDATIONS: Approval TOTAL COST: $68.000 COST TO COUNTY: $68.000rrOURIST PAY BUDGETED: Yes --L No REVENUE PRODUCING: Yes -X- No AMOUNTPERMONTH_ Year APPROVED BY: County Atty --L OMB/Purchasing ~ Risk Management X ~//Q-~~ DIVISION DIRECTOR APPROVAL: (Lynda Stuart) DOCUMENTATION: Included X To Follow_ Not Required_ AGENDA ITEM # ~d'- DISPOSITION: Revised 2/27/01 MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract with: Cellet Travel Services, Ltd. Contract # Effective Date: Expiration Date: 10/1/02 9/30/04 Contract Purpose/Description: Approval of an Amendment to Agreement with Cellet Travel Services, Ltd., to exercise option to extend Agreement for two (2) additional years and increase compensation for services. Contract Manager: Maxine Pacini (Name) 3523 (Ex t. ) TDC#3 (Department/Stop #) for BOCC meeting on 8/21/02 Agenda Deadline: 8/7/02 CONTRACT COSTS Total Dollar Value of Contract: $ 68,000 Budgeted? Yesl:8J No D Account Codes: Grant: $ County Match: $ Current Year Portion: $ 116-76065-530340-T26G-220 X 530310 - - - ---- - - - ---- - - - ---- Estimated Ongoing Costs: $ (Not included in dollar value above) ADDITIONAL COSTS Iyr For: (eg. maintenance, utilities, janitorial, salaries, etc.) CONTRACT REVIEW Changes_ Date In Needed ~~./~. 'w -' Division Director l/tyJ:7--YesD No~r .'P/. ~. Risk Management l-IS-~YesD No[2( O.M.B.lPurchasing 71 11..j0l.- YesO Noo/ _~ () County Attorney 1/10 lOf}..... Y esD No~ ~ S.Hutton Date Out Comments: OMB Form Revised 2/27/01 Mep #2 ADDENDUM TO AGREEMENT THIS ADDENDUM is entered into this day of , 2002, by and between the Board of County Commissioners, Monroe County, Florida, hereinafter referred to as the County and Cellet Travel Services, Ltd., hereinafter referred to as Firm. WITNESSETH WHEREAS, there was an agreement entered into on July 21, 1999, between the parties to provide sales representation services which promote tourism; and WHEREAS, the original agreement allows for an extension for two (2) additional years beyond the initial award period; and WHEREAS, the monetary compensation needs to be revised; NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties agree to hereby amend the agreement entered into on July 21, 1999 as follows: 1. Paragraph 1. TERM, shall be amended as follows: Pursuant to the agreement entered into on July 21, 1999 this agreement is extended for two (2) additional years commencing October 1, 2002 and terminating on September 30, 2004. 2. Paragraph 4. COMPENSATION, shall be amended as follows: Firm shall be compensated in an amount of $68,000.00 (Sixty Eight Thousand Dollars) per year, excluding any reimbursable expenses to perform the Scope of Services (including German Office Fees) on an annual basis. Reimbursable expenses to perform the Scope of Services (supported by necessary documentation: not including marketing activities) are as follows: Trade Show Registrations Exhibit Expenses Special Promotions - Example: Taxi Cab Communications such as but not limited to telephone, fax and e-mail costs Travel and Entertainment Postage and Carriage MemberShips Stationary Photocopying Translations Other operating expenses as outlined within the annual Marketing Plan. Monroe County's performance and obligation to pay under this contract is contingent upon an annual appropriation by the SOCC. 3. Paragraph 5. BILLINGS, shall be amended as follows: The Firm shall submit to the TDC Administrative Office monthly billings for $5,666.66 for staff and contracted services. The County shall be responsible for payment of all authorized fees and reimbursable costs due the Firm while this agreement is in force which are described and limited in paragraph 4. Said payments shall be sent by mail by County directly to Cellet Travel Service, Ltd., Brook House, 47 High Street, Henley in Arden, Warwickshire, B95 5AA, England. 4. The remaining provisions of the agreement dated July 21, 1999 shall remain in full force and effect. Attest: DANNY L. KOLHAGE, Clerk Board of County Commissioners of Monroe County Deputy Clerk BY: Mayor/Chairman (CORPORATE SEAL) Attest: Cellet Travel Services, LTD. Witness BY: President Amendment to Agreement with Cellet Travel Services, Ltd. MEMORANDUM DA TE: June 13, 2002 TO: Tourist Oevelopment Council FROM: Harold Wheeler, TOC Oirector RE: Cellet Travel Services Cellet Travel Services is our European Sales Agency promoting the Florida Keys and Key West by maintaining a sales office; attending trade shows and sales missions; providing promotions to tour operators and travel agents; and operating a trade and consumer information help line with some mail fulfillment. The agency also helps develop our European Sales and Marketing Plan. The agency is now operating under our current three (3) year agreement which expires on September 30, 2002 with an option to extend for a two (2) year period until September 30, 2004. The renewal clause allows negotiations of monetary terms for the final two (2) years. There is an increase in the agency fee of $3,600 per year more than we are currently paying for services. Our services have increased justifying the adjustment in fee charges. The agency has done an outstanding job and, I am recommending approval of the option to extend the agreement. AGREEMENT CELLET TRAVEL SERVICES, L TO THIS AGREEMENT is entered into this day of , 1999, by and between the BOARD OF COUNTY COMMISSIONERS, Monroe County, Florida, hereinafter referred to as the COUNTY and CELLET TRAVEL SERVICES, LTD., hereinafter referred to as FIRM; WITNESSETH WHEREAS, FIRM is qualified to provide sales representation services which promote tourism, and; WHEREAS, the Monroe County Tourist Development Council (TO C) has recommended this contract be entered into to promote and advertise Monroe County as a travel destination, and; WHEREAS, the COUNTY wishes to enter into this Agreement for sales representation services with the FI RM, 1. TERM: The term of this Agreement is for a period of three (3) years commencing October 1, 1999 and terminating September 30, 2002 with an option to extend for a two (2) year period beyond the initial award period upon 60 days prior written notice of agreement extension to firm. 2. SCOPE OF SERVICES: In consideration of the base monthly contractual amount, the FIRM shall provide the following services on behalf of the Monroe County: Overall: Promote the Florida Keys as a primary destination in Florida. To develop a sales and marketing campaign for Florida Keys in Europe. To solicit and assist industry support of the destination. To educate Travel Agents on selling techniques and benefits of Florida Keys. Create strong awareness campaigns in each European market sector. Tour Operators: Tour Operators playa major role in any destination sales and marketing campaign therefore to maximise their effectiveness FIRM will: Work closely with targeted Tour Operators to maximise consumer promotional opportunities. Arrange co-operative advertising campaigns with Tour Operators and Fly - Drive Operators. Carry out Sales Calls to selected Tour Operators. Provide Tour Operators with continued assistance, slides, brochures, and on-going telephone support and guidance. Prepare and execute training sessions for Tour Operator staff. Assist the TDC to target relevant Tour Operators at Pow Wow. Arrange a Tour Operator function. Host specially arranged Fam Trips. Slide Library: FIRM will maintain a comprehensive slide library of Monroe County photography and imagery, and provide to Tour Operators, Travel Agents and Production Houses as appropriate. Travel Agents: Provide information "Help Line" dedicated to Monroe County. Carry out 35 sales calls per month to selected USA Travel Agent specialists. Assist Travel Agents own consumer promotions with destination materials, posters, videos and window displays and participation in local public trade shows. Create a dedicated Travel Agent/Consumer Destination Guide giving all relevant telephone numbers, points of contact etc. Distribute via consumer and trade publications, at trade shows, and as part of destination pack. Create and arrange targeted mail shots with response coupons. (In association with Advertising Agency) Airline Co-operation: Work closely with Airlines in UK to support the destination with Fam. Tours etc. Create marketing plan in association with Airlines to position Monroe County as a primary destination in Florida. Arrange series of joint Sales Calls with Airline Staff to promote Sales. Sales Missions: FIRM would organise one major sales mission as agreed. This mission would invite delegates from Monroe County to Europe to take part in the following activites which FIRM would co-ordinate; Sales calls to Tour Operators and major Travel Agents. Tour OperatorsfTravel Agent function with approprate theme. FIRM will co-ordinate with the Visit Florida office in the U.K. to highlight any opportunities that may arise. Florida Keys Help Line: FIRM operates a fully staffed information help line, available to Consumers and Travel Trade, to develop customer service. All enquiries are processed and addresses sent to BH&P Ltd who dispatch the information pack. Trade and Consumer Fulfilment: FIRM will make recommendations on the design and production of helpful, accurate and attractive brochures, which are easily available to Consumers and Travel Agents alike. Consumer Marketing: Attend selected Consumer shows. Assist Travel Agent's own consumer promotions with destination materials, posters, videos etc. European Office: FIRM will continue to act as liaison with German Rep office. FIRM currently processses all German invoices and assist in the creation of the sales and marketing plan. Advertising: FIRM. will advise the TDC on content and placement of advertising in Europe. 3. MONTHLY REPORTS FIRM shall provide to TDC Administrative Office, 1201 White Street, Suite 102, Key West, Florida, monthly reports and document of results of services every month, within twenty days of the end of each month. Monthly reports shall show, at a minimum, dates, names, and addresses of travel agents, tour operators and incentive houses to whom sales calls are made. Also to include copies of any reports which FIRM receives from travel agents and tour operators showing their bookings to Monroe County. Monthly reports to TDC shall include all of the following: Number of Sales Calls carried out Number of enquiries received Number of fulfilment packs set Monthly invoices New Product Development Market Trends and News from European Travel Trade 10. TERMINATION; RENEWAL: Either party shall have the right to cancel this Agreement at its sole discretion upon sixty (60) days written notice without cause to the other party. FIRM shall deliver to TDC and COUNTY all papers and other materials related to the work performed under this Agreement upon termination thereof. County shall pay FIRM only for such reimbursable authorized prior to termination. The COUNTY shall have the option of renewing this agreement for an additional two (2) year period under the same terms and conditions subject to negotiation of monetary terms and provided the COUNTY provides FIRM prior written notice of its election of this option no later than sixty (60) days prior.