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HomeMy WebLinkAboutItem D09COUNTY of MONROE The Florida Keys BOARD OF COUNTY COMMISSIONERS Mayor Michelle Lincoln, District 2 Mayor Pro Tem David Rice, District 4 Craig Cates, District 1 James K. Scholl, District 3 Holly Merrill Raschein, District 5 Regular Meeting February 18, 2026 Agenda Item Number: D9 26-0434 BULK ITEM: Yes DEPARTMENT: Tourist Development Council TIME APPROXIMATE: STAFF CONTACT: Ammie Machan AGENDA ITEM WORDING: Approval to update Section II of the TDC Operations Manual to update the Purchasing Policy to clarify existing an exception and to add an exceptions for tourism professionals which due to their unique skill set and/or artistic qualifications makes them uniquely qualified to provide the service , update the Media Buy Policy and add Business Representation in Marketing Materials Policy. ITEM BACKGROUND: The TDC Operation Manual revisions are being considered for approval by the TDC at their 2/12/26 meeting. The TDC Operations Manual purchasing policy exemptions are being revised to clarify that media buy productions are also exempt from competitive solicitation/price quotes requirements. An exemption is also being added for tourism professionals, which includes photographers, videographers, bloggers, influencers and writers which due to their unique skill set and/or artistic qualifications makes them uniquely qualified to provide the service. This exemption will allow for use of tourism professionals as needed for the development of promotional materials. Additionally, a Business Representation in Marketing Material Policy is being adopted into the TDC Operations Manual to allow for approval of a policy that follows industry and best practices relating to the selection of local business to be included in the Florida Keys and Keys marketing and promotional efforts. PREVIOUS RELEVANT BOCC ACTION: The BOCC approved prior revisions to the TDC Operations Manual; most recently at the 1/28/26 meeting. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION Approval. DOCUMENTATION: Purchasing Policy and Media Buys Updates to TDC Operations Manual Business Representation in Marketing Materials Policy FINANCIAL IMPACT: N/A Effective Date: Expiration Date: Total Dollar Value of Contract: Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No. If yes, amount: Grant: County Match: Insurance Required: D9. Approval to update Section II of the TDC Operations Manual to update the Purchasing Policy to clarify existing an exception and to add an exceptions for tourism professionals which due to their unique skill set and/or artistic qualifications makes them uniquely qualified to provide the service, update the Media Buy Policy and add Business Representation in Marketing Materials Policy. Deletions noted in Striko_+hr„i irvh text and additions noted in underlined text • To be added under Purchasing► Policy and Procedure Exemptions TDC PURCHASING POLICIES AND PROCEDURES & BUDGET STRATEGY Purchasing Policy and Procedures Exemptions: The TDC and VFK follow the County's Purchasing Policies and Procedures, but due to the unique nature of goods and services that need to be procured exemptions for price quote(s) requirements (purchases that are less than $150,000) or competitive solicitations ($150,000 or more) are necessary on a reoccurring basis. The BOCC authorizes that price quote and/or competitive solicitation procedures are not required to apply to the following: 1. Trade Show Events- including participation & registration fees and exhibition services (booth buildout and other related services needed to participate in the event shall be exempt as most tradeshows require utilization of a sole or preferred provider). 2. Media Buys- including the purchase of advertising in all forms of media (print, digital, TV). This also includes the production needed for the specific media buys and production of campaigns. 3. Sponsorship of Events 4. With the implementation of Public Relations services to VFK, programs that are already implemented may be continued without obtaining additional price quotes in order to ensure that visitor experiences are uninterrupted. VFK staff must provide documentation in order to verify that the service in already implemented. New programs must obtain the necessary price quotes and are not exempt. 5. Industry memberships and dues. 6. Travel expenses so long as they are in accordance with Section 112.061, Florida Statutes, Monroe County Code (Chapter 2, Art. II, Div. 3), Monroe County Policies and Procedures and Monroe County TDC Travel Guidelines, as amended. 7. Office rent and utilities. 8. Tourism professionals, which due to their unique skill set and/or artistic qualifications provide an exclusive skill or value for a particular marketing and promotional project. This includes photographers, videographers, blowers, influencers, and writers. Staff shall provide a memo to support the use of said tourism professional. • To be added under VFK Agreements for Services and Signatory Authority, VFK Agreements for Services and Signatory Authority: It is understood that VFK may enter into agreements for services as needed for operational services and for promotion of the Florida Keys and Key West. Since all VFK agreements will be paid with public funds, (i.e. tourist development tax revenues) contract provisions as determined necessary by the County Attorney's office shall be incorporated into VFK agreements and in accordance with the VFK addendum (Attached hereto as Exhibit XX) provided by the County Attorneys Office as may be amended from time to time. This is necessary to ensure that contracted vendors provide proper supporting documentation as a condition precedent to payment and as otherwise necessary by law or policy. Contract requirements include that all payments are subject to the Local Government Prompt Payment Act- 218.70, Florida Statutes. All agreements must be procured in accordance with the County purchasing policies and procedures and as set forth herein (see exemption specific to TDC operations). VFK shall coordinate with the County's Office of Purchasing and Administrative Oversight to ensure that the procurement process is followed. As a best practice and to ensure transparency, all VFK agreements, except for insertion orders/media buy agreements procured and process on behalf of and in the name of the County, shall be submitted to the BOCC for approval to pay the VFK contracted expenditures. All fully executed agreements are to be provided to the County's Office of Purchasing and Administrative Oversight and the Monroe County Clerk of Court and Comptroller (Clerk) as soon as practicable. Insertion Orders/media buy agreements will be provided to the County's Office of Purchasing and Administrative Oversight and Clerk through the request for purchase order process. VFK agreements shall be authorized by the VFK board & signed by the Chair of the VFK Board in accordance with VFK policies and procedures. Currently, signatory authority is limited to the VFK Chair except when Media Buys are purchased on behalf of Monroe County When Media Buys are purchased on behalf of Monroe County the Monroe County Board of County Commissioners authorizes any one of the following VFK staff to execute the insertion orders/media buy agreements as needed to effectuate the purchase and placement of said advertisement. • VFK CEO • VFK Senior Director of Marketing - erVFK Comptroller to exeE to the iRsertiOR r)rrders/me dia buy agFee Fn8Rts as Ree de d tO effeGt ate the PUrnhase gird plaGomoni of said a dyertiseMeRt Insertion Orders without any terms and conditions/additional contract terms do not require additional contract provisions or the County addendum. An Insertion Order/media buy agreement that contains terms and conditions, will be required to include additional contract terms as deemed necessary by the County Attorney's office and as set forth in the County addendum (attached hereto as Exhibit A) and as may be amended from time to time. A sample Insertion Order is attached hereto as Exhibit B. As VFK develops and implements additional policies, procedures and best practices, the policies regarding agreements and signatory authority as set forth herein may be revised upon consultant and agreement of the TDC, BOCC and Clerk. Any revisions to this operation manual must be presented and approved by the TDC and BOCC. To be added to Section II Monroe County Business Representation in Marketing Materials Purpose Visit Florida Keys markets the destination by showcasing authentic visitor experiences available throughout Monroe County. This requires featuring real hotels, restaurants, attractions, events, and other tourism -related businesses in marketing and promotional materials. Policy Statement Visit Florida Keys is authorized to feature tourism businesses and their offerings in advertising, promotional materials, and content campaigns, provided that: • No Financial Exchange: Visit Florida Keys neither pays businesses for inclusion nor receives payment from businesses for being featured. • Marketing Purpose: Inclusion is solely for the public purpose of driving visitation and overnight stays in Monroe County. Destination Benefit: Featured businesses are presented as representative examples of experiences available throughout the Florida Keys and are not exclusive beneficiaries. Selection Framework Tourism businesses may be featured based on one or more of the following considerations: • Relevance to campaign objectives and target audiences • Geographic representation across the five districts • Seasonal relevance or time -sensitive visitor demand • Event or experience timing • Diversity of tourism products (lodging, dining, activities, attractions, arts, and culture) Operational Guidelines • Selection is made by Visit Florida Keys marketing staff and its contracted marketing agencies based on campaign needs. • No application, sponsorship, or competitive process is required. • Featured businesses receive no compensation and are not guaranteed future inclusion. • Inclusion does not constitute endorsement, sponsorship, or a vendor or procurement relationship.