Title
Resolution Determining iDSS Global, LLC, to be the Only Source Practicably Available from which to Procure Destination Management Software and Related Services for Use by City's Convention & Visitor Bureau
Purpose
PURPOSE/BACKGROUND:
The Hampton Convention & Visitor Bureau (“HCVB”) has utilized iDSS Cyclone software since 2011 that stores and permits the analysis of over 90,000 consumer contacts in the database, a history of interactions with those individuals, email communications and proposals by HCVB for their business, their specific needs and interests, booking history, and event plans for the future. The system enables HCVB to create distribution lists to target specific clients, manage and facilitate communication with hotel partners and other stakeholders, manage the HCVB events calendar, and track all expenses related to an event. It would be costly and impracticable at this time to change software providers for those purposes.
Discussion:
On June 1, 2011, HCVB entered into a contract with Internet Destination Sales System, Inc., now known as iDSS Global, LLC (“iDSS”), a wholly owned subsidiary of Tempest, Inc., for the purchase of certain destination industry related software and services. iDSS is the creator of the software program known as iDSS Cyclone (“Cyclone”). Cyclone is a web-based sales account management system created by a convention & visitor bureau ("CVB" ), specifically for CVBs, as a result of the shortcomings of other destination industry sales account platforms. This proprietary software system provides HCVB with a comprehensive platform for request for proposals lead distribution, marketing automation, member management, sales enablement, event registration, and industry analytics. HCVB has utilized this software since 2011 and, as such, has uploaded a significant amount of sales account data. Currently, HCVB has over 90,000 consumer contacts in the database, including contact information, a history of interactions with those individuals, email communications and proposals by HCVB for their business, their specific needs and interests, booking history, and event plans for the future. The system enables HCVB to create distribution lists to target specific clients, manage and facilitate communication with hotel partners and other stakeholders, manage the HCVB events calendar, and track all expenses related to an event. Additionally, HCVB can easily generate reports of the type of business (market segments) booked in Hampton, the geographic origin of the planners that utilize the Hampton Roads Convention Center ("HRCC"), and other pertinent information used for marketing and planning purposes.
At the time of the original contract with iDSS, which was solicited by a competitive RFP, other vendors’ products and services were investigated and it was determined that Cyclone and the accompanying services offered by iDSS were the best fit for HCVB. Currently, no other platform has the ability to address all of HCVB’s needs. Other similar systems do not allow the ability to create various reports at any given time and there are no other platforms that provide user training and support at the level iDSS affords its customers. Additionally, unlike some other platforms, Cyclone is web-based so that HCVB sales managers can access the system at any time or location, which is crucial when they are traveling and managing accounts remotely. Transitioning to another vendor for a similar system would be costly and extremely time consuming. The original agreement with iDSS provided for a one-time fee of $5,150.00, which included initial activation/implementation of the software, data migration, web-site integration, and on-site training for HCVB employees. Another vendor would charge similar activation and implementation fees. Furthermore, transitioning to a new system would require the extensive time and expense of re-training not only HCVB employees, but of all of HCVB’s hotel stakeholders who have been trained in iDSS’s platform in order to facilitate immediate response to requests to accommodate business. With thousands of accounts loaded into the system and various types of historical data stored and categorized to meet the needs of HCVB, attempting to transfer or convert such data to another system would likely result in the loss of critical information and functionality. Such a transition would necessarily impact productivity and would be detrimental to HCVB, HRCC, and Hampton hotel partners and stakeholders.
The contract provides for an annual license subscription for unlimited users at a cost of $10,020.00 per year, with an initial three (3) year term and the option for two (2) additional one (1) year renewals. Any increase in rates are required to be proposed by iDSS to HCVB not less than 90 days in advance of any renewal term. HCVB anticipates that any such increases proposed by iDSS will be fair and reasonable, considering the increases that have been negotiated and implemented since the original contract.
Impact:
$10,020.00 for the first year; reasonable annual increases thereafter.
Recommendation:
Rec
Approve Resolution
Body
WHEREAS, the primary purpose of Hampton Convention & Visitor Bureau is promotion of Hampton as a travel destination to convention and meeting groups, group tour travelers and individual visitors;
WHEREAS, since 2011, HCVB has made a significant investment in iDSS Cyclone, a proprietary sales account management software program owned by iDSS Global, LLC ("iDSS"), a wholly owned subsidiary of Tempest, Inc., and created by a convention & visitor bureau for convention & visitor bureaus;
WHEREAS, Cyclone provides HCVB with a comprehensive platform for request for proposals lead distribution, marketing automation, member management, sales enablement, event registration, as well as industry analytics;
WHEREAS, HCVB has uploaded a significant amount of sales account data to the system, including, but not limited to, over 90,000 consumer contacts, which it uses to create distribution lists, facilitate communication with clients and partners, manage event calendars, track expenses, and generate a variety of reports for marketing and planning purposes;
WHEREAS, HCVB has investigated other vendors with similar products and has determined that Cyclone and the accompanying services offered by iDSS are the best fit for HCVB and that no other platform has the ability to address all of HCVB’s needs; and
WHEREAS, transferring or converting such voluminous amounts of data to another system would be impractical and costly, and would likely result in a loss of critical information and functionality and require re-training of HCVB employees and all of their Hampton hotel partners who utilize the platform for communication.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Hampton, Virginia:
1. That the contract between HCVB and iDSS Global, LLC, a wholly owned subsidiary of Tempest, Inc., may be negotiated and renewed as the “sole source” without competitive bidding or competitive negotiation as set forth in Code of Virginia §2.2-4303(E);
2. That the City Manager or her authorized designee is hereby authorized to negotiate and execute a contract for the purchase of iDSS Cyclone and accompanying services with iDSS Global, LLC, a wholly owned subsidiary of Tempest, Inc.; and
3. That the notice awarding the contract to iDSS Global, LLC, a wholly owned subsidiary of Tempest, Inc., shall be posted in a public place as required by Virginia Code Section 2.2-4303(E)