HomeMy WebLinkAboutAgenda 01-16-24; 8-m - Amendment to the Clean, Inc. Contract for the Visitors Bureau 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 16, 2024
Action Agenda
Item No. 8-m
SUBJECT: Amendment to the Clean, Inc. Contract for the Visitors Bureau
DEPARTMENT: Economic Development/
Visitors Bureau
ATTACHMENT(S): INFORMATION CONTACT:
Contract Amendment to the 2023-2024 Laurie Paolicelli, 919-245-4322
Agreement between Chapel
Hill/Orange County Visitors Bureau
and Clean, Inc.
PURPOSE: To approve a contract amendment to the July 1, 2023 through June 30, 2024
agreement between Orange County and Clean, Inc. to increase the marketing contract for the
Visitors Bureau.
BACKGROUND: At the request of the hotel industry, the Visitors Bureau is placing more
emphasis on cultivating groups and meetings to Orange County during the mid-week. The Bureau
will partner with CVENT, Inc, a leading cloud-based platform for meetings and group business, to
prioritize group leads. CVENT provides users with the tools to efficiently manage, prioritize and
track high volumes of group business leads through a central interface. Post-COVID, the group
meetings industry has not returned to pre-2020 levels. Through increased advertising, Orange
County hotels will attract more prospects.
FINANCIAL IMPACT: The contract would increase the current contract from $575,312 to
$588,097.50 to include increased advertising through CVENT.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this item:
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs and funding necessary
for residents to provide shelter, food, clothing, and medical care for themselves and their
dependents.
Tourism is a clean and green industry that fuels the economy leading economic self-sufficiency
of Orange County residents.
ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal
impact associated with this item.
RECOMMENDATION(S): The Manager recommends that the Board approve the proposed
contract amendment and authorize the Manager to sign the amendment and any future
amendments within the approved budgeted amount.
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NORTH CAROLINA
CONTRACT AMENDMENT
ORANGE COUNTY
THIS CONTRACT AMENDMENT ("Amendment") is made and entered into this fourth day of December 2023 by and
between ORANGE COUNTY (hereinafter referred to as "County") and Clean, INC (hereinafter referred to as
"Provider").
WITNESSETH:
THAT WHEREAS, the County and Provider entered into a contract dated July 1, 2023, (hereinafter the "Original
Agreement"), for the provision of services for marketing and communications management; and
WHEREAS, the County and Provider desire to amend the Original Agreement while keeping in effect all terms and
conditions of the Original Agreement not inconsistent with the terms and conditions set forth below.
NOW THEREFORE, for and in consideration of the mutual covenants and agreements made herein, the parties agree to
amend the Original Agreement as follows:
1. In order to ensure the completion of the Services identified in the term of the Original Agreement is amended
to reflect an end date by which all Services shall be completed of 06/30/2024.
2. Exhibit 1 to the Original Agreement is amended by adding the following tasks and services to the Services to
be provided by the Consultant: CVENT contract to be paid by Clean will be upgraded to include additional
advertising clicks at a prorated amount to cover 12/1/2023-06/30/2024. See attached Exhibit 2.
3. Article 5, Section a is amended to reflect a maximum payable not-to-exceed amount of five hundred eighty
eight thousand ninety seven and 50/100 dollars ($588,097.50).
4. Except for the changes made herein, the Original Agreement shall remain in full force and effect to the extent
it is not inconsistent with this Amendment. In the event there is a conflict between the terms of the Original
Agreement and the terms of this Amendment,this Amendment shall control.
IN TESTIMONY WHEREOF, this Amendment has been executed by the parties hereto, as of the date first above
written.
ORANGE COUNTY PROVIDER
Bonnie Hammersley Lee Davis, CEO
County Manager Clean, Inc.
Revised 04/23
Exhibit 2 3
cve nt
Additional Purchase within Existing Agreement
Customer: Chapel Hill/Orange County Visitors Cvent, Inc.
Billing Address: 1765 Greensboro Station Place,7th Floor
806 McCulloch St.Suite 102 Tysons Corner,VA 22102
Raleigh, NC 27603 Billing Dept. Phone:703.226.3522
Billing Dept. Email: Receivables@cvent.com
Software, Enhanced RFP Services, Paid Advertising, • Usage Totals
YEAR 1: 12/1/2023 - 6/30/2024
Total Price Before Discount USD 11,837.51
Discount USD -947.99
TOTAL FEES PAYABLE in USD* USD 12,785.50
Listing Advertise me nt(s), Software, Services and CONNECT Service Term
CSN Advertising-2 Diamond - 1 12/1/2023- USD-9,084.07
6/30/2024
CSN Advertising-3 Diamond 1 12/1/2023- USD 18,629.57
6/30/2024
Retargeting Ads Service Term Net Total Price
CSN Advertising-Google Display ADs-Geo-Targeting-
Landing Page On Cvent
300 12/1/2023-6/30/2024 USD 3,240.00
Adding an additional 300 clicks to the existing 500 clicks=800
clicks total.
Contract Term
The term is 12/1/2023 to 6/30/2025.Except as herein provided,the terms of the original Agreement remain the same and there is
no impact on fees or services agreed upon to date.
Billing Contact Details: Billing Address: Address:
Name:Jessica Herrschaft Street:806 McCulloch St.Suite 102 Street: 501 West Franklin Street
Title: Senior Media Analyst City: Raleigh City:Chapel Hill
Email:jherrschaft@cleaninc.com State: NC State: NC
Phone:+19199682060 Zip Code:27603 Zip Code:27516
Country: US Country: US
Update Billing Contact Details( Only if the Billing Contact details are incorrect
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Cvent Signatory Customer Signatory
Signatory represents that s1he is the authorized o bind the Supplie
entity . ...
Name: Name:
Title: Regional Account Director, Hospitality Cloud Title:
Email: cwhitman@cvent.com Email:jherrschaft@cleaninc.com
Phone:+1 (571)378-6188 Phone:+19199682060
Signature: Signature:
Date Signed: Date Signed:
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