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Procurement
Sole Source and Special Procurement Request
Rev. 5/11/2021
(ONCE FORM IS COMPLETED AND SIGNED BY DIRECTOR, PLEASE SEND TO YOUR PROCUREMENT LIASON)
REQUESTOR INFORMATION:
Requestor: Kristen Hasbell
Date: 5/14 /2024
Department: 19
Phone Number: 623-930-2954
Email Address: khasbell@visitglendale.com
Return To:Lori German, Deputy Director
lgerman@glendaleaz.com
PROPOSED VENDOR INFORMATION:
Proposed Vendor: CVENT, Inc
Proposed Vendor Contact: Elizabeth Almand
Proposed Vendor Address: 176 Greensboro
City, State and Zip Code: Tyson's Corner, VA 22102, USA
Vendor Phone: 571-830-2429
Vendor Fax:
Procurement method requested:
Sole Source
Special Procurement
PURCHASE INFORMATION:
Total Cost of this Order: 65,000.00
One time purchase: Yes
No
Federal Money: Yes
No
If yes, explain funding source:
Org #: 10005336 / Object #: 521110 /
Description of the product or service requested: Cvent is the largest convention group booking lead source in the
world with over 300,000 active users that include meeting and event planners. By subscribing to this service, the
City of Glendale will be featured in Cvent’s Supplier Network of destinations which will help capture convention
bookings for Glendale hotels and venues. Meeting Planners that are Cvent members utilize this service when
booking meetings destinations. As a featured destination, the City of Glendale and the Glendale Convention &
Visitors Bureau will attract conventions and events which in return will help generate bed tax revenue for the city.
In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of available
sources and determine that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
REQUESTOR CERTIFICATION:
Requestor Kristen Hasbell
Division Economic Dev / CVB
Date 5/14/2024
DEPARTMENT DIRECTOR APPROVAL:
Director Jessi Pederson
Division Economic Dev / CVB
Date
IT DIRECTOR APPROVAL:
Director .
Division
Date
MATERIALS MANAGER APPROVAL:
In accordance with Finance Administrative Policy No. 1, I have conducted a good faith review of this
request and agree that there is only one known and/or one practical source for the required items in
accordance with the Guidelines for Justification attached.
Procurement
Sole Source and Special Procurement Request
Rev. 5/11/2021
Levi D. Gibson, CPA, M.Acc.
Materials Manager
Date
Procurement requires reevaluation and resubmission of a Sole Source Request for this procurement:
Single Use Only:
Annually:
End of first term of Contract:
End of Contract, including any extensions:
JUSTIFICATION:
Use the Guidelines for Justification of the selected reason(s) above, and provide a full explanation of your
reason that the product/service is a sole source or special procurement: Cvent is the single primary source
and generator for meetings and event leads for RFP’s pertaining to the Corporate, SMERF and Association
markets. Cvent has purchased the majority of other companies that provide this type of service and
therefore, there is limited competition. Cvent is the global meeting, event, travel, and hospitality leader for
the convention and meetings industry. The use of Cvent allows the Glendale Convention & Visitors Bureau
to engage with meeting planners to book conventions and meetings in Glendale.
In addition to RFP lead sourcing, the City of Glendale will be showcased as a premier destination in Arizona
allowing increased exposure to our destination. Other cities in the Phoenix-metro area are members, as
well, and without participation we would lose the opportunity to compete for conventions and meetings
leads. Partnership with Cvent will enable Glendale to receive qualified business leads that bring
converntions to Glendale
MANDATORY RESEARCH DOCUMENTATION REQUIREMENT:
Check the reason(s) below to identify why you have determined the purchase is a Sole Source or Special
Procurement and attach supporting documentation. Use only column. A purchase cannot be BOTH a sole source and
a special procurement
SOLE SOURCE
SPECIAL PROCUREMENT
Compatibility. Indicate system, make, model and
function
Presents such limited competition that a competitive bid
or proposal process cannot reasonably be used
Unique repair/replacement item. Identify item to
be used with previous PO number item purchased,
and warranty period
Discourages the use of a competitive bid or proposal as
it will result in a substantially higher cost to the city, or
will otherwise impair the city’s financial interests
Supplementary or necessary part required from
same manufacturer. Identify in-house equipment
and use with existing system
Substantially impede the city’s administrative functions
or the delivery of services to the public
Unique Item
Does not qualify as a sole source or emergency
Unique Service
Has only one provider with the experience and
capability to successfully perform the contract
Proprietary Specifications (Copyright, patented,
etc.)
Presents a significant time constraint as the need was not
known in sufficient time to allow for competitive
procurement and time is of the essence
Other reasons, if not above. Explain in detail
Other reasons, if not above. Explain in detail
08-12-2024
Procurement
Sole Source and Special Procurement Request
Rev. 5/11/2021
Provide a detailed explanation of efforts made to determine the availability of the product or service from
any other vendor, including other distributors: No other vendor provides the same quality of lead generation
services with exposure to industry convention meeting planners. Cvent is a critical resource for the Glendale
Convention & Visitors Bureau as it is the primary source of conference and event leads for our hotels and
venues. A majority of meeting planners use Cvent's platform to source their events, making this service
critical for the CVB's lead sourcing.
Cvent has over 300,000 users (meeting and events planners) that utilize and source their service. They have
a growing global customer base that includes more than 50 percent of the Fortune 500 and 80 percent of
the Fortune 100.
More and more meeting planners are using Cvent's service to source their meetings and conventions. It is
a powerful resource for the CVB and generates bookings for our Glendale hotels and venues.
PREPARER NOTE: If this is a vehicle or technology purchase, concurrence of the Equipment Management
Superintendent or the IT Director will be required.
Approval of a vendor as a sole source or a special procurement only determines the procurement method.
Council approval and a signed contract may also be required.