60-41800-26-CP275_sole-source-determination RMI.pdf.PDF

2025 Sole Source Form

STATE OF NEW MEXICO

SOLE SOURCE REQUEST AND DETERMINATION FORM

A sole source determination is not effective until the sole source request for determination has been posted for thirty (30) calendar days without Protest, and subsequently approved in writing by the State Purchasing Agent of the General Services Department. The foregoing requirement is regardless of whether the sole source request for determination has been signed by the Agency.

I. Name of Agency: Tourism Department Agency Chief Procurement Officer: Rayline Sebay Telephone Number: (505) 670-4992 Agency Contact for this request: Rayline Sebay Email Address: Rayline.Sebay@td.nm.gov

II. Name of prospective Contractor:

SHARE Vendor Number (must be active): 0000183893 Address of prospective Contractor:

PO Box 792 Cheyenne WY 82003-000

Contact Name, Telephone Number and Email Address:

Amount of prospective contract before tax: $320,000.00 Estimated tax amount (tax is subject to change): $26,200.00

III. Term of prospective contract: 4 years

Note: Please refer to §13-1-150 for contract term limits.

If this is an amendment request to an existing contract, include current sole source posting number issued by SPD: n/a

IV. Agency is required to provide the detailed scope of work (or amendment) for this sole source. Scope of work must match the scope included in the services determination and Horizons declination.

Scope of Work:

a. Deliver the RMI TRIP Report™ to the New Mexico Tourism Department by May 31, 2027. This deliverable shall specifically include:

i. State-level product audit and booking report in two (2) markets to include the United

Kingdom (England, Scotland, Wales, and Northern Ireland) and German-speaking (Germany, Austria and Switzerland)

ii. Destination-level report for three (3) local destination marketing organizations to include Albuquerque, Santa Fe and Las Cruces

iii. Availability for 1-hour consultation for each local destination marketing organization identified to receive the local TRIP report. Contractor should be available to facilitate consultation until June 30, 2027.

Docusign Envelope ID: 64137EC0-C230-877F-820E-6E05B68DE680

iv. NMTD shall review and request edits and revisions to the statewide TRIP report or any destination-specific TRIP report where appropriate up and until June 30, 2027.

b. Renew licensing and access to custom CRM database specifically tailored to meet the travel trade documentation, analysis and outreach needs of the New Mexico Tourism Department. This deliverable shall specifically include:

i. Combination of four essential tourism data systems into one streamlined solution:

international and domestic contact management; historical record keeping; event and familiarization tour coordination; and RMI TRIP Report™ ROI tracking.

ii. Online access to a custom database platform, with login credentials updated annually upon renewal of database lease agreement.

iii. Accessibility and searchability for ease of finding a specific company or contact with information provided instantly, including product and booking data reported by the travel trade.

iv. Unlimited authorized users at no extra cost.

v. Unlimited technical and training support hours, as deemed appropriate between both

Agency and Contractor, with a dedicated CRM client representative at no extra cost.

vi. Compliance safeguards and training to meet the law requirements of the European

Union’s General Data Protection Regulation (GDPR).

vii. Integration of all sales touchpoints: events, trade shows, sales missions, marketing, ROI and more to provide a unified view of customer and partner engagement.

viii. Customizable reports that empower the tourism department to make data-driven decisions.

ix. Real-time updates that ensure the latest company details, project updates, sales leads, estimated spend, and product information.

x. Development of user-interface that reflects the New Mexico True brand.

xi. Support Agency with up to 10 data imports of international and domestic partner contact details and notes up to or until June 30, 2027.

c. Fulfillment of inbound travel tradeshow in service of the Four Corners region (New Mexico, Arizona, Utah, Colorado). This deliverable shall specifically include:

i. Inclusion of New Mexico representation in event planning process, alongside representation from Arizona, Utah and Colorado

ii. Hosting target of 50 travel buyers and receptive tour operators that align with the New Mexico Tourism Department’s travel trade market strategy

iii. Hosting target of 100 suppliers at affordable rate to allow for more participation from New Mexico-based suppliers

iv. Managing all logistical elements, to include planning, promotion, subcontractor vetting, site selection, buyer and supplier training and more

v. Covers travel costs for targeted buyers and receptive tour operators, venue space, on-site technology needs and promotional material

V. Provide a detailed explanation of the criteria developed and specified by the agency as necessary to perform and/or fulfill the contract and upon which the state agency reviewed available sources. (Do not use “technical jargon;” use plain English. Do not tailor the criteria simply to exclude other contractors if it is not rationally related to the purpose of the contract.)

When the Tourism Department restored its Travel Trade Program in early 2024, the agency determined upfront it would need to invest in specialized research and reporting that can analyze the complexities of the travel trade ecosystem. In 2025, the Tourism

Department also identified the need to build a customer relationship management (CRM) platform that can link the in-state tourism supplier contacts and the international tour operator contacts agency representatives establish with the annual reporting that the agency invested in. The Tourism Department determined that establishing a direct connection between the research and bookable product audits with a database of tour operators and suppliers best ensured that the department would be able to draw actual correlations between program activities and results.

VI. Provide a detailed, sufficient explanation of the reasons, qualifications, proprietary rights or unique capabilities of the prospective contractor that makes their company the only source capable of providing the required professional service, general service, construction or item(s) of tangible personal property. (Please do not state the source is the “best” source or the “least costly” source. Those factors do not justify a “sole source.”)

What has made the Tourism Department’s travel trade program revitalization successful thus far has been the ability to align the research and product audits the agency has invested in with tradeshows that best fit our capacity and needs for New Mexico. With the advent of the Four Corners Global Marketplace produced by RMI, the Tourism Department will have the opportunity to participate in a travel tradeshow that features travel buyers most relevant to New Mexico and the Southwest while offering more affordable access to local communities and businesses who also want to participate. This event will plug directly into the research and product audits we have conducted to ensure that every appointment is important. A travel tradeshow focused exclusively on the Four Corners does not exist, and the capability to link an event like this directly into our research also does not exist. This is how we determined that RMI is the only capable vendor for this initiative.

VII. Provide a detailed, sufficient explanation of how the professional service, general service, construction or item(s) of tangible personal property is/are unique and how this uniqueness is substantially related to the intended purpose of the contract.

Travel trade is a highly specialized function of the tourism ecosystem. After the Tourism Department determined it would restore its statewide Travel Trade Program, it also determined it would need a research vendor that specializes in surveying international tour operators and auditing their bookable product to determine how much includes New Mexico and how much of that bookable product is being sold. Discovering the results of this highly specialized type of research informs the Tourism Department as to how much its tactics and strategies are inspiring international tour operators to package and sell more travel experiences that feature New Mexico. Additionally, connecting this highly specialized research to a CRM enables the department to audit inventory and bookings at a much more granular level, such as lodging accommodations per destination and all featured New Mexico tourism products per bookable itinerary. Finally, incorporating an inbound travel tradeshow that exclusively serves the four corners region creates a marketplace best fit for New Mexico, our local tourism businesses, and our peers states that most frequently work with us to promote the Southwestern US to international travelers.

VIII. Provide a narrative description of the agency’s due diligence in determining the basis for the procurement, including procedures used by the agency to conduct a review of available sources such as researching trade publications, industry newsletters and the internet;

contacting similar service providers; and reviewing the State Purchasing Divisions’ Statewide Price Agreements.

The strategies, activities and evaluations associated with travel trade is highly specialized. Customer Relationship Management (CRM) tools such as Salesforce exists, but does not provide the functionality to link staff user accounts, tour operators and in-state tourism businesses with the analog product audits conducted with tour operators outside of the CRM environment. The Tourism Department’s website provider Granicus (formerly SimpleView) offers a CRM function, but does not connect to travel trade research commissioned by the department. There are travel trade companies and organizations such as Go West Summit, the National Tour Association, the International Inbound Travel Association, and the U.S. Travel Association that host tradeshows that mostly appeal to the industry nationwide. Go West Summit is the only travel tradeshow that focuses on suppliers in Western region, but does not offer product audits, booking estimates or a CRM. None of the other aforementioned companies and organizations offer a combination of a CRM, product audits and research specific to travel trade, and a travel tradeshow that integrate the activities and outcomes into a single space. Because of this, RMI is the only identified vendor that can provide a CRM, custom reporting specific to travel trade, and a travel tradeshow that caters to the tourism business needs of the New Mexico Tourism Department.

Certified by:

______________________________________ Date: ____________________ Agency Chief Procurement Officer

Agency Approval by:

____________________________________________ Date: ____________________ Cabinet Secretary/Agency or Entity Head or Designee

Certifying legal sufficiency

______________________________________ Date: ____________________ Phoebe J. Roderick, Legal Counsel on Behalf of NMTD

6/24/2026

6/25/2026

6/25/2026

APPROVED:

____________________________________________ Date: ____________________ State Purchasing Agent

If this sole source is being submitted by a governmental agency or governmental entity not under the final authority of the State Purchasing Agent, the State Purchasing Agent’s signature is not required. The signature line may be removed from this form or marked as N/A. Hard Copy Documentation for Courtesy Postings do not need to be submitted to SPD for approval.

I. Name of Agency: Tourism Department