Backup Documents 07/07/2015 Item #11F ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE 1 1 F
COUNTY ATTORNEY PINK ROUTING SLIP
Routed by Procurement Services to the Office Initials Date
Following Addressees) (In routing order)
1. Risk Management Risk
2. County Attorney Office County Attorney Office cit16- Ig is
3. BCC Office Board of County
Commissioners \ANC/ / <6\\'1\\s-
4. Minutes and Records Clerk of Court's Office
8i1ROrS" 3�� n-,
5. Return to Procurement Services Procurement Services
Division Contact: Diana De Leon
PRIMARY CONTACT INFORMATION
Name of Primary Diana De Leon for Brenda Brilhart Phone Number 252-8375
Procurement Staff July 17,2015
Contact and Date
Agenda Date Item was July 7,2015 Agenda Item Number -1-1-1�-
Approved by the BCC 1 '—F
Type of Document Amendment Number of Original 2
Attached Documents Attached
PO number or account N/A Solicitation/Contract 15-6433 Miles Media
number if document is Number/Company Group
to be recorded Name
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? : ; C �
2. Does the document need to be sent to another agency for additional signatures? If yes, N/A
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be
signed by the Chairman,with the exception of most letters,must be reviewed and signed • 6
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's N/A
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the N/A
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's DD
signature and initials are required.
7. In most cases(some contracts are an exception), an electronic copy of the document and
this routing slip should be provided to the County Attorney's Office before the item is
input into SIRE.
8. The document was approved by the BCC on the date above and all changes made DD
during the meeting have been incorporated in the attached document. The County
Attorney's Office has reviewed the changes,if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the „A n
BCC, all changes directed by the BCC have been made, and the document is ready f' the (../11".•
Chairman's signature.
HF
MEMORANDUM
Date: August 19, 2015
To: Diana De Leon, Contracts Technician
Purchasing & General Services Department
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Amendment to Contract #15-6433 "Production of Tourism Guides"
Contractor: Miles Media Group
Attached is an original copy of the contract referenced above, (Item #11F)
approved by the Board of County Commissioners on Tuesday, July 7, 2015.
An original amendment has been held by the Minutes and Records Department as part
of the Board's Official Record.
If you have any questions, please contact me at 252-8411.
Thank you.
Attachment
11F
EXHIBIT A Contract Amendment# 1 to Contract# 15-6433
"Production of the Tourism Guides"
This amendment, dated J u.( ? , 2015 to the referenced agreement shall be by and between the
parties to the original Agreement,Miles Media Group, LLLP (to be referred to as "Vendor") and Collier
County,Florida,a political subdivision of the State of Florida,(to be referred to as"County").
Statement of Understanding
RE:Agreement# 15-6433 -"Production of the Tourism Guides"
In order to continue the services provided for in the original Agreement document referenced above, the
Vendor agrees to amend the Agreement as provided herein and in the attached Exhibit Al-1.
Chance#1,: Page 1, Section 1 is hereby amended as follows:
pool
1. COMMENCMENT. The contract term, if an award(s) is/are made is intended to be for one (1) year
- - - • - -- - - -- , - -
- .
[***1
Change#2: Page 2, Section 4 and Subsection 4.2 is hereby amended as follows:
[***1
4. THE CONTRACT SUM. The County shall pay the Vendor for the performance of this Agreement an
estimated annual amount of Fifty Forty-Six Thousand Five Hundred Dollars($50,000.09-$46,500.00), to
be calculated by subtracting eighty percent (80%) of every One Dollar ($1.00) of collected advertising
revenue from the total cost of producing the Tourism Visitors' Guide, and returned to the County in a
form of a credit, as outlined in Exhibit"A" Cost Allocations. Documentation demonstrating actual costs
of creating and producing the Tourism Visitors' Guide ("Guide") and the Vendor's collected advertising
revenue shall be provided to the County. The production cost may fluctuate with varying costs of paper,
additional editorial pages,advertising sales based on economic situations,etc.The total cost of production
of the Guide includes travel and out of pocket expenses, advertisement sales and management, design,
research, composition, set-up, proofing, cost for printing, binding, packaging and distribution, and
Internet media developing, uploading and coordination with the County's vendor. The Guide shall be
printed at least annually. Vendor's invoice shall be lump sum with the Project Scope attached.
[***]
Page 1 of 3
Language deleted has been atffielt-through. New language has been underlined.
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11F
4.2 Prices shall remain firm for the initial term of this contract. ' =. . -•.. . .- . .• . . . -:
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Note: Language deleted has been entielt-tkpeugh. New language has been underlined.
All other terms and conditions of the agreement shall remain in force.
IN WITNESS WHEREOF,the parties have each, respectively, by an authorized person or agent, have
executed this Amendment on the date(s) indicated below.
Accepted Ju..(c Z ,2015
, ; COUNTY:
. Dwig Pock,Clerk BOARD OF COUNTY COMMISSIONERS
OF COLLIER-COUNTY,FLORIDA
ultio, ,Q /�
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A1Ida'k B / v `l�t�.�
QST�5 tQ y:
Tim Nance,Chairman
VENDOR:
Miles Media . - LLP 411111.'Vendor's Fir t Witness: ���j
Q By: �
By: C�t-'1 1 �" ignature �il
Signature // V1"d '("c,c
1 5 IT 1 ( Print Name and Title
Print Name
Vendor's Second Witness: �pAA
By: --6eAr
S,g ,tur-�
,.. ' aLJ
Print Na e
Approved .s to Form and Legality:
4( _1.L �1�,. . / item# II
Assistant County A,orney
Agenda
Date �)�l I s
Date s ta'1
Rev'd /
CQC-
Deputy Clerk
Page 2 of 3
Language deleted has been truo h. New language has been underlined.
0
11F
EXHIBIT Al-1 to Contract# 15-6433
"Production of the Tourism Guides"
EXHIBIT"A"COST ALLOCATIONS
L The total anticipated cost of advertising and sales service, production, and printing of one
hundred twenty-five thousand(125,000)copies is:
"Turn-key" service including travel and out of pocket expenses, $93,000
advertisement sales and management, design, research, composition, set-
up, and proofing for a Visitor Guide that will contain approximately fifty
six(56)plus four(4)full color pages.
Internet media development and installation on CVB website. $1,500
Anticipated cost for printing,binding,packaging and distribution. $52,000
Note: Collier County staff will validate printing costs with at least three
local printers prior to final production of this guide. Should the County
find that the quotes are lower, qualified and responsive, staff will issue a
purchase order to the lowest,qualified and most responsive printer.
TOTAL Anticipated Cost(Unit Cost:$1.172 per media guide) $146,500
2. The County will receive eighty(80%)percent of all advertising revenue collected(i.e. for every
one($1.00)dollar collected, the County will receive eighty cents($0.80), in a form of a credit to
the County.
3. The anticipated net expense to the County:
Anticipated credit income from sale of advertising for the Media Guide $100,000
returned to the County($125,000 x.80)
Cost of Media Guide (146,500)
Total Anticipated Net expense(income-production Bost) $46,500
4. Collier County Divisions such as the Collier County Museums and Collier County Parks and
Recreation that provide visitor related services may purchase ads in the annual Visitor Guide at
no cost.
Page 3 of 3
Language deleted has been s ruelk-threugh. New language has been underlined.
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