Agenda 01/25/2011 Item #16F5
1/25/2011 Item 16.F.5.
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EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign Change
Order #3 to Contract 07-4169, Research Data Services, Inc. for additiona.l
research projects totaling $25,000 for enhanced Return on Investment (ROI)
reporting and additional focus group studies and related expenses for the
consumer and group meetings market.
OBJECTIVE: To approve a Change Order for additional ROI research studies
and additional focus group studies and related expenses in the amount of
$25,000.
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CONSIDERATIONS: As part of the Board action on December 14, 2010
(Agenda Item 17C), a portion of the funds transferred from Beach Park FacilItiu
Fund 183 to Tourism Advertising and Marketing Fund 184, $25,000 was
earmarked for additional expenses, including travel, to conduct New York focus
group research, enhanced Return on Investment tracking and reporting studies
and a new on-line research project with meeting planners related to the group
meatings market. This Change Order is part of that transfer and was not
originaJly included in the FY 11 scope of work due to budget constraints.
FISCAL IMPACT: $1 million has been transferred from Fund 183 (Beach Park
'Facilities) to Fund 184 (Advertising and Promotion) and $25,000 of that total is
earmarked for these additional research projects and related expenses.
LEGAL CONSIDERATION: This item has been reviewed by the County
Attorney's Office, requires simple majority vote, and is legally sufficient for Board
action. - CMG
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth
Management Plan as a result of this action.
ADVISORY BOARD RECOMMENDATIO~ The Tourist Development Council
voted 8-1 at the July 26, 2010 meeting to approve the transfer of $1 million from
Beach Park Facilities Fund 183 to Tourism Promotion Fund 184, to include
funding for this project.
RECOMMENDATION: That the Board of County Commissioners approves and
authorizes the Chairman to sign Change Order #3 to Contract 07-4169 with
Research Data Services, Inc. for additional research projects totaling $25,000 for
enhanced Return on Investment (ROI) reporting, and additional focus group
studies and related expenses for the consumer and group meetings market
. SUBMITTED BY: Jack Wert, Tourism Director
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1/25/2011 Item 16.F.5.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.5.
Item Summary: Recommendation to approve and authorize the Chairman to sign Change
Order #3 to Contract 07-4169, Research Data Services, Inc. for additional research projects
totaling $25,000 for enhanced Return on Investment (ROI) reporting and additional focus group
studies and related expenses for the consumer and group meetings market. .
Meeting Date: 1/25/2011
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator, Tourism
1/12/2011 3:35:36 PM
Submitted by
Title: Director - Tourism, Tourism
Name: WertJack
1/12/2011 3:35:36 PM
Approved By
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 1/13/2011 4:00:37 PM
Name: WertJack
Title: Director - Tourism,Tourism
Date: 1/13/20114:11:26 PM
Name: CarnellSteve
Title: Director - Purchasing/General Services,Purchasing
. Date: 1/14/2011 7:54:28 AM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/14/20111:47:10 PM
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1/25/2011 Item 16.F.5.
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/14/20113:37:35 PM
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Name: BrockMary
Title: Executive Secretary to County Manager, CMO
bate: 1/18/201111:20:39 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 1/18/2011 3:07:07 PM
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CONTRACTIWORK ORDER MODIFICATION
CHECKLIST FORM
1/25/2011 Item 16.F.5.
K.L. (.',tJl... If 1I / II
_ROJECT NAME: Tourism Research Services
CONTRACT#: 07-4169 MOD#: 3
PROJECT#:
PROJECT MANAGER: Jack Wert
WORKORDER#~____nrn
PO#: 4500122277
DEPARTMENT: Tourism
CONTRACTOR/FIRM NAME:
Research Data Services. Inc.
Original ContractIWork Order Amount: $ _113,100.00
(Starting Point)
Current BCC Approved Am.ount: $~149,250.00
(Last Total Amount Approved by the BCC)
Curreftt ContractIWork Order Amount: $_149,250.00
(Including All Changes Prior TQ-TbisModification)
Change Amount:. $_25,000.00
Revised ContractJWork Order Amount: $~ 17 4,250.00
(Including This Change Order)
Cumulative Dollar Value of Changes to
this ContractIWork Order: . $_61,150.00
Date of Last BCC Approval 5/25/10
Agend~ Item # 16F5
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Percentage of the change over/under current contract/work order amount 17 %
Formula: (Revised Amount / Last BCC approved amount)-1
.RRENT COMPLETION DATE (S): ORIGINAL: bnQolnQ CURRENT~
This change order will: Ig] . Add a new Task for $ 25.000 0 Increase Task Number. , by
$
Describe the change(s): Additional expenses for travel to New York area Focus Group Research. additional
return on investment (ROn trackinQ and reportinQ studies and a new on-line research proiect with meetinQ
planners. These additional research proiects were included in the BCC approved transfer of Beach Park Facilities. ,
reserve funds to Advertisinq and Promotion on December 14. 2010.
Specify the reasons for the change(s) r.- 1. Planned or Elective e 2. Unforeseen Conditions r 3~ Quantity
Adjustments r 4. Correction of Errors (Plans, Specifications or Scope of Work) C" 5. Value Added
C 6. Schedule Adjustments Note: One or more may be checked, depending on the nature of the change(s}.
Identify all negative impacts to the project if this change order were not processed: The additional research
studies and ROI trackinQ and reportinq were requested bv the BCC as onqoinq documentation of the value and
increased visitation and spendinCl that the increased advertisinq and promotion brin!:ls to the County. It will not
be possible to collect this data for the BCC without this chanqe.
This change was requested by: r/Contractor/Consultant ...1 Owner n Using Department r CDES~
r'Design Professional r1Regulatory Agency (Specify)
CONTRACT SPECIALIST PARTICIPATION U~ NEGOTIATIONS:
This form is to be signed and dated.
r'Other (Specify)
r: Yes P' No
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.PROVED BY~ Q ~cft.c/U~..
. , Pro"ect Manager
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REVIEWED BY~
Date:'
1/7/11:
Date:
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Revised 4.10
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1/~~12911Item 16.F.5.
CHANGE ORDER
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CHANG'SPt{DER.W..
'CONTRACT'NO. 01-4169
Bce Date: 9/25/07
Ag~llda Item: I Q.F6
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to; Research Data S~rvices1 Inc.
3815 Henderson Blvd. Ste. 300
Tampa, fL 33629
DATE:. 12/29/lO'
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PROJECTNAM.E, Tourist Develotmient Ccml1ciJ Research ServiceS
--
Uilder our AGREEMENT dated SePtember 25
.20 07 .
. 'Vou hereby are authorized and ~jrected to make tbe following cllange(s) in accofdanc~~wttll terms arid '
. conditions of the Agreem{lflt: Focus.Group Research and additional return OIl inye..;lmenl (ROIl tracking and
reF{)ning~
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FOR THE (Additive) Sum of:' 'T'-i....entv fi....e thousand doUars ($ 25.0-00
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: Original Agreement Amount
$:
S.
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.$
113.100.00'
: Sum Qf Previous Changes
; This Change Order add
36.150.00
25.000.00
174.250.00
: PreSent. Agreement AinQlInt
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, l"11e time for compJetion shaH be (increase or decrease) by _ O~ talendar d3.)!s due to this Change' Order.
A~Cordingl'y. the Contract Time is.now .L-.J calendar days. TIle ~ubstantial completion date
is and the lio;;.1 completion date is . .. , Your acceptance of this .change Order shall
constitute aUJodification to ollr AgreemeJlt and will be perfoffi1ed subject to all the same terms and conditions as
co.nlained in. our Agreement indicated above, as fully as if the same were J:epeated ill this acceptanoe. . The
actJustlllent~ if any,to the Agreement shall constitute a full and tillal settlement of any and all claims of the
C<?ntractorarising out of or relaled to the cha~ge set forth herei~ including claims for impact and delay cost.<;.
Acccpte.<f; I j.t ..to.JL~,
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DEPARTMENT DIRECTOR
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By.:..
Jack Wert, Director
B*
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By; .
. Lyn
CONTRACT SPECIALIST
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07-4169 Researcb Data $ervlcc-s '
Change Order 3.'
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Date:
AITEST:
Dwight H, gm~k, 'Clerk
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Approved As TQ rorm:
and Legul SufJ'iciCticy:
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, rint Name:
A:;slst'dtU County Attorney
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1/25/2011 Item 16.F.5.
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BOARD OF COl1NTYCOMMISStONRR~ Qr.'
COLLf~R COUNTY FLORIDA
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1/25/2011 Item 16.F.5.
RESEARCH DATA SERVICES, INC~
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3825 Henderson Blvd. # 300
Tampa', Florida 33629-5037'
(813) 254-2975 '
December 20~ 2010,
Mr. Jack Wert~ Executive Director
Naples, Marco Island, Everglades CVB
2800 N. Horseshoe Drive
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Dear Jack:,
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Below is a scope additional research projects now planned for this fiscal year as a result of
the $1 million allocation from Beach Park Facilities to Advertising and Promotion.
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Additional Return on lnvestment studies as directed by BCe:
Additional Consumer focus group projects includin~ related facility a.nd travel expenses
Additional Group.Meeting f9cUS groups using otl-Iinetechnology
Additional quarterly and year-end reporting of convertil'1g inquirlesto ~ct~a( visitor. spending
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The projected' cost for these studies is es~imated at $25,OOO.~
Sincerelyj
Res~arch. Data Services, Jnc..
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