Agenda 02/09/2010 Item #16F7
Agenda Item No. 16F7
February 9, 2010
Page 1 of9
EXECUTIVE SUMMARY
Recommendation for the Board of County Commissioners to approve and
authorize the Chairman to sign Change Order #3 for Miles Media Group
Contract 06-4037 in the amount of $23,874 for the 2010 Visitor Guide.
OBJECTIVE: To approve a Change Order for production of the 2010 Visitor
Guide for the Tourism Department and the Naples, Marco Island, Everglades
Convention and Visitors Bureau (CVB).
CONSIDERATIONS: The Tourism Department produces an annual Visitor
Guide for the destination. This guide is used as a fulfillment item for information
inquiries and is distributed at trade shows worldwide. Miles Media is currently
under contract with Collier County to provide these services. The contract was
awarded in 2006 and contemplated updating and printing subsequent guides
through 2010 with pricing to be negotiated annually.
The 2010 Visitor Guide includes updated and rewritten content for the printed
guide and an interactive user interface that will allow readers to page through the
digital version of the guide on our website to search for subjects of interest, and
click on advertisements in the book that will link the reader directly to the
advertiser's website. Advertisers will also have the option to have their ad
appear on our website next to their listing. The CVB will also have access to new
activity reports that will detail the number of times the eBook is viewed, how
many pages were viewed, and how many visitors clicked on ads to link through
to the advertisers' websites.
The total cost for the print and digital version of the 2010 guide is $23,874. This
includes the new content and functionality indicated above (at a cost of $8,960)
and the actual costs of publishing the 2010 guide ($14,914), the latter of which
remained the same from the 2009 guide.
FISCAL IMPACT: The total cost for the printed and digital Visitor Guide of
$23,874 is included in the approved FY 10 Tourism budget.
LEGAL CONSIDERATION: This item has been reviewed by the County
Attorney's Office and is legally sufficient for Board action. - CMG
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth
Management Plan.
RECOMMENDATION: That the Board of County Commissioners approves and
authorizes the Chairman to sign Change Order #3 to Contract 06-4037 with Miles
Media Group for production of the 2010 Visitor Guide at $23,874 which includes
the cost of the new content and functionality.
SUBMITTED BY: Jack Wert, Tourism Director
Item Number:
Item Summary:
Meeting Date:
Agenda Item No. 16F7
February 9,2010
Page 2 of 9
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
16F7
Recommendation for the Board of County Commissioners to approve and authorize the
Chairman to sign Change Order #3 for Miles Media Group Contract 06-4037 in the amount of
$23,874 for the 2010 Visitor Guide.
2/9/20109:00:00 AM
Date
Prepared By
Jack Wert
Tourism
Director - Tourism
Tourism
1/28120104:16:16 PM
Date
Approved By
Lyn Wood
Administrative Services
Division
Contracts Specialist
Purchasing & General Services
1/29/201010:14 AM
Approved By
Date
Jack Wert
Tourism
Director ~ Tourism
Tourism
1129/2010 11 :30 AM
Date
Approved By
Colleen Greene
County Attorney
Assistant County Attorney
County Attorney
1/29/201011:35 AM
Date
Approved By
Jeff Klatzkow
County Attorney
1/2912010 3: 1 0 PM
Date
Approved By
OMS Coordinator
County Manager's Office
Office of Management & Budget
2/1120101:36 PM
Date
Approved By
Steve Carnell
Administrative Services
Division
Director - Purchasing/General Services
Purchasing & General Services
2121201010:07 AM
Date
Approved By
Mark Isackson
Office of Management &
Budget
Management/Budget Analyst, Senior
Office of Management & Budget
212/2010 2:05 PM
CONTRACTIWORK ORDER MODIFICATION
CHECKLIST FORM
Agenda Item No. 16F7
February 9, 2010
/) ^ . P~~e 3 of 9
pCJ.t:i.I/-7?IO
JtV
PROJECT NAME: Production of Visitors Guide for Collier Countv
PROJECT MANAGER: Jsck Wert
PROJECT II: nla
BIDlRFPII: 06-1037 MOD.: L-POII: 45DDt12t89 WORKORDERtI: ~/A-
DEPARTMENT: Tourism CONTRACTOR/FIRM NAME: Mil.. Medls GroUl>
Original Connct Amount: 7 964.00
(Slarting Poinl)
Current BCC Approved Amount: 52 062.00
(Last T olal Amounl Approved by the BCe)
CUrT8nt Contract Amount:
$ 52.062.00
(Including All Chang.. Prior To This MOdification)
$_ 23,874.00
$(ji;cl~J~ ~~ C~~nge Order)
Change Amount:
Revised ControctJWork Order Amount
CumulatiVII Dollar Value of Changes to
!hie ContrsctIWork Order. $_ 67, 97'1. 00
Date of Last BCC Approval
12/16108
Agenda Item #
16F,
Perc.ntageofthechangeoverlundercu.....ntcontractamount_ ': 1.5.8 %
Formula: (Revised AmOlln! I Last BCC approved amount)-1
CURRENT COMPLETiON OATE(S): ORIGINAL:
CURRENT:
Ooaaina
Describe the change(s): Production of tlte 2010 Visitor Guide with the addition of the n_ content Dian
Specify the reasons for the change(s)'" 1. Planned or Elective r 2. Unforeseen Conditions r 3. Quantity
AdJustmente r 4. Correction of Errors (Plans, Specffications or Scope of Work) r 5. Value Added
r 8. Schedule Adjustments Note: One or more may be checked, depending on the nature of tlte change(s).
Identify aU negative Im~ts to tlteproject If this change order we.. not processed: t"s e.llld lIet IIl'l1dll08 Ilia
n_ alOnt...l..I_lIr1ed fef1!!e 2010 Visitor GUide/~dd /UI r /JL '--'fJ~( 6.6.:./' tlk:,tL. .
~f ~rK6 k<rr....
This change wes requested by: PlcontractorlConsultant II Owner rr Using Department C CDES
Coeslgn Professional rlRegulatory Agency (Specify) r Other (Specify)
CONTRACT SPECIALIST PARTICiPATION IN NEGOTIATIONS: ryes '" No
This form Is to bs signed and dated.
APPROVED BY:
---J ..,.lWf4,7.-
Project Manager
Date:
12/22109
REVIEWED BY:
~t 'h )J} !j)~j
CoAtf'a ~pecial[sl ~
Date:
//;17/10
I (
Revised 6 1 g 09
.nAgenda Item No. 16F7
February 9, 2010
Page 4 of 9
CHANGE ORDER
CHANGE ORDER NO.
CONTRACT NO_ 06-4037
BCC Date: 8/14/07
Agenda Item: 16FI
TO: Miles Media Groull LLC
675] Professional PkwY. W.
Sarasota. FL 34240
DAlE: 12/18/09
PROJECT NAME:
Annual Visitor Guide
PROJECT NO.:
Under our AGREEMENT dated
December 13
.~.
You hereby are authorized and directed to make the following change(s) in accordance with terms and
conditions of the Agreement: Production of the 2010 Visitor Guide to include the addition of the new content
plan.
FOR THE (Additive) Sum of: ~tJ;..three thousand eight htmdred ($.23,!P.4JO
seventy-four dollars
Original Agreement Amount $ 7 964.00
Sum of Previous Changes
$
44098.00
This Change Order add or deduct
C___:'2~1,874 00
$_ 75,936.00
Present Agreement Amount
The time for completion shall be (increase or decrease) by _nla_ calendar days due to this Change
Order, Accordingly, the Contract Time is now _nla_ L-J calendar days. The substantial
completion date is _n/a_ and the final completion date is _nla_. Your acceptance of
this Change Order shall constitute a modification to our Agreement and will be petformed subject to all the
same terms and conditions as contained in our Agreement indicated above, as fully as if the same were repeated
in Ihis acceptance, The adjustment, if any, to the Agreement shall constitute a full and final settlement of any
and a1] claims of the Contractor arising out of or related to the change set forth herein, including claims for
impact and delay costs,
Accepted: V"~~ol'*/
CONTRACTOR:
Miles Media Group
22,2010.
By:
Jack Wert, Director
j .....4'/(.-.:; ;/,: (
By:
Agenda Item No. 16F7
February 9, 2010
Page 5 of 9
Date:
ArrEST:
BOARD OF COUNTY COMMISSIONERS OF
COlLIER COUNTY FLORIDA
Dwight E. Brock, Clerk
BY:
BY:
Fred Coyle, Chainnan
Approved As To Fonn
(ri)"plS-
Print Name:
Assistant County Attorney
1
.
.
Agenda Item No. 16F7
February 9, 2010-
Page 6 of9
#Ill. milesmedia..
'\!!..!1 we oeliver vlsnors
Project Scope Document
Title: 2010 eVB Visitors Guide
Client: Naples, Marco Island and the Everglades eVB
Date: 8/3/09
Author: Steve Berlin
Project Description:
The purpose of this scope is to define amendments to the 'Produdion of Tourism Visitors
Guide for Collier County" (#06-4037) based on requested changes from the eVB foT the 201 0
Visitors Guide and on increased paper costs, The outline of services provided in Exhibit A of
the agreement will remain the same except as noted'in this scope.
Required Changes:
eBook
As with last year, the agreement includes an electronic version of the 2010 Visitors Guide
for use on the webslte and in emall promotions to broaden the distribution of the guide
without having to print and distribute additional copies of the print version. The eBook will
be hosted for one year and will include an interactive user interface that will allow readers
to page through the guide electronically, search for subjects of interest, and click on
advertisements in the book that will link the reader directly to the advertiser's websites.
Additionally, the CVB will have access to activity reports that will detail number of times
the eBook is vieWed. how many pages were viewed, and how many visitors clicked on
ads to link through to the advertisers' websites_
New Content Plan
Miles Media will work with the CVB and agency to update and rewrite content for the 2010
Visitors Guide. At the end of this agreement is the detailed plan for the new content as
agreed upon by the eVB. Additional costs Include writing new copy and re-editing and
reworking existing Content (as we outlined) and make the map changes we had
discussed.
Cost Proposal
The cost proposal will remain the same as last year ($14,914) except that the cost to the
eve will change to accommodate the addition of the new content plan as described.
Total cost to the eVB: $23,874
6751 ProTessionol Pkwy W. . Sarasota, FL 34240' 800.683.0010 . 941.342-2300' Tax 941.907.0300
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Agenda Item No. 16F7
February 9, 2010
Page 7 of 9
Process outline:
1. Indicate approval by signing below, and returning scope document
2. Client proofs project
3. Miles Media makes necessary revisions
4. Client signs off on project
5. Visitor Guide is published
Project Cost: $23,874
Approval
ClientSlgnature~~
Date: 3 /1 r/o/
/
Miles Media Signature:
Date:
6751 Profesl9ional Pkwy W. . Sarasota. FL 34240 . 800.683.0010 . 941.342-2300 . fax 941.907.0300
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Agenda Item No. 16F7
February 9, 2010
Page 8 of9
2010 Naples. Marco Island & the Everglades Visitors Guide
Updates & New Content
Contents Page
Change the balance of the content to more boldly display the contents page
informatlQnlnavigation and also reduce the amount of type overall on the page. II's
Important that Jack's letter welcomes readers to the destination, but perhaps it could be
somewhat less detailed since most of the themes are presented later in the guide. His
letter will mention the many deals and offers available on the website.
A Guide to the Paradise Coast
We would like to rework the spread so that It serves more as a mini profile page to the
different cities, with photos and fun, blurb-style copy for each of the communities.
The blurb copy would be intended to provide a sense of place, and include brief overview
information such as population; size; a couple of top events, what's new, etc.
A smail locator map or maps (with no detail) would let readers know where the
community Is geographically within the county.
The large, image photo would be removed (replaced by individual photos).
Since the color icons are used elsewhere In the guide, they could be a design flourish in
this section as weil.
Out on the Water
We'd like to change out some of the images with the new photography that will be coming
in. We recommend replacing "Beachin' It" on page 9 with a callout about sunset (the
perfect way to end the day). Information on sunset times can be included. Debi had
asked if we could feature some type of manatee information in the guide this year. We
could easlly switch out the dolphin photolblurb with a photo and info on manatee tours.
JoNell mentioned potentially changing out the information on some of the blurbs to focus
on different Industry partners.
The Art of Shopping
We'd like to keep the fun, playful aspect of the current story but take it even one step
further. Rather than structure this story es an interview. we could create it as a fun product
spread that still covers the same ground - but includes photo cutouts of the specific items
along with blurby text. Kristy Kiernan can still be credited with the information - we could
even include her In a fun photo if it makes sense to do so.
Approaching the story in this way will require a day's photo shoot but it would be a fresh
and fun look at shopping in the area.
Paradise Coast Excursions
We will change out the lead photo to be more editorially-focused (less ad-like). Similarly,
we'd like to look for new photos to replace photo #3 and poSSible #6 on pages 14 & 15_
We suggest refreshing the layout a bit by reformatting the text slightly - currently, the
check boxes and small bullet points may give the reader the feeling of a to-do list rather
than fun itineraries. Small changes will make this more reader-friendly. Jack and JoNell
1>751 Professional Pkwy W. . Sarasota. FL 34240 . 800.1>83.0010 . 941.342-2300 . fa:!< 941.907.0300
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Agenda Item No. 16F7
February 9,2010
Page 9 of 9
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liked the idea of adapting/updating this section's design.
We would like to use the city icons as the bullet points for the text blurbs.
Get Fresh (Dining story)
We discussed the possibility of a completely new story and layout that would focus on
unique dining experiences and chefs In the Naples area. Some of these businesses would
be member of The Originals.
Since this would only a sampler of area restaurants, a lead would give readers an
introduction and tell them where 10 learn more. Then Individual restaurants/chefs would be
profiled, covering different food types/ambiances such as romance/special occasion;
French, Italian, New & Trendy, Award-Winning, Family Friendly, elc.),
Location-specific photography would need to be shot to do this story justice, so that all of
the images are captured in the same approach and style. Outtakes would yield additional
dining shots to be used for the web and other products.
Map
We discussed specific map changes including:
. Enlarging Ihe stale map somewhallo include highways.
. Make slate map larger and possibly the large area map smaller.
. Move legends to righl page, moving Everglades City over, make Immokalee longer.
. Add top to large map 10 include 1-75 to RSW. Try to have Lee County in whila.
. Fl. Lauderdale airport on slale map, Orlando, Miami, Fl. Myers, Tampa.
. Add Golden Gale Parkway Exi1105.
. Livingston Road doesn't end at Bonlla Beach Road; carry it on 10 the top of the
map.
Miscellaneous
Debi mentioned that she would like some content about seashells In the guide, since
visitors often ask aboul them. If there is space to do so, we will handling this as a fun
sidebar within the Activities listings.
She also asked if we could include something about fishing licenses this year, and we will
do so as an edilor's note underneath the Fishing heading in the Area Sightseeing listings
(visitors inleresled in this topic will already be looking allhis section).
6751 Professional Pkwy W. . Sarasota, FL 34240' 800.683.0010' 941.342-2300' fax 941.907.0300