Agenda 12/16/2008 Item #16F 7
EXECUTIVE SUMMARY
,Agenda Item No, 16F7
December 16. 2008
Page 1 of 7
Recommendation for the Board of County Commissioners to approve and authorize the
Chairman to sign Change Order # 2 for Miles Media Group Contract # 06-4037 in the
amount of $22,878.00.
OBJECTIVE: To approve a Change Order for production of the 2009 Visitor Guide for the
Tourism Department and the Naples, Marco Island, Everglades Convention & Visitors Bureau
(CVB).
CONSIDERATIONS: The Tourism Department produces an annual Visitor Guide for the
destination that is used to fulfill information requests and as an inforn1ation handout at
tradeshows worldwide. Miles Media Group has been under contract to provide these services
since 2006. The initial agreement to produee the 2007 Visitor Guide was for $7,964 and that
agreement was renewed at the same terms and eonditions for produetion of the 2008 Guide. Staff
believed the renewal was sufficient to authorize the exact same expenditure of $7.964 for the
2008 Guide. However, staff has been advised that this expenditure also needed County
Commission approval. So the Change Order for produetion of the 2009 Visitor Guide includes
the approval of the expenditure of $7,964 for the 2008 Guide.
The 2009 Guide will include both ] 00,000 printed pieces, and a digital version that will be
loeated on the CVB's website, www.paradisecoast.com. The total negotiated cost for the 2009
48-page, 4 color printed guide and the digital version is $14,914, all of which will be delivered in
~ February for distribution the balance of 2009.
FISCAL IMPACT: The total cost of the 2009 guide and the 2008 guide is $22,878 and is
ineluded in the approved FY 09 Tourism Department budget.
GROWTH MANAGEMENT IMPACT: There is no growth management impact assoeiated
with this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office. This item is not quasi judicial, and as such ex parte disclosure is not required.
This item requires majority vote only, This item is legally sufficient for Board action - CMG.
RECOMMENDA nON: That the Board of County Commissioners approves and authorizes the
Chairman to sign Change Order # 2 to Contract # 06-4037 with Miles Media Group for
produetion of the 2009 Visitor Guide at $14,914 and the cost of the 2008 Visitor Guide at $7,964
for a total eost of $22,878.
PREPARED BY: Jack Weli, Tourism Director
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Page 1 of I
Agenda Item No, 16F7
December 16, 2008
Page 2 of 7
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Item Number:
Item Summary:
16F7
Recommendation for the Board of County Commissioners to approve and authorize the
Chairman to sign Change Order #2 for Miles Media Group Contract # 06-4037 in the amount
of $22,878.00 which includes a Staff authorized expense of $7,964.00 for the 2008 Visitor
Guide
Meeting Date:
12/16/20089:00,00 AM
IJrepared B)'
Jack Wert
Tourism Director
Date
County Manager's Office
Tourism
12/4f2008 8:46:22 AM
Approved 8y
Colleen Greene
Assistant County Attorner
Date
County Attorney
County Attorney Office
12/4/200811:41 AM
Approved By
Lyn Wood
Purchasing Agent
Purchasing
Date
Administrative Services
12/4/200812:13 PM
Approved By
Jack Wert
Tourism Director
Date
County Manager's Office
Tourism
12/4/2008 12:48 PM
Approved By
Steve Carnell
Purchasing/General Svcs Director
Date
Administrative Services
Purchasing
12/4/2008 1 :18 PM
Appro\'~d By
OMS Coordinator
Administrative Services
Applications Analyst
Information Technology
Date
12/4/20082:13 PM
Appro\'cd By
John A. Yonkosky
County Manager's Office
Director of the Office of Management
Date
Office of Management & Budget
12/4/20088:44 PM
ApprOVl"d By
James V. Mudd
County Manager
Date
Board of County
Commissioners
County Manager's Office
12/8/200812:42 PM
file://C:\AgendaTest\Export\ J 18-December%20 16.%202008\ 16,%20CONSENT%20AGE...
J 2/1 0/2008
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CONTRACTIWORK ORDER MODIFICATION
CHECKLIST FORM
.L\;jsnda Item r'Jo. 16F7
Decernber 16, 2008
Page 3 of 7
PROJECT NAME: Production of Tourism Visitor Guide PROJECT #: _n/a_ PROJECT MANAGER: _Jack Wert_
BID/RFP #: 06-4037 _MOD #: LPO#:
WORK ORDER #:
n/a
DEPARTMENT: _Tourism
CONTRACTOR/FIRM NAME: Miles Media Group
Original Contract Amount: $ 7,964.00
(Starting Point)
Current BCC Approved Amount: $ 29,184.00
(Last Total Amount Approved by the BCC)
Current Contract Amount: $ 29,184,00
(Including All Changes Prior To This Modification)
Change Amount: $ 22,878,00
Revised ContractIWork Order Amount: $ 52,062.00
(Including This Change Order)
Cumulative Dollar Value of Changes to
this ContractIWork Order: $ 44,098.00
Date of Last BCC Approval_B/14/07 Agenda Item # _16Fl_
Percentage of the change over/under current contract amount~ 7 ( %
Formula: (Revised Amount 1 Last BCC approved amount)-l
CURRENT COMPLETION DATE (8): ORIGINAL:
CURRENT:
Onaoina
Describe the change(s):_Produce the 2009 Visitor Guide at a cost of $14,914 and to ratify the production cost
of $7,964 for the 2008 Visitor Guide for a total cost of $22,878
Specify the reasons for the change(s) r. 1. Planned or Elective r 2. Unforeseen Conditions r 3. Quantity
Adjustments r 4. Correction of Errors (Plans, Specifications or Scope of Work) r 5. Value Added
r 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: _We could not produce
the 2009 Visitor Guide
This change was requested by: rlContractor/Consultant Ii Owner Pi Using Department r CDES
CDesign Professional rlRegulatory Agency (Specify) r Other (Specify)
CONTRACT SPECIALIST PARTICIPATION IN NEGOTIATIONS:
r-
Yes
'" No
This form is to be signed and dated.
APPROVED BY:
"\ /. --/
J ~'</~.A'-~
Project Manager
~A hi
Con c;;> eCialist
Revised 2-22-08
Date:
/2- ~ -off'
REVIEWED BY:
Y1)~'
Date:
fJ.-3-o'1
Agenda Item No, 16F7
December 16, 2008
Page 4 of 7
CHANGE ORDER
CHANGE ORDER NO.
2
CONTRACT NO. 06-4037
BCC Date: 8/14/07
Agenda Item: _16FI
TO: Miles Media Group
6751 Professional pkwy. West
Sarasota. FL 34240-2300
DATE: Dec, 2, 2008
PROJECT NAME:
Production of Tourism Visitor Guide for Collier County Tourism
Under our AGREEMENT dated _Dee, 13,2006
You hereby are authorized and directed to make the following change(s) in accordance with terms and
conditions of the Agreement: Produce the 2009 Visitor Guide at a cost of$14, 914 and to ratifY the production
cost of the 2008 Visitor Guide of $7,964 for a total of$22,878.
FOR THE (Additive) Sum of: Twenty two thousand eight hundred seventy eight ($_22,878
).
Original Agreement Amount
$
7.964,00
Sum of Previous Changes
$
2 1,220,00
This Change Order adds
$
22,878,00
Present Agreement Amount
$
52,062
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 ~ calendar days, The substantial
completion date is _nla and the final completion date is nla ' Your acceptance of
this Change Order shall constitute a modification to our Agreement and will be performed subject to all the
same terms and conditions as contained in our Agreement indicated above, as fully as if the same were repeated
in this acceptance, The adjustment, if any, to the Agreement shall constitute a full and final settlement of any
and all claims of the Contractor arising out of or related to the change set forth herein, including claims for
impact and delay costs.
Accepted: 1-01 tfi!,'vv~ 3
.
,2008
CONTRACTOR:
Miles Media Group
OWNER:
BOARD OF COUNTY COMMISSIONERS
OF COLLfER COUNTY, FLORIDA
~~d?
By:
~j~' /J/ -/~-
~,k U/.~../\
Jack Wert, Director
By:
Roger Miles, President & CEO
By:
Date:
ATTEST:
Dwight E. Brock, Clerk
BY:
Approved As To Form
and Legal Sufficiency:
Print Name:
Assistant County Attorney
Aq~mda item r'Jo. 16F7
~De:e'nber 16, 20Ci8
Page 5 of 7
BOARD OF COUNTY COMMISSIONERS OF
COLLIER COUNTY FLORIDA
BY:
Tom Henning, Chainnan
Agenda Item No, 16F7
December 16. 2008
Page 6 of 7
~ ~~;II~~~~5~lia
Project Scope Document
Title: 2009 eVB Visitors Guide
Client: Naples, Marco Island and the Everglades eVB
Date: 11/24/08
Author: Steve Berlin
Project Description:
The purpose of this scope is to define amendments to the "Production of Tourism Visitors
Guide for Collier County" (#06-4037) based on requested changes from the CVB 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
New to the agreement is an electronic version of the 2009 Visitors Guide for use on the
website and in email 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 eVB
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.
Cost Proposal
The cost proposal will remain the same except that the cost to the CVB will change to
accommodate the addition of the eBook and the change in paper costs.
The previous agreement outlined a cost to the eVB of $7,964. With the addition of the
eBook and the rise in paper costs, the cost to the eVB will be $14,914,
Process outline:
1. Indicate approval by signing below, and returning scope document
6751 Professional Pkwy W. . Sarasota, FL 34240' 800,683,0010' 941.342-2300 . fax 941.907,0300
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December 16. 2008
Page 7 of 7
2. Client proofs project
3, Miles Media makes necessary revisions
4. Client signs off on project
5. Visitor Guide is published
Project Cost: $14,914
Approval
Customer Signanile: ,
Date: '
.' /"
Miles Media Group Signature:
Date:
6751 Professional Pkwy W. . Sarasota, FL 34240.800.683.0010.941.342-2300. fax 941.907.0300