Agenda 11/12/2019 Item #16F 6 (1st Amendment to Contract #19-7509 Cultural Planning Group, LLC)11/12/2019
EXECUTIVE SUMMARY
Recommendation to approve the First Amendment to Agreement # 19-7509 between Cultural
Planning Group, LLC and Collier County to increase reimbursable travel expenses in an amount
not to exceed $4,326 and make a finding that this action promotes tourism to Collier County.
OBJECTIVE: Approval of Amendment # 1 to the Arts & Culture Strategic Plan with Cultural Planning
Group, LLC (CPG) to increase the travel expense amount.
CONSIDERATIONS: Collier County selected and subsequently entered into an Agreement with
Cultural Planning Group, LLC on May 14, 2019 through a County Procurement Division RFP process to
develop and produce a Strategic Plan for Arts & Culture in Collier County for a total not to exceed
$100,981. That amount included $11,781 in travel expenses for all the phases of the plan development.
CPG has found they will need to travel to Collier County several more times than they anticipated in their
bid and have requested an increase in travel expenses of $4,325.52 for a total travel expense amount not
to exceed $16,106.52 to complete the Strategic Plan development and present it to the BCC for approval.
Staff has reviewed the travel expense increase request and finds it is a reasonable request based on the
increased need for travel to Collier County for unplanned meetings with stakeholder groups, user groups
and to conduct additional community forums.
Staff has worked with County Procurement and the County Attorney to develop the attached First
Amendment to Agreement # 19-7509. EXHIBIT “B” outlines the additional funding needed to reimburse
CPG for their travel expenses necessary to complete this Strategic Planning project.
FISCAL IMPACT: Funding for the additional travel and Reimbursable Expenses of $4,325.52 is
available in Fund 184 of the BCC Approved FY 20 Budget for the Tourism Division. This increase will
bring the total contract cost for Consulting Fees and Travel Expenses to $105,306.52 to complete the
project.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth Management Plan with this
Executive Summary.
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council recommended
approval of additional funds for travel with a vote of 9-0 at the October 28, 2019 meeting.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for approval -CMG
RECOMMENDATION: To approve the First Amendment to Agreement # 19-7509 between Cultural
Planning Group, LLC and Collier County to increase reimbursable travel expenses and make a findin g
that this action promotes tourism to Collier County.
Prepared by: Jack Wert, Tourism Director
ATTACHMENT(S)
1. first amendment.19.7509.cultural planning group (PDF)
2. 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (PDF)
3. Recap of Additional Travel Expenses Request (DOCX)
4. CPG Request Letter for Additional Funds (DOCX)
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11/12/2019
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.6
Doc ID: 10684
Item Summary: Recommendation to approve the First Amendment to Agreement # 19 -7509
between Cultural Planning Group, LLC and Collier County to increase reimbursable travel expenses in an
amount not to exceed $4,326 and make a finding that this action promotes tourism to Collier County.
Meeting Date: 11/12/2019
Prepared by:
Title: Tourist Development Tax Coordinator – Tourism
Name: Kelly Green
10/28/2019 3:30 PM
Submitted by:
Title: Division Director – Tourism
Name: Jack Wert
10/28/2019 3:30 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 10/28/2019 4:19 PM
Procurement Services Ted Coyman Additional Reviewer Completed 10/29/2019 1:19 PM
Procurement Services Evelyn Colon Additional Reviewer Completed 10/29/2019 4:50 PM
Procurement Services Priscilla Doria Additional Reviewer Completed 10/30/2019 9:38 AM
Tourism Jack Wert Director Review Completed 11/04/2019 12:36 PM
County Manager's Office Sean Callahan Executive Director- Corp Business Ops Completed 11/05/2019 7:57 AM
County Attorney's Office Colleen Greene Level 2 Attorney Review Completed 11/05/2019 9:31 AM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 11/05/2019 9:32 AM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 11/05/2019 4:47 PM
Budget and Management Office Mark Isackson Additional Reviewer Completed 11/06/2019 9:09 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 11/06/2019 11:57 AM
Board of County Commissioners MaryJo Brock Meeting Pending 11/12/2019 9:00 AM
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Packet Pg. 2142 Attachment: first amendment.19.7509.cultural planning group (10684 : Arts and Culture Contract Amendment #1)
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Packet Pg. 2143 Attachment: first amendment.19.7509.cultural planning group (10684 : Arts and Culture Contract Amendment #1)
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Packet Pg. 2144 Attachment: first amendment.19.7509.cultural planning group (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2145Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2146Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2147Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2148Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2149Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2150Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2151Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2152Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2153Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2154Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2155Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2156Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
16.F.6.bPacket Pg. 2157Attachment: 19-7509CulturalPlanningGroup_Contract_20191018184352.941_X (10684 : Arts and Culture Contract Amendment #1)
Linda T. Flynn, Ph.D.
Partner
2816 NW 8th Avenue
Wilton Manors, FL 33311
linda@culturalplanning.com
Travel- Site Visit #9 –(Anticipated Beginning of April 2020)
Commission Draft Plan Workshop and Stakeholder Meetings
Hotel - 2 rooms for 2 nights $1,100.00
David Plettner Saunders Roundtrip Airfare (see attached) $ 600.00
Per diem @ $70 per person for 2 days $ 280.00
Mileage - Team - Wilton Manors: Naples (round trip: 223@.58) $128.76
50 Estimated miles @ .58 for onsite activities and community tour $ 29.00
Estimated Parking or other transport fees $ 25.00
ESTIMATED VISIT # 9 TOTAL $ 2,162.76
Travel- Site Visit #10 – (Anticipated End of April 2020)
Commission Final Meeting and Funder Meetings
Hotel - 2 rooms for 2 nights $ 1,100.00
David Plettner Saunders Roundtrip Airfare (see attached) $ 600.00
Per diem @ $70 per person for 2 days $ 280.00
Mileage - Team - Wilton Manors: Naples (round trip: 223@.58) $ 128.76
50 Estimated miles @ .58 for onsite activities and community tour $ 29.00
Supplies $ 25.00
ESTIMATED VISIT # 10 TOTAL $ 2,162.76
TOTAL REQUESTED TRAVEL EXPENSE INCREASE $4,325.52
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Packet Pg. 2158 Attachment: Recap of Additional Travel Expenses Request (10684 : Arts and Culture Contract Amendment #1)
Linda T. Flynn, Ph.D.
Partner
2816 NW 8th Avenue
Wilton Manors, FL 33311
linda@culturalplanning.com
October 30, 2019
To: Collier County Procurement Services
(C-2) 3295
Tamiami Trail East
Naples, FL 34112
Re: Collier County Arts and Culture Strategic Plan Request for Additional Funds
The purpose of this letter is to request a budget modification to the original budget for the Arts
and Culture Strategic Plan.
As project lead for the Arts and Culture Strategic Plan, we are requesting additional funds for the
final site visits for the project. Our original budget was based on 5 site visits through March of
2020. Due to the extensive interviews, discussion groups, and community meetings we have
conducted for this planning process, we anticipate we will conduct a total of 10 site visits and are
requesting additional funds for the last two (2) visits. The last two site visits are necessary to
accommodate 2 visits for TDC meetings and 2 visits for County Commission meetings. We will
also use these site visits to meet with the organizations that provided funding for the plan and
also potential funders for plan implementation.
Please see the attached spreadsheet showing all site visits and associated costs. We are
requesting a total of $4,325.52 to cover all travel expenses. Please see below and attached for
additional detail.
If you have any questions or need additional information, please let me know. We look forward
to planning and creating for Collier’s creative future!
Best Regards –
Linda T. Flynn, Partner
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Packet Pg. 2159 Attachment: CPG Request Letter for Additional Funds (10684 : Arts and Culture Contract Amendment #1)