Agenda 01/25/2011 Item #16F4
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1/25/2011 Item 16.F.4.
EXECUTIVE SUMMARY
Recommendation to approve and authorize the Chairman to sign Change
Order # 4 to Contract 06-4037 with Miles Media Group, Inc. in the amount of
$33,588 for production of the 2011 Visitor Guide.
OBJECTIVE: To approve a Change Order for production of the 2011 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 to promote the destination, This guide is distributed at trade shows
, worldwide and is used as a fulfillment item for information inquiries. Miles Media
Group is currently under contract with Collier County to provide this service and
has produced the tourism Visitor Guide for the past 6 years, The contract was
awarded in 2006 and contemplated updating and printing of annual guides with
pricing to be negotiated annually. The agreement with Miles Media is currently In
its final renewal year,
The total cost for the 2011 version of the Visitor Guide is $33,588. This includes
a major rewriting of the text, redesign of several sections, new photography and
printing of 100,000 copies,
FISCAL IMPACT: The total cost for the Visitor Guide of $33,588 is included in
the approved FY 11 Tourism Department budget Fund 184,
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
ADVISORY BOARD RECOMMENDATION: The Tourist Development Council
voted 8-0 at the May 24, 2010 meeting to approve the FY 11 Tourism
Department budget that included the production cost of the 2011 Visitor Guide.
GROWTH MANAGEMENT IMPACT: There is no impact to the Growth
Management Plan as a result of this action,
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RECOMMENDATION: That the Board of County Commissioners approves and
'authorizes the Chairman to sign Change Order # 4 to Contract 06-4037 with
Miles Media Group, Inc, in the amount of $33,588 for production of the 2011
Visitor Guide,
SUBMITTED BY: Jack Wert, Tourism Director
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1/25/2011 Item 16.F.4.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.F.4.
Item Summary: Recommendation to approve and authorize the Chairman to sign Change
Order # 4 to Contract 06-4037 with Miles Media Group, Inc. in the amount of $33,588 for
production ofthe 2011 Visitor Guide.
Meeting Date: 1/25/2011
Prepared By
Name: GreenKelly
Title: Tourist Development Tax Coordinator, Tourism
1/12/20113:18:58 PM
, Submitted by
Title: Director - Tourism,Tourism
Name: WertJack
1/12/20113:18:59 PM
Approved By
Name: WoodLyn
Title: Contracts Specialist,Purchasing & General Services
Date: 1/13/2011 3:58:08 PM
Name: WertJack
Titie: Director - Tourism, Tourism
Date: 1/13/2011 4:07:42 PM
Name: CamellSteve
Title: Director - Purchasing/General Services,Purchasing
Date: 1/14/2011 7:51:01 AM
Name: GreeneColleen
Title: Assistant County Attorney,County Attorney
Date: 1/14/2011 1 :46:42 PM
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1/25/2011 Item 16.F.4.
Name: KlatzkowJeff
Title: County Attorney,
Date: 1/14/20113:36:37 PM
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Name: BrockMary
Title: Executive Secretary to County Manager, CMO
Date: 1/18/201111:20:31 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mgmt Svs,CMO
Date: 1/18/2011 3:00:36 PM
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c).-i-'t'}tt.(..1i./ .,- CONTRACTIWORK ORDER MODIFICATION
CHECKLIST FORM
.ROJECT NAME: Production of Visitor G,uide. for Collier County_PROJECT MANAGER:_Jack Wert ,
1/25/2011 Item 16.F.4.
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CONTRACT #.:, 06-4037
MOD#: 4
PO#: 4500122733
WORK ORDER #:
DEPARTMENT: Tourism
CONTRAGTORlFIRM NAME:
Miles Media Group. Inc.
. Original Contrac~ork OrcJer Amount: $ _7,964.00
(Starting Point)
current BCC Approyed Amount;
$ 15.936.00
(Last Total Amount Approved by the BeC)
CurrentContractIWork Order Amount: $_ 75.936.00
(Including All Changes Prior To This Modification)
Change Amount: $_33,588.00
, Revised ContractIWorkOrderAmount: $_109,524.00
(Including This Change Order)
Cumulative DollarValue of Changes to
this ContractIWork Order: $ 101.560.00
Datet:)f Last BCCApproval
219/1 0
Agenda Item # 16F6
,Percentage of the change over/under current contract/work order amount 44 %
~rmula: ~Revised f\mount I Last BGG approved amou~t)-1
~RRENT COMPLETION DATE (S): ORIGINAL: ' CURRENT: oncroina
This change order will:
$ Other
181 Add a new Task for $_33,588
o Increase Task Number
by
, ,
Describe the change{s): Production of the 2011 Visitor Guide with the addition of new editorial content includinq
new photoQraphv. text and redesiQn of several sections (scope attached). .
Spe'cify the reasons for the change(s} r.- 1. Planned or Elective r 2. Unforeseen Conditions r 3. Quantlty
Adjustments r 4. Correction of Errors (Plans, Specifications or Scope of Work) r 5. Value Added'
1:' 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 chcmge order were not processed: The 2011 Visitor Guide could
not be produced and we would not have one of our most important marketinQ tools without this chanqe.
This change was requested by: r:IContractor/Consultant P'I Owner rl Using Department r" CDES
rDesign Professional rrRegulatory A{Jency (Specify) r Other (Specify)
CONTRACT SPECIALIST PARTICIPAT!ON IN NEGOTIATIONS: r. YesP': No
Thil:i fQJ".m is tQbesigl!ed an~dat~d"
Revised 4.10
Q ~~4/~
" ,Project Manager t
1:7 t/'l#tJ.
ontract Specialist
Date: 1/7/11
.PROVED BY:'
REVIEWED BY:
Date: ~}
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CHANGE ORDER NO.
,.'
TO; Miles Media Group~ Inc.
.6751 Professional Pkwy. W.,
Sarasota,FL 34240
DA TEi:'
1/6/1 0:
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1/25/2011 Item 16.F.4.
CHANGE ORDER
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CONTRACT NO. 06-4037
BCC Date: 8/14/07
, Agenda Item: 16FI
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Under our AGREEMENT dated
PROJECT NAME: Production ofVisitbr Guide fot Collier County
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December 13
. 2006
You hereby are authorized and directed to make the faHawing change(s)irt accordance with terms and
conqitions of the Agreement: Production of the- 20 n Visito,r: Guide to include the addition of new content plan
(see attached scope).
"... ".. "....
FOR THE Additive Sum of Thirtv three thoiIsand five hundred eiah~ eiaht dollars., ($ 33.588~
Original Agreement Amount
Sum of Previous Changes
_ This Change Order add$,
Present Agree~ent Amount
$ , 7.964.00 -. ..
$ 67.972.00
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$ 33.588.00
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$ 109.524.00
The time for comple!ionshallpe (increase or decrease) by~O,---- calendar days due to this Change Order.
Accordingly, the Contract Time is now ~nla ~. calendar days, The substantial completion
date is _nla and [he final completion date is _tlIa . Your acceptance of this Change
Order shall constitute a modification to out Agreement and ,Vin be performed subject to all the same ternlS and
conditions as contained in, our Agreement indicated abovet, as fully as if the same were repeateq in this
acceptance. The adjustment, if any, to the, Agreement shall constitute a fuJJ and final settlement otany and all
, claims of the Contractor arising out qf or related, to the change set forth herein, including claims for impact and
delay costs,
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Accepted:
CONTRACTOR.
M~tes.Medi~,.Group
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By;
R9g~r Miles~ President I CEO
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D~PARTMENT DmECTOR "',
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Jack Wert
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CONTRACT SPECIAl.;IST
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By:
Lyn Wood
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~/25/2011Item 16.F.~. ,~
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Date;c
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A1TEST~
BOARD OF COUNTY COMMISSIONERS OF
,COLLIER COUNTY FLORIDA
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DwightR Brock, Clerk
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BY:"
Approved As To Form
@l.egal Sufficiency~
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lOt Narne~
Assistant County Attorney
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1/25/2011 Item 16.F.4~
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Project Scope Document
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Titre: 2011 CVB Visitors Guide
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Client: Naples, Marco Island and the EvergladesCVB
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Da~e: 7/30/10
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Au~hor: Steve Berlin
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Project Description:
Th~ purpose of this scope is to define amendments to_ the, "Prod.uction of Tourism Visitors Guid~ for
,Collier County" (#06-4037) based on requested changes from the CVB for the 2010 Visitors Guide and_
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on increased paperC6sts. The outline of seryices provided in Exhibit A ofthe agreement will remain
the1same except as noted fn this scope.
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Required C;banges:
eSdok
As with last year, the agreement includes an electronic version of the 2011 Visitors Guide for use
~n 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 behosted for one
, year and will incll!de an interactive user interface that will allow readers t9 page through the
guide electronically, search for subjects: of interest, and click qn a~vertisements in the book that
~iIJ link the reader dire~Jy to the advertisers websites~ Additionally, the eva will have access to
~ctivity reports:that_ wilf detail number ohimes t_he eBookis viewed, how many pages wer~
Iv'iewed, and how manyvisitors clicked on ads to, link through to the advertisers' websites.
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NeW Content Plan
/V!i1es Media wi". work with the CVB to update and create. new content for the 2Qll Visitors
~uide. At the end of this agreement is an outline of the new content as agreed upon by the CVB.
~ddjtional costs irjdudeconcepting, creating, ~~ct qesigning new features and re-editlng ami;
reworking existing content as outlined.
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Ad~itional Pages
to accommodate the additional content as planned, Miles Media wiHexpand the Visitor Guide by
~ight page~ to 56 pagesplus,a four-page cover, fora t9taJ ~f 60 pages of av.ailable space.,
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Cost Proposal ,
The cost ofthe 2.0110 Guide will change to reflect the additIon of the new content plan and the
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6751 J;lrofessionalpkwyw,. Sarasota., FL 34240. 800"683.0010_0 941.34~~~300 0 fax: 941.907.0300
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1/25/2011 Item 16.F.4.
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2011 Naples,. Marco Island & the Everglades Visitors Guide
Updates & New Content
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About the Area
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; Updated, with approximately half of the content new this year.,
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Witer Feature
i Expanded to six pages.
1 We're essentially reorganizing and rewritingthe stOryl adding new elements to the feature~
! We hope to use supplied photography for this feature.,
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Excprsions (or whatever the new name will be) ,
j Expanded to six pages. ,
This is essentially a new story~ with a completely different focus than the current article.
We hope to use supplied photography for this feature',
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Dining
} E>epandedto five pages (with a possible sixth, depending on ad support)
,f A completely new feature with a focus on signature dishes rather than local chefs..
This feat!Jre will require all new photography.
Shopping
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Expanded to four pages (including one page of listings)
( Same format as last yearl but all new items with three pages of content and one page of
f listings. ,
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Golf & Spa ,
! Expanded to two pages
Eliminating golf listings and will create new content for golf and for spa.
We hope to use supplied photography for this feature.
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Edi~orial-Stvle Photography
j. We identified specific needsfor editorial-style photography for Dining and for Shopping.
!: Additionally, we planned to gather photos that could be used in the guide and on the website
" that would meet other edit-style photo needs to supplement the available library;
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Ustings
;: We will be separating listings for Beaches, Parks, Boating and WC3tl:!rsports.
l. New categories will be created for tours.
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t We identified new icons to be added to the accommodations grids to indicate Ilspa/' "full
f kitchen" and "boat dock."
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I ' We will add "free admissionl' Icon to Area stghtseeing~
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6751 Profession.~p~w, .. Sa;rasota, FL 34240. 800.683.0010 ~ 941.342~2300. fax 941.907.0300
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"(Spat "boat dock," and "free admissionnwould be added to the correction proc~ss for each of
their respective data categories~
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i 6751 Professional Pkwy W; · Saraso~, FL 34240 Of 800,683,00).0 · 941.342-2300. faxQ41.997,0300
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1/25/2011 Item 16.F.4.
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. : expansion pfthe gUide to 60 pages. Total ~ost tothe eve: $33J588
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Prdcess outline:
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, 1~ I~dicate approval by Signing below; and returning scope document
2. Glient proofs project
3. $i1es Media makes necessary revisions
4. Client signs off <m project
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5. Visitor Guide is published
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Project Cost:$33,S88
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APp'fOval
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Cliept Signature:
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Date: 8/4/10
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MiI~s Media Signature:
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Date:
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6751 ProfessionalPkwyW. · ~l;I"asQta., FL 34240 · 800"683.0010- 9.41.;342-2300. fax 941.907.0300
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