Backup Documents 09/10/2019 Item #16F1-G (07/23/2019 in Absentia) ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 1 b F 1 a
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
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**NEW** ROUTING SLIP
Complete routing lines#1 through#2 as appropriate for additional signatures,dates,and/or information needed. If the document is already complete with the
exception of the Chairman's signature,draw a line through routing lines#1 through#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s)(List in routing order) Office Initials Date
1.
2.
3. County Attorney Office County Attorney Office JAK 9/3/19
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4. BCC Office Board of County Wim-\.
Commissioners \CIN k QA\A‘c\
5. Minutes and Records Clerk of Court's Office ic.
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PRIMARY CONTACT INFORMATION
Normally the primary contact is the person who created/prepared the Executive Summary. Primary contact information is needed in the event one of the addressees
above,may need to contact staff for additional or missing information.
Name of Primary Staff Sean Callahan,Corp Business Ops 252-8348
Contact/Department /
Agenda Date Item was 7/23/19 Ab ntia V/ Agenda Item Number Item G //
PPby
Approved the BCC 9/10/19 V Item v,..' —\—�
Type of Document 1"Amendment to Agreement 18-7404 Number of Original One
Attached (Sports Complex) Documents Attached
PO number or account
number if document is N/A
to be recorded
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A"in the Not Applicable column,whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature STAMP OK JAK
2. Does the document need to be sent to another agency for additional signatures? If yes, JAK
provide the Contact Information(Name;Agency;Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be JAK
signed by the Chairman,with the exception of most letters,must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's JAK
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the JAK
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's JAK
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this JAK
routing slip should be provided to the County Attorney Office at the time the item is
input into MinuteTraq. Some documents are time sensitive and require forwarding
to Tallahassee within a certain time frame or the BCC's actions are nullified. Be
aware of your deadlines!
8. The document was approved by the BCC on 7/23/19 and 9/10/19 and all changes JAK N/A is not
made during the meeting have been incorporated in the attached document. The an option for
County Attorney's Office has reviewed the changes,if applicable. is line.
9. Initials of attorney verifying that the attached document is the version approved by the K N . . not
BCC,all changes directed by the BCC have been made,and the document is ready for 'San opt in for
Chairman's signature. • e this I e.
-k::&\cvriam ` - •
[04-COA-01081/1344830/1p::Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2.24.05;
Revised 11/30/12
16FiG
MEMORANDUM
Date: September 12, 2019
To: Sean Callahan, Division Director
Public Services Department
From: Teresa Cannon, Sr. Deputy Clerk
Board Minutes & Records Department
Re: Amendment #1 to Agreement #18-7404 w/Sports Fields, Inc. for the
Sports Complex Marketing and Support
Attached for your records is a copy of the document as referenced above, (Agenda
Item #16F1-G from 7/23/19 Absentia) adopted by the Board of County
Commissioners on Tuesday, September 10, 2019.
The Minutes and Record's Department will hold the original for the Board's Official
Record.
If you have any questions feel free to call me at 252-8411.
Thank you.
Attachment
16F1G
FIRST AMENDMENT TO AGREEMENT
#18-7404
FOR
COLLIER COUNTY SPORTS COMPLEX MARKETING AND SUPPORT
THIS FIRST AMENDMENT, made and entered into on this \o \- day of
�c+-\\oe 2019, by and between Sports Fields, Inc., of GA d/b/a Sports Fields,
Inc., authorized to do business in the State of Florida, whose business address is 3760 Sixes
Road, Suite 126-331, Canton, GA 30114, (the"Contractor)and Collier County, Florida political
subdivision of the State of Florida (the "County"); (collectively, the "Parties").
WHEREAS, on October 23, 2018, (Agenda Item 16.F.2), the County entered into an
Agreement with Contractor to obtain professional consulting services concerning the "Collier
County Sports Complex Marketing and Support" project with an initial contract award of
$50,000 for Phase I of the Project; and
WHEREAS, the Parties desire to amend the Agreement add Phase II-A for services
related to operation in the amount of $950,000.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein
contained, it is agreed by the Parties as follows:
1. The additional services shall be provided in accordance with the attached Exhibit
Al-1 Phase II Scope of Services, attached hereto which is hereby incorporated into the
Agreement.
2. The fees for the additional services are outlined in Exhibit B-1 Phase II-A Fee and
Project Schedule, attached hereto which is hereby incorporated into the Agreement.
All other terms and conditions of the agreement shall remain in force.
(remainder of this page is intentionally left blank)
Page 1 of 8
First Amendment to Agreement#18.7404 020
"Collier County Sports Complex Marketing and Support"
16F1G
IN WITNESS WHEREOF, the Parties hereto, have each, respectively, by an authorized
person or agent, have executed this Amendment on the date and year first written above.
Office of the County Manager
Crystal K. Kinzel, Clerk of Courts and ?
Comptroller
'�By
=, , -aLeo E. Ochs, County
ounty nager
'- � Approved in absentia per Resolution 2000-149
`.. f..l-. Deputy Clerk on July 23, 2019
xl'tet Cairtr�h S
` :* � Ratified by the Board on: 3‘\io\f-k
'4,4 sig y re op .
BOARD OF COUNTY COMMISSIONERS
OF COLLIER COUNTY, FLORIDA
Contractor's First Witness: )
/t— S3) ----
ft*
/ ft-. i 04 4 0
Jim Arnold By: Ai'
/Ham L. McDaniel, Jr., hairman
Print Name
Contractor' Second Witness:
CONTRACTOR:
By: 1A—i7,--- Sports Fields, Inc., of GA d/b/a Sports
Will Spence Fields, Inc.
Print NameBy: ()11 + E-Al'n
Brian F.Storm President&CEO
Appr�v=• : orm and Legality:
Print Name and Title
41114 ,
Jeffre ' . = kow
Count Att• ey
Page 2 of 8
First Amendment to Agreement#18-7404 osio
"Collier County Sports Complex Marketing and Support"
16F1G
FIRST AMENDMENT TO AGREEMENT #18-7404
COLLIER COUNTY SPORTS COMPLEX MARKETING AND SUPPORT
Exhibit Al-1 Phase II-A Scope of Services
Category A: Corporate Marketing and Consulting Fees:
During the Category A timeframe, Sports Fields, Inc (SFI) will perform a variety of services via
the corporate staff to prepare for the launch of the sports complex in May of 2020. This will
include a range of individuals based out of our Canton, GA office that will provide services
including project management, accounting, sales, marketing, and operations support. These
services include, but are not limited to:
Branding: SFI will provide consulting support for the design and development of key branding
elements to include, but not limited to: website, logo, marketing materials.
Marketing: SFI will provide consulting support and real marketing services including, but not
limited to: digital advertising, print advertising, trade shows and conferences, and CRM/email
marketing.
Partnerships: SFI will prepare a partnership sales package and begin the sales process by
engaging local business, delivering proposals, and working with Superlative Group to avoid
any conflicts of interest and ensure fulfillment of partnership assets.
Sales Support: SFI will provide as needed sales support for major events and to attract
potential business to the sports complex in future years.
Operations Manual: SFI will take the best practices and standard operating procedures from
our other existing facilities to create an Operations Manual for the facility in Collier County.
While some practices translate directly, every sports park is different. This is a critical step to
ensure our staff, as well as the County, are set up for success from Day 1.
Travel: SFI's corporate team will be heavily involved in the pre-opening phase. As such, there
will be substantial travel between Atlanta and Collier County during this time period. While the
exact schedule will be determined by needs, it is expected that members of SFI's team will be
in market for at least 10-14 days per month throughout the fall, winter, and spring prior to the
May 2020 opening. All traveling will be billed in accordance with Section 4.3 Travel and
Reimbursable Expenses, of this Agreement.
Category B: Operations Start Up Costs:
Category B will entail pre-opening costs necessary to open an operational sports park that
coincides with the substantial completion of the construction phase. In order to maximize the
assets once completed, there is a significant amount of groundwork that must be completed
on the operations in order to be operational. These include, but are not limited to:
Page 3 of 8
First Amendment to Agreement#18-7404
"Collier County Sports Complex Marketing and Support"
16F1G
Logo & Website Development: The park's branding and the website will likely be the first
touchpoint for most potential customers and is a critical component of a successful business.
The website will drive interest but is also the primary sales tool for tournaments and any
ecommerce products that are available for sale.
Hiring: There are hiring costs that go along with the startup of a park this size with three major
cost centers. Every employee, part time and full time, must undergo a background check and
drug screen before they will be hired by SFI. SFI strives to identify and hire the best possible
candidates for the available positions and doing so requires posting job listings on top
networking sites that charge membership or listing fees.
Marketing: There are a variety of marketing avenues that SFI will explore in the pre-opening
phase in order to create awareness and buzz around the sports complex. These include digital
advertising, print advertising, and CRM/email marketing. One of the biggest marketing costs
during this time period will also be trade shows and conferences. December, January, and
February are the primary times for many sport-specific trade shows such as the American
Baseball Coaches Association, United Soccer Coaches Convention, LaxCon, National
Fastpitch Coaches Association, and more.
Partnerships: SFI will design, produce, and print a partnership sales package necessary to
begin the sales process. Once this document has been created, SFI will begin engaging local
business, delivering proposals, and working with Superlative Group to avoid any conflicts of
interest and ensure fulfillment of partnership assets.
Insurance, Licenses & Permits: These are all the costs associated with SFI securing the
necessary permits and licenses to run the day-to-day operations of the sports complex.
F&B Consulting: F&B operations will be handled by SFI throughout the duration of the
agreement. The F&B consulting services are third party services that include front-end start up
items such as recipe preparation_and staff training. Staff training includes a wide variety of
items ranging from health and food safety certifications to actual cooking orientation and
training.
Inventory & Smallware: Inventory and smallware costs include two major categories inside
the operations at the park — retail and food & beverage. Inventory is defined as the initial
stocking of the actual items being sold, for instance: shirts and hats for retail and hot dogs,
drinks for food and beverage locations. Smallware includes the items that are needed to display
or serve these items, i.e. hangars and manikins for retail and containers, mixing bowls, serving
utensils for food and beverage. All of the initial items to stock the inventory and provide
smallware necessary to open are considered operational start-up items. Any replacement of
these items once the park opens would be considered a cost of goods sold.
Maintenance & Janitorial Supplies: Much like the inventory described above, maintenance
and janitorial supplies include the necessary items to open the new sports park on Day 1.
These items include user items such as toilet paper, and paper towels and actual janitorial tools
such as brooms, mops, buckets, etc. The initial startup item acquisitions are included start-up
costs, while the replacement of these items will be considered a park expense.
Page 4 of 8
First Amendment to Agreement#18.7404
"Collier County Sports Complex Marketing and Support"
16FiG
Travel: Start-up travel includes costs for park employees to attend select conferences, shows
and meetings throughout the area and industry.
Category C: Park Staffing:
Based on the updated Phase 1 operating structure, staffing will occur at a slower pace than
SF1 would normally recommend for a facility of this size. This will reduce the operating costs
in the pre-opening phase and allow for a more phased approach. Starting with the execution
of this agreement, SFI will immediately begin soliciting, identifying, and hiring a General
Manager and Sales Representative. SFI believes these positions will be critical in driving the
pre-opening operations while also marketing and seeking events to come to the park during
the first phase.
Pending the completion of this agreement, SFI will target September or October to hire a
General Manager and Sales Representative. However, SFI will not rush this process as finding
the appropriate fit is more important than hitting a specific date on hiring. Once in place, the
General Manager will take the lead in hiring the remainder of the staff, in-market sponsorship
sales and community relationships, and implementing the Sports Force Parks Standard
Operating Procedures.
Once the General Manager and Sales Representative have been hired, the remainder of the
staff hiring will not occur until January or February of 2020. SFI plans to bring on an Assistant
General Manager, Sports Coordinator, and Hospitality Manager in this time frame. This will
allow time to find the appropriate candidates for these positions, undergo training and
orientations, and be in position prior to the May 2020 opening, without carrying significant
salaries throughout the construction phase. Finally, SF1 plans to bring on an Events Coordinator
just prior to the opening of the complex in 2020.
Page 5 of 8
First Amendment to Agreement#18-7404
"Collier County Sports Complex Marketing and Support"
16F1G
Exhibit B-1 Phase Il-A Fee Schedule and Project Schedule
The Parties agree to commence the services of this Amendment on August 1, 2019 and end
on May 1, 2020. Should the project require more fees or more time, the Contractor and the
County shall execute an Amendment to this Agreement.
The Contractor shall bill monthly as provided below. The County will reimburse at cost the
Contractor for all reasonable expenses incurred by Contractor, pursuant to Section 4.4 of this
Agreement, and its personnel for travel (including transportation costs, living accommodations,
and meals) in connection with performing these services, promptly upon the submission of
invoice statements to County. Travel and Reimbursable Expenses must be approved in
advance in writing by the County. Travel expenses shall be reimbursed as per Section 112.061
Fla. Stats.
Category A: Corporate Marketing and Consulting Fees
Time and Material Total Not-to Exceed: $444,000.00
Personnel Hourly Rate
Principal $ 120.00
Senior Manager $ 80.00
Manager $ 50.00
Accountant $ 50.00
Category B: Operational Startup Costs
Total Not-to Exceed: $341,000.00 (billed at actual cost)
The operational startup costs include, but not limited to the following items:
Background Checks
F&B Consultant
Hiring Costs
Insurance
Licenses/Permits
Marketing &Advertising
Logo & Branding Development
Website Development
Printing in Park
Staff Apparel
Travel (per Section 4.4 of this Agreement)
Food & Beverage/Merchandise Inventory
Maintenance & Janitorial Supplies
Retail & Food Service Smallware
Utilities/cable/internet - (Provided by the County at no cost to Contractor)
Page 6 of 8
First Amendment to Agreement#18-7404 R
"Collier County Sports Complex Marketing and Support"
l.�
16F1G
Category C: Limited Park Staffing
Time and Material $165,000.00
} Total Not-to Exceed:
The Contractor shall obtain written approval from the County's Contract Administrative Agent
prior to staff being assigned to provide the services. The Contractor shall also provide the
County's Contract Administrative Agent compliance of park staffing background checks,
pursuant to Section 29, Security, of this Agreement.
lk ... ._._.,,.,, , , f..,,.... - •-. .
3rd Quarter 4th Quarter 1st Quarter 2nd Quarter
Employee August September October November December January February March April May
General Manager $ - $ 7,583.33 $ 7,583.33$ 7,583.33 $ 7,583.33 $ 7,583.33$ 7,583.33 $ 7,583.33 $ 7,583.33 $ - $ 60,666.64
Parks Sales Representative $ - $ 5,416.67 $ 5,416.67$ 5,416.67 $ 5,416.67 $ 5,416.67$ 5,416.67 $ 5,416.67 $ 5,416.67 $ - $ 43,333.36
Sports Coordinator 1 $ - $ - $ - $ - $ - $ 5,416.67$ 5,416.67 $ 5,416.67 $ 5,416.67 $ - $ 21,666.68
Sports Coordinator 2 $ - $ - $ - $ - $ - $ - $ - $ - $ . $ - $
Assistant General Manager $ - $ - $ - $ - S - $ - $ 5,958.33 $ 5,958.33 $ 5,958.33 $ - $ 17,874.99
(Retail+Amenities)
Hospitality Manager $ - $ - $ - $ - $ - 5 - $ 5,416.67 $ 5,416.67 S 5,416.67 $ - $ 16,250.01
Events Coordinator $ - $ - $ - $ - $ - 5 - $ - $ - $ 4,875.00 $ - $ 4,875.00
TOTAL $ - $ 13,000.00 $ 13,000.00$ 13,000.00 $ 13,000.00 $ 18,416.67$ 29,791.67 $ 29,791.67 $ 34,666.67 $ - $ 164,666.68
1
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Page 7 of 8
First Amendment to Agreement#18.7404
"Collier County Sports Complex Marketing and Support"
16F1G
Category C: Limited Park Staffing
The parties have negotiated the following rates for subsequent years:
YEAR 1
Position Salary Benefits Total
General Manager $ 70,000 $ 21,000 $ 91,000
Assistant General Manager $ 55,000 $ 16,500 $ 71,500 _
Sport Coordinator 1 $ 50,000 $ 15,000 $ 65,000
Sport Coordinator 2 $ 45,000 $ 13,500 $ 58,500
Retail Coordinator $ 45,000 $ 13,500 $ 58,500
Events Coordinator $ 45,000 $ 13,500 $ 58,500
Great Lawn Coordinator $ 30,000 $ 9,000 $ 39,000
Hospitality Manager $ 50,000 $ 15,000 $ 65,000
Park Sales Representative $ 50,000 $ 15,000 $ 65,000
Total: $ 440,000 $ 132,000 $ 572,000
YEAR 2
Position Salary Benefits Total
General Manager $ 72,800 $ 21,840 $ 94,640
Assistant General Manager $ 57,200 $ 17,160 $ 74,360
Sport Coordinator $ 52,000 $ 15,600 $ 67,600
Sport Coordinator $ 46,800 $ 14,040 $ 60,840
Retail Coordinator $ 46,800 $ 14,040 $ 60,840
Events Coordinator $ 46,800 $ 14,040 $ 60,840
Great Lawn Coordinator $ 31,200 $ 9,360 $ 40,560
Hospitality Manager $ 52,000 $ 15,600 $ 67,600
Park Sales Representative $ 50,000 $ 15,000 $ 65,000
Total: $ 455,600 $ 136,680 $ 592,280
YEAR 3
Position Salary Benefits Total
General Manager $ 75,712 $ 22,714 $ 98,426
Assistant General Manager $ 59,488 $ 17,846 $ 77,334
Sport Coordinator $ 54,080 $ 16,224 $ 70,304
Sport Coordinator $ 48,672 $ 14,602 $ 63,274
Retail Coordinator $ 48,672 $ 14,602 $ 63,274
Events Coordinator $ 48,672 $ 14,602 $ 63,274
Great Lawn Coordinator $ 32,448 $ 9,734 $ 42,182
Hospitality Manager $ 54,080 $ 16,224 $ 70,304
Hospitality Supervisor $ 40,000 $ 12,000 $ 52,000
Park Sales Representative $ 55,000 $ 16,500 $ 71,500
Total: $ 516,824 $ 155,047 $ 671,871
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First Amendment to Agreement#18-7404
"Collier County Sports Complex Marketing and Support"