Agenda 04/14/20 Item # 2 (Agenda ID 12189) 04/27/2020
•
EXECUTIVE SUMMARY
Recommendation that the Board of County Commissioners approve the Second Amendment to
Professional Service Agreement# 18-7404,Collier County Sports Complex Marketing and Support,
to Sports Fields, Inc., of GA d/b/a Sports Fields, Inc. ("SFI"), and make a finding that this
expenditure promotes tourism.
OBJECTIVE: To extend the initial startup, marketing, and, management phase of the Collier County
Sports and Special Events Complex (the "Complex"), under Agreement # 18-7404, through September
30, 2020 for continued professional services from SFI.
CONSIDERATIONS: On October 23, 2018, the Board awarded Professional Services Agreement# 18-
7404 to SFI. Since that award, SFI has been performing services to promote the opening of the Complex.
The Phase I Scope of Services for SFI included consulting and assistance during the design and
construction of the Complex. In consultation with SFI, staff split Phase II be into two (2) sub-phases.
SFI is currently operating under Phase II-A of the contract, which Board approved on September 10,
2019. Phase II-A comprises the operational startup of the facility, to include marketing, advertising, and
partial equipping and staffing of the Complex up to commencement of operations. This phased approach
allowed staff to time the transition from a predominantly marketing, consulting, and start-up operation to
a full management contract based on a negotiated operating agreement that meets the actual date of
completion of the Complex.
Phase II-A started August 1, 2019 and was scheduled to continue through May 1, 2019, at a total planned
cost of $950,000. Due to the spread of the COVID-19 virus throughout the United States and Florida
resulting in various shutdowns of County facilities, staff and SFI wish to extend the Agreement until
September 30, 2020, or the date of substantial completion, turnover, and opening of the Complex without
restrictions(whichever is later), so that the scope can be further defined to enter Phase II-B: Management,
Operation, Advertising, and Marketing of the Complex.
Phase II-A includes the following cost categories:
• Category A: Corporate Marketing and Consulting/Management Fees
• Category B: Operations Start-up Costs
• Category C: Limited Park Staffing
Due to the extension of the contract, Category C expenses for limited park staffing will be increased from
$165,000 to $320,000 to reflect the contract extension through the end of the fiscal year. Categories A and
B will remain the same. This will increase the maximum expenditure for Phase II-A to $1,105,000.
SFI has also updated its staffing structure during the initial hiring of staff, including further defining the
Complex operations and design. Most notably, with the size and phasing of the Complex, SFI has taken
the approach of creating a management-based staffing model that slightly decreases the overall staffing
size, but brings in more experienced staff into multi-functional roles, resulting in a largely budget neutral
effect on the overall model. SFI has worked diligently to keep within the original budget laid out in both
the Phase B start-up scope of work as well as the proposed Year 1 staffing structure.
FISCAL IMPACT: Funding for the extension of the Phase II-A of the Contract is currently available in
Amateur Sports Complex Fund (759). Category C: Limited Park Staffing expenses will be increased
04/27/2020
from $165,000 to $320,000 to reflect the extension of the contract until September 30, 2020 or the date of
substantial completion, turnover, and opening of the Complex(whichever is later) without restrictions can
be further defined to enter Phase II-B: Management, Operation, Advertising, and Marketing of the
Complex.
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this
action.
LEGAL CONSIDERATIONS: This item is approved for form and legality and requires a majority vote
for Board action. -SRT
RECOMMENDATION: That the Board approve the Second Amendment to Professional Service
Agreement # 18-7404, Collier County Sports Complex Marketing and Support, to Sports Fields, Inc., of
GA d/b/a Sports Fields, Inc., and make a finding that this expenditure promotes tourism.
Prepared by: Sean Callahan, Executive Director, Corporate Business Operations
ATTACHMENT(S)
1. 18-7404 Amendment 2 Extension 04.06.20 SIGNED (PDF)
04/27/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 2.1
Doc ID: 12189
Item Summary: Recommendation that the Board of County Commissioners approve the Second
Amendment to Professional Service Agreement # 18-7404, Collier County Sports Complex Marketing
and Support, to Sports Fields, Inc., of GA d/b/a Sports Fields, Inc. ("SFI"), and make a finding that this
expenditure promotes tourism.
Meeting Date: 04/27/2020
Prepared by:
Title: —Corporate Business Operations
Name: Sean Callahan
04/09/2020 9:53 AM
Submitted by:
Title: —Corporate Business Operations
Name: Sean Callahan
04/09/2020 9:53 AM
Approved By:
Review:
County Attorney's Office Sean Callahan Level 2 Attorney Review Skipped 04/09/2020 9:52 AM
County Attorneys Office Sean Callahan Level 3 County Attorney's Office Review Skipped 04/09/2020 9:52 AM
Office of Management and Budget Sean Callahan Level 3 OMB Gatekeeper Review Skipped 04/09/2020 9:52 AM
County Manager's Office Sean Callahan Level 4 County Manager Review Completed 04/09/2020 9:54 AM
Board of County Commissioners MaryJo Brock Meeting Pending 04/27/2020 10:00 PM
SECOND AMENDMENT TO AGREEMENT
#18-7404
FOR
"COLLIER COUNTY SPORTS COMPLEX MARKETING AND SUPPORT"
n THIS SECOND AMENDMENT, made and entered into on this (Q' day of
#i�y I(e, 2020, 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, on September 10, 2019, the County approved the First Amendment to
Agreement # 18-7404, to enter Phase II-A for services related to the project in a not-to-exceed amount
of$950,000 for Corporate Marketing and Consulting Fees, Operations Start-up Costs,and Limited Park
Staffing; and
WHEREAS, due to the spread of the COVID-19 virus throughout the United States and
Florida resulting in various shutdowns of County facilities, the Parties wish to extend this contract until
September 30, 2020, or the date of substantial completion, turnover, and opening of the Complex,
whichever is later,without restrictions,until the Parties can further define and more accurately negotiate
a further amendment to this agreement that addresses entering into the Phase II-B: Management,
Operation, Advertising,and Marketing of the Complex under these changed circumstances;and
NOW, THEREFORE, in consideration of the mutual promises and covenants herein
contained, it is agreed by the Parties as follows:
1. The additional services set forth in the scope of services attached to the First Amendment
to Agreement # 18-7404, Exhibit Al-1, Phase II Scope of Services, shall continue through September
30, 2020, or the date of substantial completion, turnover, and opening of the Complex, whichever is
later.
2. The fees for these additional services is set forth in Exhibit B-1 Phase II-A Fee and Project
Schedule, which is replaced in its entirety as amended and attached hereto, and is hereby incorporated
into the Agreement, and shall continue through September 30, 2020, or the date of substantial
completion,turnover,and opening of the Complex,whichever is later.
All other terms and conditions of the agreement shall remain in force.
(remainder of this page is intentionally left blank)
Page 1 of 4
First Amendment to Agreement x18.7404
'Collier County Sports Complex Mart etmg and Support'
IN WITNESS WHEREOF. the Parties hereto. have each, respectivel • by an authorized
person or agent. have executed this Amendment on the date and year first N‘ritten above.
Crystal K. Kinzel. Clerk of Courts and Office of the County Manager
Comptroller
• a lgap
By: •.40'.
. Deputy Clerk Ochs. County Marer
Contractor's Fir n CONTRACTOR:
Sports Fields. Inc.,of GA d/b/a Sports Fields.
By
• fel By:
Print Name
Contractofs Second Witness:
A A I IA 1 1,0
Print Name and Title
By:
Print Name
Approved as to Form and Legality:
_6/.01)
Scott R. Teach
DeputyCounty Attorney
(remainder of this page is intentionally left blank)
Page 2 of 4
Full Amendment In Agreement 118.7404
'Collier County Sports Complex Marketing and Support"
Exhibit 13-1 Phase II-A Fee Schedule and Project Schedule
The Parties agree to commence the services of this Amendment on August I,2019 and end on September
30, 2020, or the date of substantial completion, turnover, and opening of the Complex, whichever is
later. 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 he 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 M inagei $ 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, hut 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 & I ootl Service Smallware
tlti1ities/cable/internet- (Provided by the County at no cost to Contractor)
Page 3 of 4
first Amendment to Agreement#18-7404
"Collior County Sports Complex Marketing and Support" /~�
1
Category C:Limited Park Staffing
Time and Material $3204000
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.
The following negotiated rates and structure shall apply to the services performed by SF'staff under this
category as stated below:
Position — Salary Benefits Total'
General Manager $ 85,000 $ 25,000 $ 110,000
Assistant General Manager $ 65,000 $ 31,000 96 000
Sports Manager t $ 67,000 $ 25.000 $ 92,000
Sports Manager 2 $ 52,000 $ 8,000 k§1,911:2
Park Superintendent $ 60,000 $ 7.000 $A7AQQ,
_Hospitality Manager $ 70,000 $ 24,000 $ 94,000
Total: $399,000 $ 120,000 $ 519,000
'The rates are based on annual compensation salaries with incorporated benefits. These totals will be
paid, per position, for services actually provided, in the monthly amounts set forth in accordance with
the below table.
2nd Quarter 3rd Quarter 4th Quarter
Employee March April May June July August September
General Manager $9,063.34 $9,063.34 $9,063.34 $9,063.34 $9,063.34 $9.063.34 $9,063.34 $63.443.38
Park Superintendent $5,509.88 $5.509.88 $5,509.88 $5,509.88 $5,509.88 $5,509.88 $5,509.88 $38,569.16
Spurts Manager $7,633.06 $7,633.06 $7,633.06 $7,633.06 57,633,06 $7,633.06 $7,633.06 $53,431.42
Sports Manager $7,989.21 57.989.21 $7,989.21 $7,989.21 57.W)21 $7,989.21 $7,989.21 $55,924.47
Assistant GM $4,969.10 54.969.10 $4,969.10 $4,969.10 54,90).10 $4.969.10 $4,969.10 $34,783.70
Huspitaliity Manager $7,754.80 $7,754.80 $7,754.80 $7.754.80 57.75480 $7,754.80 $7.754.80 $54,283.60
Total $42,919.39 $42,919.39 $42,919.39 $42,919.39 $42,919.39 $42,919.39 $42,919.39 S300,435.73
Page 4 of 4
keret Amendment to Agreement N18-7404 ,,,...
"Collier County Sports Complex Marketing and Support"
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