Item E06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: APRIL 19,2006
Division:
TDC
Bulk Item: Y es ~
No
Department:
StaiT Contact Person: Maxine Pacini
AGENDA ITEM \VORDING:
Approval of an Amendment for extension and monetary compensation with Prange & O'hearn
Insights, Inc. to provide Visitor Profile Survey Services.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original Agreement at their meeting of April 16, 2003
CONTR..~CT/AGREEMENT CHANGES:
Amendment to extend and increase compensation
STAFF RECOMMENDATIONS:
Approval
TOT AL COST: $62,500 plus an amount not to exceed $3,600 per year for expenses
BUDGETED: Yes ~ No
COST TO COUNTY: $62,500 plus an amount not to exceed $3,600 per year for expenses
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes ~ No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty ~ OMB/Purchasing ~
Risk Management ~
DIVISION DIRECTOR APPROVAL:
DOCUMENT ATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/05
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Prange & O'Hearn Insights Contract #
Inc, Effective Date: 6/1 106
Expiration Date:
Contract Purpose/Description:
Approval of an Amendment for extension and monetary compensation with Prange &
O'hearn Insights, Inc. to provide Visitor Profile Survey Services.
Contract Manager: Maxine Pacini 3523 TDC # 3
(Name) (Ex!. ) (Department/Stop #)
for BOCC meeting on 4/19106 Agenda Deadline 4/4/06
CONTRACT COSTS
Total Dollar Value of Contract: $ 66,100
Budgeted? Yes[g] No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $ 61,000
~704o..53ill40-~+57B53t)*"530340
tit, - ~ b"1D3ttO - T"-G"J.<;l;j( 53D:>y;Q
-
-~~~-
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
YesD No0
/
YesDNo~
Changes
Needed
YesDi Norz:l/
. '--'
Risk Management
O.~BjPurchasl g ~-'.D{j
County Attorney
S.Hutton
Comments:
OMB Form Revised 2/27/01 Mep #2
AMENDMENT TO AGREEMENT
m.. THIS ADDENDUM to agreement is made and entered into this :s ':d- day of
,Cf. J"--. 2006, between the County of Monroe (County) and PRANGE & O'HEARN
INSIGHTS, INC.
WHEREAS, there was a contract entered into on April 16, 2003, between the
parties for Visitor Profile Survey Services; and
WHEREAS, the contract allows for an additional two (2) year extension under
the same terms and conditions, upon mutual consent of the parties, and subject to
negotiation of monetary terms;
NOW, THEREFORE, in consideration of the mutual covenants contained herein
the parties agree to the amended agreement as follows:
1. The contract period as outlined in Paragraph 1 is extended to May 31,
2008.
2. Effective June 1, 2006, the compensation in paragraph 4 shall read:
The Firm's annual fee shall be $62,500 with an additional amount of no more
than $3,600 per year for approved expenses. Miscellaneous expenses may
include travel, lodging, printing, mailing, couriers, postage, respondent incentives
(if required), etc. Miscellaneous expenses must be approved in advance and
billed separately. Monroe County's performance and obligation to pay under this
contract is contingent upon an annual appropriation by the SOCC.
3. Effective June 1,2006, the billings provision in paragraph 5 shall read:
The annual initial billing will be $15,625, followed by 12 equal monthly billings of
$3,906.25.
4. The remaining provisions of the contract dated April 16, 2003 shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day
and year first above written.
(SEAL)
ATTEST: DANNY L KOLHAGE, CLERK
/e",,\\
! Prange & O'Hearn Insights, Inc.
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PreSIdent ......
SOARD OF COUNTY
COMMISSIONERS OF
MONROE COUNTY, FLORIDA
Deputy Clerk
Mayor/Chairman
SUZANNt A.
q~~I~~~"Y r'.~; 'I 'Y-ARN~"
_. "",,,".')1. ;'i'....."~ . .:/ rd'V' C!
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Visitor Profile Survey Services Amendment
Memorandum
To: Harold
cc: Maxine
From: Jessica
Date: l!26!06
Re: Visitor Profile Survey Agreement
The Visitor Profile Survey agreement expires on May 31 st of this year. Our
contract agreement with the vendor, Prange & O'Hearn's Insights, Inc., allows for
an additional two (2) year extension under the same terms and conditions, upon
mutual consent of the parties, and subject to the negotiation of monetary terms.
I have contacted Insights, Inc. to discuss exercising the two year contract
extension option. Insights, Inc. has expressed their consent to a two year
extension, under the same terms and conditions, with a nominal increase in
compensation.
Given the rising cost of conducting the contracted interviews, Insights, Inc. has
requested an increased compensation of $1.00 per completed interview. This
equates to $3,000 per year. The allowance for monthly expenses would remain
unchanged. The total increase, therefore, would be 5% over the 2003 contracted
compensation. This suggested increase falls below the CPI increase for the same
time period; approximately 8% from 2003 to 2005.
Insights, Inc. has been supplying the Visitor Profile Survey for us since 1996 and
has done an excellent job. Insights, Inc. has also contracted with us on several
other surveys, and has consistently met or exceeded our service expectations. For
these reasons, and given the below CPI requested compensation increase, I
recommend the TDC exercise our option to extend the contractt0r an additional
two years with an increased compensation of $1.00 per survey.
I 2()!
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VISITOR PROFILE SURVEY AGREEMENT
THIS AGREEMENT is entered into this lti day of I
2003, by and between the BOARD OF COUNTY COMMISSIONERS, Monroe County,
Florida, hereinafter referred to as the COUNTY, and PRANGE & O'HEARN INSIGHTS,
INC., hereinafter referred to as FIRM;
WITNESSETH
WHEREAS, FIRM is qualified to provide Visitor Profile Survey Services, and;
WHEREAS, the Monroe County Tourist Development Council (TDC) has
recommended this contract be entered into provide services, and;
WHEREAS, the COUNTY wishes to enter into this Agreement for services with
the FIRM,
1. TERM: The term of this Agreement is for a period of three years
commencing June 1, 2003 and terminating on May 31, 2006 subject to Section 10
herein.
2. SERVICES: In consideration of the base monthly contractual amount,
the FIRM shall provide the following services on behalf of the Florida Keys & Key West:
A. Survey Design - Develop survey instrument, restricting the number of
questions so that the interview can be completed in a 3-5 minute time frame. Pretest
questionnaire to ensure validity of response and timing requirements.
B. Field Set Up -Identify key locations for interview sites. Develop a rotation
plan for the locations selected, to provide alternates to unproductive sites as well as to
broaden the reach of the field interviewing crew. Recruit interviewers from local labor
pool from various locations in the Keys. Instruct interviewers in respondent selection
techniques to be used, qualification criteria, and survey instrument administration.
Supervise interviewers in the field.
C. Data Collection - Develop project schedule to provide a guide for
interview completion. Conduct intercept interviews with visitors at selected locations
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Prange & O'Hearn 2003
througout the five regions of Monroe county (Key Largo, Islamorda, Marathon, Lower
Keys, and Key West). Achieve a quota of 250 completed interviews (approximately 50
per month) in each region during each season, for a total interview base of 3,000 per
year. Rotate schedule so that days of the week are covered and a variety of visitors are
interviewed.
O. Data Cleaning and Input - Review each questinnaire for completeness
and legibility. Input survey responses and deliver to TOC monthly survey data via
diskette or e-mailed file, in a format compatible with TOC's computer software.
3. REPORTS: The FIRM shall provide to TOC Administrative Office, 1201
White Street, Suite 102, Key West, Florida, reports and documentation of results of
services. Reports shall show, at a minimum:
Monthly survey data via diskette or e-mailed file, in a format compatible with
TOC's computer software.
All completed questionnaires and other hard copy from field work.
1-
4. COMPENSATION: The FIRM's annual fee shall be $59,500, with an
additional amount of no more than $3,600 per year for approved expenses.
Miscellaneous expenses may include travel, lodging, printing, mailing, couriers,
postage, respondent incentives (if required), etc. Miscellaneous expenses must be
approved in advance and billed separately. Monroe County's performance and
obligation to pay under this contract is contingent upon an annual appropriation by the
BOCC.
5. BILLINGS: The FIRM shall submit to the TDC Administrative Office an
initial billing for 25% ($14,875.00) each contract year, due upon receipt of the project
design document and survey instrument, followed by 12 equal monthly billings of
$3,718.75 for contract services, and up to $300 per month for all other approved
charges incurred during the previous month for which payment is due from the
COUNTY as authorized under this Agreement. The COUNTY shall be responsible for
payment of all authorized fees and costs due to the FIRM while this Agreement is in
force which fees and costs are described and limited in paragraph 4. Said payments
shall be sent by mail by COUNTY directly to Prange & O'Hearn's Insights, Inc" 43 East
Ocean Boulevard, Stuart, FL 34994.
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Prange & O'Hearn 2003
,0
6. LICENSES AND QUALIFICATION: The FIRM warrants that it is qualified
to perform the services under this agreement and holds any licenses necessary for
same.
7 . INDEMNIFICATION AND HOLD HARMLESS: The Contractor covenants
and agrees to indemnify and hold harmless Monroe County Board of County
Commissioners from any and all claims for bodily injury (including death), personal
injury, and property damage (including property owned by Monroe County) and any
other losses, damages, and expenses (including attorney's fees) which arise out of, in
connection with, or by reason of services provided by the Contractor or any of its
Subcontractor(s) in any tier, occasioned by the negligence, errors, or other wrongful act
or omission of the Contractor or its Subcontractors in any tier, their employees, or
agents.
I n the event the completion of the project (to include the work of others) is
delayed or suspended as a result of the Contractor's failure to purchase or maintain the
required insurance, the Contractor shall indemnify the County from any and all
increased expenses resulting from such delay.
The first ten dollars ($10.00) of remuneration paid to the Contractor is for the
indemnification provided for above.
The extent of liability is in no way limited to, reduced, or lessened by the
insurance requirements contained elsewhere within this agreement.
8. INSURANCE: The agency shall maintain the following required insurance
throughout the entire term of the contract and any extensions. Failure to comply with
this provision may result in the immediate suspension of all work until the required
insurance has been reinstated or replaced. Delays in the completion of work resulting
from the failure of the agency to maintain the required insurance shall not extend any
deadlines specified in this contract and any penalties and failure to perform
assessments shall be imposed as if the work had not been suspended, except for
agency's failure to maintain the required insurance.
The agency shall provide, to the County, as satisfactory evidence of the required
insurance, either:
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Prange & O'Hearn 2003
*
Original Certificate of Insurance
or
A Certified copy of the actual insurance policy
..
The COUNTY, at its sole option, has the right to request a certified copy of any or all
insurance policies required by this contract.
All Insurance policies must specify that they are not subject to cancellation, non-
renewal, material change, or reduction in coverage unless a minimum of thirty (30) days
prior notification is given to the COUNTY by the insurer.
The acceptance and/or approval of the agency's insurance shall not be construed as
relieving the agency from any liability or obligation assumed under this contract or
imposed by law.
The Monroe County Board of County Commissioners, its employees and officials will be
included as "Additional Insured" on all policies, except for Workers' Compensation.
Any deviations from these General Insurance Requirements must be requested in
writing on the County prepared from entitled "Request for Waiver of Insurance
Requirements" and approved by Monroe County Risk Management.
A. Prior to the commencement of work governed by this contract the agency shall
obtain
Workers' Compensation Insurance with limits sufficient to respond to Florida Statute
440.
In addition, the agency shall obtain Employers' Liability Insurance with limits of not less
than:
$100,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease
$100,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire term of the contract.
Coverage shall be provided by a company or companies authorized to transact
business in the state of Florida and the company or companies must maintain a
minimum rating of A-V 1 , as assigned by the A.M. Best Company.
B. Prior to the commencement of work governed by this contract, the agency shall
obtain General Liability Insurance. Coverage shall be maintained throughout the life of
the contract and include, as a minimum:
* Premises Operations
.. Products and Completed Operations
.. Blanket Contractual Liability
* Personal Injury Liability
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Prange & O'Hearn 2003
* Expanded Definition of Property Damage
The minimum limits acceptable shall be:
$1,000,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$ 500,000 per person
$1,000,000 per Occurrence
$ 100,000 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made
policy, its
provisions should include coverage for claims filed on or after the effective date of this
contract. In addition, the period for which claims may be reported should extend for a
minimum of twelve (12) months following the acceptance of work by the COUNTY.
The Monroe County Board of County Commissioners shall be named as Additional
Insured on all policies issued to satisfy the above requirements.
9. APPROVALS AND CHANGES OF SPECIFICATIONS OF SERVICES:
The TDC shall have the sole and exclusive right to approve, modify, reject, or cancel
any and aU plans, proposals, submissions and other work in process, in which event the
TDC's directions shall be immediately implemented. However, nothing in this
Agreement shall be construed as requiring the FIRM to violate any contractual
commitments to vendors contracted on TDC's behalf. All contractual commitments to
contracted vendors require the TDC's prior written approval. The COUNTY shall only
be liable for charges approved in writing prior to the FIRM's entering into such
contractual commitment. If any modifications to the specifications become substantial,
the FIRM may elect to re-negotiate the cost of deliverables under the revised
specifications.
The performance of all services between FIRM as described and otherwise
provided under this Agreement will be in full cooperation with and under the direct
supervision of the TDC. Whenever approval is required from the TDC, said approval
shall be in writing from the TDC Administrative Director or a designee, according to
TDC policy.
10. TERMINATION; RENEWAL; Either party shall have the right to cancel
this Agreement at its sole discretion upon sixty (60) days written notice to the other
party. FIRM shall deliver to TDC and COUNTY all papers and other materials related to
the work performed under this Agreement upon termination thereof. County shall pay
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Prange & O'Hearn 2003
FIRM only for such reimbursable expenses authorized prior to termination. If, for any
reason, funds are not appropriated in any fiscal year, FIRM will be given fifteen (15)
days notice of termination, and FIRM will not be required to continue services or
produce deliverables after the termination date.
This agreement may be extended for an additional two (2) years under
the same terms and conditions, upon the mutual consent of the parties and subject to
negotiation of monetary terms, and provided the COUNTY provides FIRM prior written
notice of its election of this option no later than thirty days before this agreement
expires.
11. DISCLOSURE OF FINANCIAL INTERESTS: The FIRM agrees to
disclose any existing financial interest in its business by its suppliers or providers
utilized in fulfillment of this Agreement and shall disclose said interests as they may
arise from time to time.
12. APPLICABLE LAW; VENUE: This Agreement shall be governed by and
construed according to the laws of the State of Florida and all actions brought under or
pursuant to this Agreement shall be brought in a court of competent jurisdiction in
Monroe County, Florida.
13. ENTIRE AGREEMENT AMENDMENT: This writing embodies the entire
Agreement and understanding between the parties hereto, and there are no other
agreements or understandings, oral or written, with reference to the subject matter
hereof that are not merged herein and superseded hereby. Any amendment to this
Agreement shall be in writing and signed by both the COUNTY and FIRM.
14. LAWS AND REGULATIONS: It shall be understood and agreed that any
and all services, materials and equipment shall comply fully with all Local, State and
Federal laws and regulations.
15. TAXES: The Board of County Commissioners and TDC are exempt from
Federal Excise and State of Florida Sales Tax. State Sales Tax and Use Tax
Certificate Number is 03000210354.
16. FINANCE CHARGES: The COUNTY and TDC, shall not be responsible
for any finance charges.
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Prange & O'Hearn 2003
17. ASSIGNMENT: The FIRM shalf not assign, transfer, convey, sublet or
otherwise dispose of this Agreement, or of any or all of its right, title or interest therein,
of his or its power to execute such contract to any person, company or corporation
without prior consent of the COUNTY.
18. OWNERSHIP: All work performed under the Agreement shall be the
property of the TOC and COUNTY, for whatever use and/or disposition the TOC and
COUNTY may deem appropriate. Such property shall include: a) all plans, documents
and recommendations; b) All manuscripts, copy, graphics, and videotapes. The TOC
and COUNTY shall have the full right to reproduce and/or use any products derived
from the contractor's work under the Agreement without payment of any royalties, or
fees. No reproduction of said property shalf be made by FIRM or any other entity for
purposes of resale.
19. COMPLIANCE WITH LAWS - NONDISCRIMINATION: The firm shall
comply with all federal, state and local laws and ordinances applicable to the work or
payment for work thereof, and shall not discriminate on the grounds or race, color,
religion, sex, age, or national origin in the performance of work under this Agreement.
This Agreement shall be subject to all federal, state, and local laws and ordinances.
20 NOTICE: Whenever notice is required by this Agreement to be give to
either party, said notice shall be delivered to:
For County: Ms. Lynda Stuart
Monroe County TDe
1201 White Street, Suite 102
Key West, FL 33040
For FIRM: Jack O'Hearn, President
Prange & O'Hearn's
I nsight, Inc.
43 East Ocean Boulevard
Stuart, FL 34994
21. SEVERABILITY: If any provision of this Agreement shall be held by a
Court of
competent jurisdiction to be invalid or unenforceable, the remainder of this Agreement,
or the application of such provision other than those as to which it is invalid or
unenforceable, shall not be affected thereby; and each provision of this Agreement
shall be valid and enforceable to the fullest extent permitted by law.
22. The FIRM agrees to furnish the TOC with copies of bids of subcontractors.
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Prange & O'Hearn 2003
23. ETHICS CLAUSE: The FIRM warrants that no person has been
employed or retained to solicit or secure this contract upon an Agreement or
understanding for a commission, percentage, brokerage, or contingent fee and that no
member of the Monroe County government or the TDC has any interest, financially or
otherwise, in the FIRM or its subcontractors.
24. PUBLIC ENTITY CRIME STATEMENT: A person or affiliate who has
been placed on the convicted vendor list following a conviction for public entity crime
may not submit a bid on an agreement to provide any goods or services to a public
entity, may not submit a bid on an agreement with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real property
to public entity, may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under an agreement with any public entity, and may not
transact business with any public entity in excess of the threshold amount provided in
Section 287.017, for CATEGORY TWO for a period of 36 months from the date of
being placed on the convicted vendor
list.
IN WITNESS WHEREOF, the parties hereto have caused this instrument
to be executed in their names, and seals impressed hereon, by their proper officials, all
as of the day and year first above written.
(SEAL) .
Attest:, Danny L. Kolhage, Clerk
J1~ ~ ~\J-.:t.J
Deputy . lerk
Board of County Commissioners
of Monroe County
{b>n~
M yo IChalrman
(CORPORATE SEAL)
Attest:
By
OR
Secretary
Witness
8
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Prange & O'Hearn 2003