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HomeMy WebLinkAboutCity of Tamarac Resolution R-2001-096January 25, 2001 - Temp Reso #9262 1 Revision No. 1 - February 6, 2001 Revision No. 2 - February 7, 2001 Revision No. 3 - March 2, 2001 Revision No. 4 - March 15, 2001 Revision No. 5 - April 5, 2001 Revision No. 6 - April 11, 2001 Revision No. 7 - April 16, 2001 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2001-96 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF TAMARAC AND ADKINS & ASSOCIATES, INC. FOR THE PRODUCTION OF AN ECONOMIC DEVELOPMENT MARKETING VIDEO FOR AN AMOUNT NOT TO EXCEED $18,300.00; AUTHORIZING THE APPROPRIATE BUDGET TRANSFERS TO THE GENERAL FUND ACCOUNT ENTITLED, "PROMOTIONAL ACTIVITIES - OTHER"; CASE NO.6-MI-01; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, Economic Development was identified as a priority in the City's Major Issues I and II documents; and WHEREAS, the new Economic Development Strategy identifies marketing as one (1) of the goals of the program; and WHEREAS, an up -scale video that provides an overview of the quality of life and business opportunities in the City of Tamarac will be used as a part of the marketing package to attract new businesses to Tamarac; and WHEREAS, the staff of the Public Information Office and Community Development Department prepared detailed specifications in July 2000 and revised detailed specifications on November 2, 2000 and March 6, 2001 (attached hereto as Exhibit "A") to January 25, 2001 - Temp Reso #9262 2 Revision No. 1 - February 6, 2001 Revision No. 2- February 7, 2001 Revision No. 3 - March 2, 2001 Revision No. 4 - March 15, 2001 Revision No. 5 - April 5, 2001 Revision No. 6 - April 11, 2001 Revision No. 7 - April 16, 2001 solicit proposals to hire a video company to produce the video; and WHEREAS, in response to the Request for Proposals, four (4) video companies submitted their scope of work, price (attached hereto as Exhibit "B"), and examples of their work; and WHEREAS, the staff of the Community Development Department and the Public Information Office reviewed this information and interviewed the top companies; and WHEREAS, based on these discussions, a Video Proposal was received from Adkins & Associates, Inc. and was determined to be the most responsible and responsive proposal; and WHEREAS, funds exist in the Economic Development Division budget under various marketing related line -items for the cost of the services of the video production company; and WHEREAS, a budget transfer will be necessary to consolidate the funds under Account No. 001-3040-559.48-10 "Promotional Activities -Other"; and WHEREAS, the Director of Community Development recommends approval; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interests of the citizens and residents of the City of Tamarac to authorize the appropriate City Officials to execute an Agreement between the City of Tamarac and Adkins & Associates, Inc. for the production of an Economic Development marketing video January 25, 2001 - Temp Reso #9262 3 Revision No. 1 - February 6, 2001 Revision No. 2 - February 7, 2001 Revision No. 3 - March 2, 2001 Revision No. 4 - March 15, 2001 Revision No. 5 - April 5, 2001 Revision No. 6 - April 11, 2001 Revision No. 7 - April 16, 2001 for an amount not to exceed $18,300.00; authorizing the appropriate budget transfers to the General Fund Account entitled, "Promotional Activities -Other". NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: That the City Commission hereby authorizes the appropriate City Officials to execute an Agreement between the City of Tamarac and Adkins & Associates, Inc. for the production of an Economic Development marketing video for an amount not to exceed $18,300.00 (attached hereto as Exhibit "C") SECTION 3: That the City Commission hereby authorizes the appropriate budget transfers in the amount of Twelve Thousand Eight Hundred ($12,800.00) Dollars from various account numbers in the General Fund Account to the General Fund Account No. 001.3040.559.48-10 entitled, "Promotional Activities -Other' for the production of an Economic Development marketing video. SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. January 25, 2001 - Temp Reso #9262 4 Revision No. 1 - February 6, 2001 Revision No. 2- February 7, 2001 Revision No. 3 - March 2, 2001 Revision No. 4 - March 15, 2001 Revision No. 5 - April 5, 2001 Revision No. 6 - April 11, 2001 Revision No. 7 - April 16, 2001 SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 25'h day of April, 2001. JOE SCHREIBER MAYOR ATTEST: r MARION SWENSON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RESOL.11TION as to foNn. / MITGHELL,6 RAF v' CITY A ORNEY com mdev\u:\pats\userdata\wpdata\res\9262 reso RECORD OF COMMISSION VOTE: MAYOR SCHREIBER C,% DIST 1: COMM. PORTNER DIST 2: COMM. MISHKIN� DIST 3: V/M SULTANOF� DIST 4: COMM. ROBERTS 1 1 1-1 EXHIBIT "A" TEMP RESO #9262 City of Tamarac Economic Development Videos - Specs, July, 2000 The City of Tamarac invites you to quote a turnkey package to write, shoot and edit the following: Project # 1: "We Mean Business" A 6-8 minute piece explaining/illustrating economic development opportunities in Tamarac. It will feature3-4 testimonials to be shot at separate locations in Tamarac and Sunrise offices, probably a standup open in Tamarac Commerce Park; artists renderings of planned construction; aerials and ground level cover of Tamarac Commerce Park; stock aerials of Port Everglades, the Ft. Lauderdale International Airport and local rail facilities; stock footage of Florida Panthers hockey, Florida Marlins baseball, Sawgrass Mall, exteriors of National Car Rental Center and local golf; cover of Tamarac facilities, parks, etc, and some text character generator pages. Your firm will supply appropriate music (not original). We will set up and schedule all shooting (except aerials), and will accompany your crew on all shooting to facilitate and expedite. We will furnish written materials and interview subjects from which your personnel will write the script. We will edit to a final shooting script, and sit in to provide editorial direction on all audio and video editing. We will provide voice over talent for recording in your facilities. To expedite editing, we will ask for a time -coded VHS of all footage, sound and B-roll, from which we will select all sound bites and suggest cover shots and provide you cues and time -code references before editing. We would prefer to do a rough video cut on an Avid or similar digital editing off- line format in the interest of time and cost efficiencies, if such equipment is available in your firm. We will want to master on a one -inch, beta or similar quality format and receive four VHS copies. The City of Tamarac will own and take delivery on the entire project, including all field tapes, audiotapes, CG computer discs and masters created as part of the project. We would prefer that bidders own all the equipment proposed for use on these projects, with the obvious exceptions of the helicopter or fixed -wing aircraft. If you must lease any equipment, please list such on your proposal. Project # 2: Shoot highlights of a 4-hour meeting/luncheon, all occurring at the Woodmont County Club in the City of Tamarac at a date to be determined. We will shoot several interviews, shoot podium speakers and general B-roll cover. Page 1 of 4 Project # 3: Write, produce and edit a 6-8 minute video drawing on video from Projects # 1 & 2. Editing, ownership and all other instructions from Project # 1 will apply to this project as well. Project # 4: Write, edit and produce from Projects # 1 & 2 two 5-6 minute videos: 1) a Tour of Commercial/Light Industrial opportunities in Tamarac, and 2) a Tour of Retail/Storefront opportunities in Tamarac. Editing, ownership and all other instructions from Project # 1 will apply to this project as well. Project # 5: Shoot highlights of a 4-hour breakfast/meeting, all occurring at a yet to be determined facility in the City of Tamarac at a date to be determined. We will shoot several interviews, shoot podium speakers and general B-roll cover. Contact: Jay Moore, Public Information officer, (954) 724-1233-voice, 724-2549-fax. Thank you. Page 2of4 City of Tamarac Economic Development Videos Revised Specs November 29 2000 Project # 1: "We Mean Business" A 6-8 minute piece explaining/illustrating economic development opportunities in Tamarac. It will feature3-4 testimonials to be shot at separate locations in Tamarac 'and Sunrise offices, probably a standup open in Tamarac Commerce Park; artists renderings of planned construction; aerials and ground level cover of Tamarac Commerce Park; stock aerials of Port Everglades, the Ft. Lauderdale International Airport and local rail facilities; stock footage of Florida Panthers hockey, Florida Marlins baseball, Sawgrass Mall, exteriors of National Car Rental Center and local golf; cover of Tamarac facilities, parks, etc, and some text character generator pages. Your firm will supply appropriate music (not original). We will set up and schedule all shooting (except aerials), and will accompany your crew on all shooting to facilitate and expedite. We will write the script and furnish interview subjects. We will sit in to provide editorial direction on all audio and video editing. We will provide voice over talent for recording in your facilities. To expedite editing, we will ask for a time -coded VHS of all footage, sound and B-roll, from which we will select all sound bites and suggest cover shots and provide you cues and time -code references before editing. , We would prefer to do a rough video cut on an Avid or similar digital editing off- line format in the interest of time and cost efficiencies, if such equipment is available in your firm. We will want to master on a one -inch, beta or similar quality format and receive four VHS copies. The City of Tamarac will own and take delivery on the entire project, including all field tapes, audiotapes, CG computer discs and masters created as part of the project. We would prefer that bidders own all the equipment proposed for use on these projects, with the obvious exceptions of the helicopter or fixed -wing aircraft. If you must lease any equipment, please list such on your proposal. Project # 2: These 2- video tours are designed to show out-of-town prospects the types of land available for construction, the large Commercial/Light Industrial/Manufacturing facilities and the retail spaces available in Tamarac. They will probably re -use some of the regional geographical orientation video used in Project # 1(high-speed highway, rail, air/sea access). There may be a testimonial in each, again probably lifted from Project # 1. No standups. Otherwise, all voice-over, with some character generator info. 1) A 4-minute Tour of Commercial/Light Industrial Opportunities in Tamarac, and 2) a 4-minute Tour of Retail/Storefront opportunities in Tamarac. Editing, ownership and all other instructions from Project # 1 will apply to this project as well. Contact: Jay Moore, Public Information Officer, (954) 724-1233-voice, 724-2549-fax. Page 3 of 4 City of Tamarac Economic Development Videos Revised Specs March 6, 2001 Project #1: "We Mean Business" The end product will be a four (4) minute video explaining/illustrating economic development opportunities in Tamarac. It may feature open shots in Tamarac Commerce Park, local shopping centers and other places of business; artists renderings of planned construction; aerials of Tamarac Commerce Park; stock aerials of Port Everglades, the Ft. Lauderdale International Airport and local rail facilities; stock footage of Florida Panthers hockey, Florida Marlins baseball, Sawgrass Mall, exteriors of National Car Rental Center and recreational facilities including parks and beaches; and local golf, cover of Tamarac facilities, parks, housing, schools, etc. and some text character generator pages. Your firm will provide project management to include script review, photo review, voice- over talent, site research, direction and presentation. You will set and schedule all shooting (except aerials), and we will accompany your crew on all shooting to facilitate and expedite. A draft script will be provided. Your firm will assist us in consolidating and editing for content and time. Your firm will supply appropriate music (not original). Your firm will provide voice over talent for recording in your facilities and editing. We will be present to provide editorial direction on all audio and video editing. To expedite editing, we will ask for a time - coded VHS of all footage, sound and B-roll, from which we will select all sound bites and suggest cover shots and provide you cues and time -code references before editing. We would prefer to do a rough video cut on an Avid or similar digital editing off-line format in the interest of time and cost efficiencies, if such equipment is available in your firm. We will want to master on a one -inch, beta or similar quality format and receive two VHS copies. The City of Tamarac will own and take delivery on the entire project, including all field tapes, audiotapes, CG computer discs and masters created as part of the project. We prefer that bidders own all the equipment proposed for use on these projects, with the obvious exceptions of the helicopter or fixed -wing aircraft. If you must lease any equipment, please list such on your proposal. Please indicate anticipated number of shoot days, editing days, number in crew, own/lease equipment, fixed price for entire video production and separate quote for aerial photography not on file. List experience with shooting this type of video for any other municipalities or government agencies. Contact: Tammy Reed -Holguin, Economic Development Manager, (954) 724-1344 voice, (954) 724-2453 fax Please return your written quote by fax to Ms. Holguin by Friday, March 9 at 5 p.m. Thank you for your interest. Page 4 of 4 EXHIBIT "B" TEMP RESO #9262 � 'o 0 C O O Q !/? 6c� 9 M y � G u x n efi W 4r. .s vs us sA wg S S °a `4 rz F 0 t+9 io, a9 6'3 o or.g U x P. O V r• .b r• a> F O W F O � V C 4, R. m at Ca v� v� 3 rn �n O ov 0 7k Q N M C+1 M w OZ pe O � �J VJ Ri Q "RAAMWPAMT. Y M OR *oNDFr4W Or ' 1 �lslArla7E Al,adp M by ?w F YL � or IO.uawa. TL�M4 o M � LxIIMTAL--w ACr! A -A MIWMJUMKn ANY AIM Au. OWNED Avroe ar,mxao Aumos HA AUMB x "a"Me C Aires LY�rtY 11N+AtfrO 7LASSUf COO" 0 CLWyNW" 0MOZOrfrf A oTNM1 3► 1p"lal Vrodvtatica ITIIApr 01101F0�1 ppCul�yrn M-W AFDVff F= YM PM ROWT To W40H Q1 Dl1t IFlp Ffl�N i1 i111OCr To 4t, 7m T"*&. FG&r IIUNr111 . . 10-00 10/21/2000 10/21/2001 wr M MMAD DR kiyjp j ':N �IT11]lIM QF 1lC*1 pOSt4511 t�wrs 00 10/21/2000 10/21/11001 �oaaYiN.Rnnr / / / / loacrwswr Arts r.p,� arrrtr,� _ . nitro near. 7 0000126 OD ICW0006210-00 114 t.n...a..,"! City of Tamarac 7525 NW 88 Avenue, Tamarac, FL 33321-240 1 . �canc "-saw; 10/21/2000 10/21/2D01 c4 10/21/2000 16/21/2401WIMI's DWI". I.o00,a00 s,000,00a l,t)oo. Do 1,too. 000 1ao,00a 2.00,000 s00_,000 $00.000 Ow" MV or no "WI ML4gf Y gym sfimftTf* WMTM DATE 7NMMWj IM %OLL OgWVM 10 M ZR— pays uwtm "m5t- a Tw ciff—ts oftnM wrw lr* Tm Lww. trot VA LOW TO Op a* "0" ACM NO 9GUMAWN all kmM*jry 4'r 4MV PgMb IMCM to memo 01 lima • • ?tioel saq aicTRo►lc u�•.Q.r..1NG .,soiojmaw r..., 0D EXHIBIT "C" TEMP RESO #9262 AGREEMENT BETWEEN THE CITY OF TAMARAC M►e ADKINS & ASSOCIATES, INC. THIS AGREEMENT is made and entered into this 25 day of April, 2001 by and between the City of Tamarac, a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL 33321-2401 (the "City") and Adkins Associates, Inc. 2222 Ponce De Leon Blvd., 6tn Floor, Coral Gables, FL 33134 (the "Consultant") to assist the City of Tamarac in the production of an Economic Development marketing video. In consideration of the mutual promises contained in this document, the City and Consultant agree as follows: 1. The period of this agreement shall be from April -25 , 2001 until the acceptance of the final edited version of the Economic Development video by the City. 2. Consultant shall perform the services described in Attachment A attached hereto and incorporated herein as if set forth in full. Upon satisfactory performance of said services described in the attached Attachment A, the City will pay Consultant an amount not to exceed $18,300. Payment will be made upon completion, delivery, and acceptable by the City of the written report as detailed in Attachment A and submission of an invoice for said report. Consultant shall not incur costs for performance of services under this Agreement in exc --- the prior written authorization of the City Manager. 3. In perfi Agreement, Consultant shall be deemed an independent Con for be an agent or employee of the City. As an independent ( II be solely responsible for determining the means and methc ,sional and/or technical services described in Attachment A. TI assigned by Consultant; any attempt to do so shall be void and ultant's activities shall be at its own risk and Consultant is hereby given notice of its responsibility for arrangements to guard against physical, financial, and other risks as appropriate. Consultant shall observe and abide by all applicable laws and regulations, including, but not limited to, those of the City of Tamarac relative to conduct on its premises. Consultant shall perform its services with that standard of professional care, skill, and diligence normally provided in the performance of similar services. 4. Except as specifically authorized by the City in writing, information and other data developed or acquired by or furnished to Consultant in the performance of this Agreement shall be used only in connection with the services provided the City. All work products, drawings, and specifications developed as a result of this Agreement shall become the property of the City. 5. Either the City or Consultant may terminate performance under this Agreement at any time by notifying the other party in writing at least thirty (30) days in advance of the effective date of termination specified in such notice. 6. Consultant shall be reasonably available to the City through telephone access and shall notify the City promptly of any absence or anticipated delay in the performance of her services under this Agreement. 7. The City may at any time, by issuance of a written Change Order to this Agreement by the City Manager make changes, within the scope or period of performance of this Agreement. Consultant and the City Manager will negotiate an equitable adjustment, if appropriate, in the terms of this Agreement to cover any such change. No payment for additional work performed that is not provided for in this Agreement will be made by the City unless such work is performed pursuant to a written Change Order. 8. Consultant shall obtain at Consultant's expense all necessary insurance in such form and amount as required by the City's Risk Manager before beginning work under this Agreement including, but not limited to, Worker's Compensation Insurance, Unemployment Insurance, Consultant's Liability Insurance, and all other insurance required by law. Consultant shall maintain such insurance in full force and effect during the life of this Agreement. Consultant shall provide to the City's Risk Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. Consultant shall indemnify and hold the City harmless for any damages resulting from failure of the Consultant to take out and maintain such insurance. Consultant's Liability Insurance policies shall be endorsed to add the City as an additional insured. Consultant shall be responsible for payment of all deductibles and self-insurance retentions on Consultant's Liability Insurance policies. 9. Consultant agrees to indemnify and hold harmless the City from any claim, damage, liability, injury, expense, or loss arising out of Consultant's performance under this Agreement, except for injury or damage caused by the sole negligence of the City. The terms of this provision shall survive the termination or completion of this Agreement. 10. Whenever either party desires or is required under this Agreement to give notice to any other party, it must be give by written notice, sent by registered United States mail, with return receipt requested, addressed to the party for whom it is intended at the following addresses. CITY City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FL 33321 With a copy to the City Attorney at the same address. CONSULTANT Adkins & Associates, Inc. Jon S. (Stan) Adkins, President 2222 Ponce De Leon Blvd., 6th Floor Coral Gables, FL 33134 11. This Agreement constitutes the complete understanding of the parties for the production of an Economic Development marketing video and shall be governed by the laws of the State of Florida as now and hereinafter in force. The venue for actions arising out of this Agreement is fixed in Broward County, Florida. IN WITNESS WHEREOF, the parties, the CITY OF TAMARAC, through its authorized representative, and Adkins & Associates, Inc., through its duly authorized representative have made and executed this Agreement on the respective dates under each signature. ATTEST: By: Marion Swenson, CIVIC, City Clerk Date: 7 0 / ATTEST: Type/Print Name of Corporate Secy (CORPORATE SEAL) CITY OF TAMA C, FLORIDA ,Joe Schreiber, Mayor Date: A pn 27, 20 -46X By: N1 l"Iffr L. Miller, City Manager Date: kp r( I 27, 2001 as to foft and Mitchell S. Kr4ft,jVity Attorney ADKINS & OCI ES, INC. Type not ame of President �o1.f S. t4b d1r CORPORATE ACKNOWLEDGEMENT � /i�1c•s5; �/ STATE OF FLORIDA COUNTY OF - ��y :SS lcJ y rN�s ; 3 I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared S' of Adkins & Associates, Inc., a Corporation, to me known to be the person(s) described herein and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this /8 day of ?X/ 001. �•r rs►rry +r• •� I7- �. r , �r TA LIC, S ate o Florida at Large L L & A) Aji'e' +d / ,5 (Name of Notary Public: Print, Stamp, or Type as Commissioned) (Personally known to me or ( ) Produced Identification Type of I.D. Produced ( ) DID take an oath, or (✓S DID NOT take an oath. 4 ATTACHMENT A Scope of Services The end product will be a four (4) minute video explaining/illustrating economic development opportunities in Tamarac. It may feature open shots in Tamarac Commerce Park, local shopping centers and other places of business; artists renderings of planned construction; aerials of Tamarac Commerce Park; stock aerials of Port Everglades, the Ft. Lauderdale International Airport and local rail facilities; stock footage of Florida Panthers hockey, Florida Marlins baseball, Sawgrass Mall, exteriors of National Car Rental Center and recreational facilities including parks and beaches; and local golf, cover of Tamarac facilities, parks, housing, schools, etc. and some text character generator pages. 2. Your firm will provide project management to include script review, photo review, voice-over talent, site research, direction and presentation. You will set and schedule all shooting (except aerials), and we will accompany your crew on all shooting to facilitate and expedite. A draft script will be provided. Your firm will assist us in consolidating and editing for content and time. 3. Your firm will supply appropriate music (not original). Your firm will provide voice over talent for recording in your facilities and editing. We will be present to provide editorial direction on all audio and video editing. To expedite editing, we will ask for a time -coded VHS of all footage, sound and B-roll, from which we will select all sound bites and suggest cover shots and provide you cues and time - code references before editing. 4. We would prefer to do a rough video cut on an Avid or similar digital editing off-line format in the interest of time and cost efficiencies, if such equipment is available in your firm. We will want to master on a one -inch, beta or similar quality format and receive two VHS copies. The City of Tamarac will own and take delivery on the entire project, including all field tapes, audiotapes, CG computer discs and masters created as part of the project.