Fort Walton Beach Council agenda — 01-26-2010 Regular — reading text

action should be taken. 152-  Page 1 of 1 Robert Mearns From: Toni Craig [ toni @tonicraig. info] Sent: Thursday, January 21, 2010 9: 08 AM To: Robert Mearns Subject: RE: CGI Memo Attachments: realty house. pdf 4th Check line in para. 1. 2 Check double periods at end of sentences in 2.1. 2. 1 have all four of the contracts and will send the two others to you as soon as I find them so you can include their names. Attached is the Realty House contract. Notice that it includes space on both FWB and Destin websites. It is my recommendation that the City take no action. The City's contract was with CGI, not the advertisers. The Council had the right to terminate the contract. No further action should be taken. Toni L. Craig Attorney at Law Fla Bar No 115444 850) 243 -6969 www.tonicraig.info From: Robert Mearns [ mai Ito: rmearns @fwb.org] Sent: Thursday, January 21, 2010 7: 53 AM To: Toni Craig Subject: CGI Memo Please review and comment. Robert T. Mearns City Manager Office of the City Manager City ofFt. Walton Beach 850- 833 -9504 850- 833 -9640 (Fax) Please Note: Florida has a very broad public records law. Most written communication to or from the City of Fort Walton Beach officials are public records available to the public and media upon request. Your e -mail address and communications may therefore be subject to public disclosure. Please Note: Florida has a very broad public records law. Most written communications to or from City of Fort Walton Beach officials are public records available to the public and media upon request. Your e -mail address and communications may therefore be subject to public disclosure. Think Green - Please consider the environment before printing this e- mail. 1/ 21/ 2010 - 153-  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert T. Mearns, City Manager From: Cam Johnson, Public Information Officer Date: January 19, 2010 Subject: CGI/E -Local Link Background Information 1. BACKGROUND ON CGI/E ^LOCAL LINK PROJECT: L L In August 2008; Mayor Mike Anderson was approached by Amy Curran of CGI Communications Inc., ( CGI) about a community video program CGI was offering. The information was sent to the City Manager who then directed the Public Information Officer to investigate the project. The PIO attended a teleconference with CGI to hear their proposal, and spoke with other communities who had already taken part in -the project, including Destin, to get their input on the program. Amer collecting all the information, the PIO notified the Mayor and City Manager of his findings. City staff agreed to take part in the project and CGI sent an official agreement to the City for execution. The agreement was reviewed and approved by the City Attorney. On October 3, 2008, the PIO executed the agreement at the direction of my superiors. The agreement/project was not taken before City Council for approval. 1. 2. The agreement called for the City of Fort Walton Beach to enter into a two year agreement with CGI Communications, Inc., to develop ten ( 10) one ( 1) minute videos to be linked to the City' s website, www.fwb.or . This project was being offered at no cost to the City. To offset production costs, CGI gained sponsorships from local businesses to pay for their costs. The ten videos the City was scheduled to produce included a Welcome from Mayor Anderson, Education, Quality of Life, Real Estate and Relocation, Tourism and Things to do, Parks and Recreation, Downtown, Dining and Shopping, Economic Development and Community Services. The first four titles are standard with every community, and the final six are ones we chose. 1. 3. Staff provided CGI with literature and information to develop the scripts. Once the scripts were approved, CGI planned to send a photographer and producer to Fort Walton Beach the week of January 20, 2009, to shoot all the video needed for the project. Once the videos were complete, CGI was to send them to the City for staff review. Once City staff approved the videos, the City' s IT Department was to add a link to the City' s website directing visitors to the videos. The videos are placed on an outside link and not on the City' s site. 1. 4. As part of the agreement with CGI, the City provided CGI with a letter from Mayor Anderson to local business owners, outlining the project and its legitimacy. The City 154-  did not choose what businesses CGI would approach, but did tell them the types of businesses to include and not to include ( i.e. tattoo parlors, cash advance outlets, etc.). When a business signed on as a sponsor, they were to be provided a link on the City' s video page. This link would have directed visitors to their website, an ad or a video about their company, depending on their level of sponsorship. 1. 5. On December 9, 2008, City Council voted to not approve the project, and instead directed the PIO to produce a video highlighting the City. The City Attorney sent a cancellation letter to CGI the next morning, December 10, 2008, notifying them of the cancellation. The PIO received a phone call from Rachel Hoffmann of CGI shortly after the letter was sent. She asked if the letter was correct and was told her about the prior night' s events. The CGI photographer and producer never came to Fort Walton Beach the week of January 20, 2009 to shoot the video. The December 10, 2008, conversation PIO had with Rachel Hoffmann was the last correspondence he had with CGI until Bob Neufeglise, CGI' s Client Relation Manager, sent an email on January 13, 2010. This email was forwarded to the City Manager. Mayor Anderson and the City Manager have had correspondence with CGI since the agreement was cancelled. 1. 6. At this time, staff is aware of two sponsors, Reality House and Air Conditioning Engineers. Reality House and Air Conditioning Engineers each paid CGI $ 5, 995 for their sponsorship. 1. 7. Thank you. 2 155- Community Video Four Book Agreement Name: Cam Johnson CGI Communications, Inc. Title: Public Information Officer 930 ,East Main Street, 8th Floor Address: 907 Miracle Strip Parkway SW Rochester, NY 94604 City, Slate, dip: Fort Walton Beach, Florida 32549 800) 398 -3029 phone Phone., 850-833-9505 866) 429 -8699 fax E'mall: g2hnson@fwb.org Website; http: Avww / vb.orgr/ This agreement is between CGI Communications, Inc. and the City ofFort Walton ,Beach and shall remain in effect from the date it is signed by both parties until the second anniversary of the date that the completed and approved Community Video Program is made available for viewing via a link on the http:// www.fwb.org/ website homepage for viewer access. The germ of this agreement shall automatically renew unless either party gives 60 days wrftten notice of termination or modification prior to expiration. CGI Communications, Inc, and Its ei.ocall-ink division shall provide a Community Video Program as follows: Website Welcome video from your Mayor or other civic leader and an Education, Quality of Life, and Real Estate/Relocation video ( approx. 1 minute in duration) Up to 6 additional videos to shmNcase various aspects of your community and/or organization ( providing a total of ten 1 minute community highlight videos) Script writing and video content consultation A videographervwq come to your location to film videos All aspects of video production and editing, from raw footage to final video including professional voieeovers and background music Final draft of Community Video Program content subject to your approval Patent-pending OneClickm Technology and encoding of all videos into multiple streaming digiital formats to play on all computer systems, browsers, and Internet connection speeds; recognized player formats include WindowsMediaO and QuickTimee Store and stream all videos on CGI 's dedicated server Business sponsors allowed on the perimeter of video panels Duration of sponsor participation will be one year and eLocalLink is solely responsible for annual sponsorship fulfiliment including all related aspects of marketing, production, printing, and distribution Viewer access of the Commurnky Video Program from your website shall be facilitated by eLocalLink providing HTML source code for graphic fink to be prominently displayed on thehftp:// www.fwb. ofgwebsite homepage as follows: " Coming Soon' graphic link designed to coordinate with existing website color theme to be provided within 10 business days of execution of this agreement; "Video Tour Book" graphic link to be provided to replace the "Coming Soon" link upon completion and approval of videos eLocalLink will own copyrights of the master Community Video Program The City of Fort Walton Beach will assume no cost or liability for this project Program Add O - n if signed and received by October 3, 2008: Encoding, hosting, and streaming of additional 5 minutes of video per month. Finished video content will be provided to CGI by the City of port Walton Beach, FL The City of Fort Walton Beach Shall iarovide the fallowing: A letter of introduction for the program on your organization' s letterhead Assist'with the content and script: for the Community Video Program Agrees to give el.ocall_ink the right to use organization's name in connection with the preparation, production, and marketing of the program set forth herein only Agrees to display the "Coming Soon° graphic link prominently on the http:// www.fwb. oLg website homepage within 10 business days of receipt of HTML source code Agrees to display the "Video Tour Hook" link to be no less than 150 by 4000 pixels prominently on the hftl):// www.fwb.o[ g website homepage for the term of this agreement Provides eLocalLink exclusive streaming video rights for the program described herein only We, the undersigned, understand they above Information and have full authority to sign this agreement The City of Fort Walton peach, FL CGI Communications, inc. Signature: Signature: Marne {printed}: 60VVN 1) t2 - y1 S pyt. Nance grintedj: Nicole fron, o