Okaloosa County BOCC — November 1, 2016 — Matrix Task Order — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C14-2157-1DD TASK ORDER #: 3 TASK ORDER AMOUNT: $_69,950 OFFERED BY CONSULTANT: Matrix Design Group FIRM'S NAME Sal M. Nodjomian REPRESENTATIVE'S PRINTED NAME SIGNATURE Executive Vice President 9/9/2016 TITLE DATE RECOMMENDED FOR AFPROVAL (Interim Depariment Director) W/"(Nf Vice Tz ipes” TITLE | //.7——//(’ 4 <gp it DATE COU%ADMI}KTRATOR (if applicable) /> 5He DATE APPROVED BY OKALOOSA COUNTY {Per Purchasing Manual) ¢ $25,000 or less approved by Purchasing Director ¢ Between $25,001 and $50,000 approved by Purchasing Director and County Administrator * In excess of $50,000 approved by the Board. Charles K. Windes, Jr. CHAIRMAN (if applicable) /efi 2//¢ DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: MATRIX DESIGN GROUP CONTRACT #: C14-2157-TDD TASK/PURCHASE ORDER #: 3 TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $69,950 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) L\ This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: %w\ = oD AftorNEY DT LYNN HOSHIHARA SEPTEMBER 27, 2016 Matrlx DESIGN GROUP Scope of Work, Task List, and Fee Schedule Okaloosa County Tourist Development Department Consultant September 6, 2016 The Okaloosa County Tourist Development Department (TDD) has requested Matrix Design Group (Matrix) perform a series of tasks to facilitate the development of capital improvement opportunities for the Emerald Coast Convention Center (ECCC). This letter summarizes the proposed scope of work, provides a proposed task list, lays out a brief milestone schedule, and summarizes an initial fee schedule. If requested, Matrix will provide a more detailed breakdown of any component during face-to-face discussions. Scope of Work The Matrix team will utilize our experience of the local area, the State of Florida, and throughout the country to successfully address the requirements outlined by the Okaloosa County TDD. OQur team will obtain public input, offer technical support, refine the information, and deliver effective and achievable solutions for the ECCC. Our familiarity and understanding of the project requirements enable an efficient, transparent process that ensures the TDD optimizes available resources for capital improvement opportunities to increase the utilization and profitability of the ECCC. The Matrix team will assist the TDD (and other consultants the TDD selects to assist with marketing, research, etc) in the development and evaluation of Capital Improvement Plans (CIP) in order to increase occupancy, usage, and generate revenue for the ECCC. Specifically, the following tasks will be completed for this effort: Task 1 Meetings / Public Engagement (internal to Okaloosa County) Matrix will meet (at varying frequencies) with a number of officials and representatives from the County. This group will include the Tourism Development Department (TDD) and an established ECCC Capital Project Advisory Committee (CPAC). From purely a planning standpoint, members of the CPAC could include: senior ECCC personnel; representative from Aramark; Okaloosa Public Works; representative(s) from Okaloosa TDD; representative from FRLA (NWF Chapter); representatives from the Destin and Fort Walton Beach Chambers; representative from OILA; representative form the Okaloosa EDC; representative from the medical community (potential large event user); representative from Santa Rosa County TDC; and, ex-officio representatlves from Eglin and Hulbert. These meetings will be crucial in ensuring we achieve the objectives of the County and critical to our facilitation process. We will obtain information relative to the effort, set project goals and timetables, review opportunities and discuss project constraints (among many other issues). A working dialogue is critical to this process and must occur to obtain meaningful input from key stakeholders and partners. Our approach includes an iterative and collaborative methodology to continuously receive and process inputs from vested parties. We anticipate this project requires a high degree of facilitation, program management, communication, and consensus building. As part of this task, Matrix will facilitate information gathering sessions from a number of constituents {stakeholders) in Okaloosa County. We envision regularly occurring CPAC meetings, which may also be used to provide opportunity for public engagement and input. A unique aspect of our approach is to provide a wide range of facilitation and consensus building methods that provide both active and passive opportunities for input. If the TDD elects to host workshops {or gather input in a regularly scheduled setting), one preferred method of participation includes interactive sessions where participants are able to gather in small groups and work together to determine issues, ideas, and solutions. Task 2 Meeting / Engagement {external to Okaloosa County) Matrix will meet (at varying frequencies) with a number of officials and representatives from outside the County. Just a brief summary of these potential partners and stakeholders include surrounding counties, regional and local agencies (Economic Development Councils, event planners, hotel and restaurant councils, hospitality related associations), peers and competitors of the ECCC, and possible federal agencies (Eglin AFB, Hurlburt Field, etc). These meetings will be vital in ensuring we meet the objectives of the County and will help inform our process. Task 3 Research Matrix will research topics relative to regional convention centers, performance enhancements, and revenue opportunities {e.g., types of events, non-traditional usage, fee for parking, etc). The information gathered during the research task will be shared with the various constituents identified in Task 1 (TDD, ECCC CPAC, etc) and will be used to form Tasks 4 and 5. Task 4 Data Collection Development A Matrix will work with the individuals and offices identified in Task 1 (TDD, ECCC CPAC, etc) to develop project information sheets. These sheets will capture the information required to conduct a detailed analysis of proposed capital improvement efforts (see Task 5.) Task 5 Data Analysis Matrix will work with the individuals and offices identified in Task 1 (TDD, ECCC CPAC, etc) to analyze the data collected under Task 4. Our analysis will provide basic design concepts, including: space requirements; Rough Order of Magnitude (ROM) cost estimates; summary of constraints and opportunities; and other parametric-level services. Additionally, in conjunction with the TDD and other consultants, the study may include: feasibility analyses; project impacts; and, financial modeling. Task 6 Deliverables Tasks 1 and 2 require a significant amount of support materials, which in general, includes: briefing slides; survey tools; and, handouts. Ultimately, the efforts outlined in the above tasks will result in a CIP for the ECCC. For each project contained in the CIP, Matrix will develop conceptual programming documentation to include project scope, project description, cost estimate, potential return on investment, and basic plans {simple single line drawings for illustrative purposes). Additional Services Not in Contract (NIC) Any services outside of this scope of work or substantial changes to the effort based on direction from the TDD will require a revision in scope and fee. Matrix has provided a Standard Fee Schedule as part of our on-going consulting services contract with the TDD (C14-2157-TDD). Matrix will not proceed with any additional work without prior approval of the Client. Proposed Project Schedule Milestones Contract Execution : September, 2016 Research On-going (NTP+7 days) Meetings (internal to the TDD) and Public Engagement On-going (NTP+14 days) Meeting / Engagement (external to Okaloosa County) On-going (NTP+ 14 days) Metrics and Data Collection December 30, 2016 Data Analysis On-going (after data collection) Draft Capital Improvement Plan February 1, 2017 Final Capital Improvement Plan March 1, 2017 Other Deliverables (project closeout) March 30, 2017 Fee Schedule {Lump Sum) Task 1 — Meetings / Public Engagement (internal to Okaloosa County) $17,450 Task 2 - Meeting / Engagement (external to Okaloosa County) $14,900 Task 3 - Metrics and Data Collection Development $ 5,350 Task 4 - Data Analysis $12,350 Task 5 — Research S 8,275 Task 6 - Deliverables $11,625 Total Fee $69,950 Billing Method Matrix will bill the Okaloosa County TDD at the end of each month for services rendered. The fee will cover all incurred expenses for the month and the remittance shall be considered progress payments towards the overall scope of work. As we have done on every contract with the TDD, Matrix will not charge for local area (within County) travel. A letter summarizing accomplishments by task, hours consumed, and percentage of progress will accompany the monthly invoice. An invoice will be submitted for every month for the duration of the contract (approximately 7 months). Optional Work Matrix stands ready to support the Okaloosa County TDD as its consultant for the duration of the ECCC capital improvement process. As such, the terms laid out in this agreement shall serve as a baseline for optional work if the TDD elects to pursue. As we have done previously with the TDD, Matrix will work extremely hard to keep rates competitive and provide the best possible value for your investment. ad 1 odjomian, PE Darrel lones Executive Vice President Interim Director Matrix Design Group Okaloosa County Tourist Development Department