Okaloosa County BOCC — July 15, 2014 — imap agreement — reading text

Connecticut Convention Center can easily be a7 . partitioned into one, two. or three separate rooms arranged Ceiling Ht {ft} 30 Booth 0 Empty _} Q to fit your needs. Diagram 4: Meeting Room Setup Details Request Booking Dalkoom A Ballroom 1b Ballons EO eS Le SMop ESP @ Dimensions. Capacities: 1860 Classroom 1728 Theatre | 3276 Reception { NA Booth | 170 Empty J {click setups to view] Description ‘Our spectacular 40,000 square foot ballroom is elegant in décor and functional in design. The ballroom celling measures 30 feet in height. Designed for flexibility, the ballroom at the Connecticut Convention Center can easily be partitioned into one, two, or three separate rooms arranged to fit your needs. Length [i 185.6 Width (fi: 209.2 Area [Sq.ft} 40000 Ceiling Htf]. 30 Bee O Diagram 5: Meeting Room Search Meeting Room Search Room List Cityside Room 11 version 2 Cityside Room 21-2223 Function Type frees SY ~ Cityside Room 26-27 = Riverside Room 11-12-13 Number of Attendees Riverside Room 16-17 400 OR Room Name \Mop ESP i formation: Login |] There are 2 methods to find the ideal space. Method 1: Select the function type, and enter the number of attendees for this function. Method 2: Enter the name of the meeting room you wish to view. After using either method 1 or 2, click "Find", then click to select a room in the Rooms List to view its details. At any time you may click to select any meeting room in the Rooms List to view that room's detail Diagram 6: Search Result — Meeting Room Setup Details Cityside Room 21-22-23 Dimensions | Capacities: [click setups to view] Descnption: Meeting Room 21-22-23 offers 4.245 square feet and has a Length [ft]: 87 ceiling height of aver 15 feet Width [ft]: 44 Area (Sq.ft! 4245 Ceiling Ht [ft]. 18.33 230 Classroom. | 240 440 Reception NA NA Empty _{ 0 Request Booking quest Booking Details | Meeting Space Ballroom ABC. ma | Function Type Banquet [Select Other Function Type) | | ia | | Number of Detagatas '500 | | Dates from: (08/22/2013 To f 18/27/2013 | | Required Services. Name | IRobert Van Ginkel FL | @ Audio / Visual coal : | Irobert@imapenterprises.com © Catering Company / Organization @ Event Mobile App iiMap Multimedia Inc. Phone. (800-881-4627 Submit Booking Request Length {ft} Tse CSSSTOONT 25 Width [ft] lias fiscapiion NA Area [Sq fi] a Ceiling Ht [ft] | be eS £ to ft your needs Diagram 8: ESP Manager Log In LOGIN Username Password iMap Multimedia Support: & 4.800.881.4627 support@imapenterprises.com \Map ESP @ [BR sa rece For Authorized Internal Use Only Diagram 9: Meeting Room Manager aie ae ‘Ballroom ABC Cityside Room 11 version 2 | cm Ro | Cityside Room 21-22 | ent a Cityside Room 22 Cityside Room 22-23 Cityside Room 23 . Cityside Room 24 oes | Cityside Room 24-25-26 Cityside Room 2425.26.27 | Cityside Room 25 v | | | | | | YMap ESP (@ | Atany time you may open and edit a meeting room's details by click on any meeting room in the Room List Ifyou know the name of the meeting room, simply enter its name, click “FIND”, then select if from the Rooms List. Diagram 10: Meeting Room Setup Manager & Photos = | Room: Ballroom ABC Setup Type: Banquet ek Wee] 2nd Image @) Select Standard "Room Diagrams and Images Coming Soon!” mage. © Select Standard "This Setup is not applicable for this room.” Image.” Image, 3rd image NA “Note” The images will be presented in the ordar uploaded{lef). We recommend that you select the room setup diagram for this room as the first image and then follow with photos. 4th Image NA ESP Setups: Classroom Theatre | Reception _ Booth J __Empy lavigation & Information Goto Goto MEETING ROOM MEETING ROOM Diagram 11: Meeting Room Data Manager _—__ Room: Ballroom ABC Dimensions: Capacities: ArealSq.f] 40000 Banquet 1860 width} 2092 Classroom 4728 Length{ft] 155.6 Theatre 3276 Ceiling Height Max ft] ET Reception NA Ceiling Height Min fit] Booth 170 Empty fy Description: (Our spectacular 40,000 square foot ballroom is elegant in décor and funclional in design. The baliraom celing 30 feet in height D for fiexibifty, the atthe C Cc ICenter can easily be partitioned into one, two, or three Separate rooms arranged to ft your needs. \Map ESP th Navigation & information To edit the values for this room. click the ‘Edit’ button. The text GoTo areas will change color. Once you are finished editing. click the GENERAL “Update’ button. Goto Goto MEETING ROOM MEETING ROOM LIST PHOTOS Diagram 12: Sharing & Collaboration Tools \Map ESP \) Level 6 allrooms & Meeting Space Login ] Our spectacular 40,000 square foot ballroom |s elegant in décor and functional in design. The ballroom ceiling measures 30 feet in height. Designed for flexibility, the baliroom at the Connecticut Convention Center can easily be partitioned into one, two, or three separate rooms arranged to fit your needs. The Connecticut Convention Center boasts 26,000 square feet of well-appointed and flexible meeting space. With a celling height of over 15 feet, the meeting rooms can be separated into 14 individual rooms to meet your specific needs, or four large rooms, or any combination in between. [ Click on any meeting space to view its details ] Charlotte Dunworth From: Carol Foley Sent: Friday, May 23, 2014 2:36 PM To: Charlotte Dunworth Subject: RE: iMap/ESP Price Proposal Charlotte, They are unwilling to collect 160% at the end of the project. I asked him to send me something in writing that I could use as our formal backup that they are unwilling to perform all services prior to any type of deposit from Okaloosa County. Therefore, he has provided me with the following. If you want to use this as your justification with the board for why we have to pay a deposit feel free. Sorry. I tried. Kindly, Carol Foley Hi Carol, Due to the nature of the solution we provide, there is a considerable amount or resource requirements to customize ESP to meet the specific needs of the Emerald Coast Convention Center. In our industry, advanced payment is the standard practice, and it’s iMap’s official policy to receive this retainer to secure and schedule in the project and help fund the development cost for the project. There is no exception to this policy and iMap can only engage in delivering projects under the current payment arrangement presented in the proposal, Our intent was to provide you with very aggressive pricing to be able to deliver ESP and have the Emerald Coast Convention Center benefit from it as soon as possible. It’s entirely understandable that the payment arrangement will require Board approval which may cause some delay. However, the proposal presented is valid until June 3@th, 2014, which I trust is a sufficient amount of time that allows for internal processes to execute the agreement. You may use the above as our official position and for documentation purposes for your Board of Directors. Please let me know if you have any questions. Kind regards, Robert Van Ginkel President iMap Multimedia Inc. email signature2 Direct: 604-802-4627 Phone (Toll Free): 80@-881-iMap (4627) Email: robert@imapenterprises.com Web: www. imapmultimedia.com This email may contain proprietary, privileged and confidential material and its transmission is not a waiver of that privilege. The information contained within is intended only for the use of the individual(s) or entity to whom it is addressed. Any copying, disclosure or distribution of this material is strictly prohibited. Reliance on this material by anyone other than the intended recipient is strictly prohibited and we assume no responsibility to persons other than the intended recipient. If you have received this electronic transmission in error, please notify iMap Multimedia Inc. @ 800-881-4627. immediately and destroy any hard copies you may have printed and remove all copies of the email from your mailbox and hard drives. From: Charlotte Dunworth Sent: Friday, May 23, 2014 10:31 AM To: Carol Foley Subject: RE: iMap/ESP Price Proposal Carol, The payment terms are 50% upon agreement acceptance and 58% upon project completion. Can you negotiate the terms to 100% payment upon completion? If not, this contract will have to go to the Board for approval of advance payment, along with documentation of why advance payment either: 1) results in a savings that is equal to or greater than the amount that would be earned by investing the funds and paying later or 2) is assential to the operations of the agency and the goods or services are available only if advance payment is made. Charlotte Dunworth Finance, Administration, & Compliance Manager | Okaloosa County Tourist Development Department | 858-609-5385 [cid:image@@1.jpg@@1CF7672.29AC9800] Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Carol Foley Sent: Wednesday, May 21, 2014 6:19 PM To: Charlotte Dunworth Subject: FW: iMap/ESP Price Proposal Hi Charlotte, Last I heard the iMap contract was with you. Below is approval from IS for this purchase. As you can see neither Donna nor I really thought purchasing would need IS approval for this purchase since it doesn’t in anyway touch the county network. However, we were unsure so we thought better safe than sorry. So, here it is just in case we need it. I don’t know if you remember but these funds are coming out of the little less than $50,00@ set aside for website development for the emerald coast convention center. The annual maintenance fees are already in the budget for next year. You added them for me a week or two ago. So, this should all be set I think. Let me know if you still have the contract documents or if these have already been passed along to the powers that be. Thanks, carol [cid:imageQ10.png@@1CF7670.B6D179F®] Carol K. Foley, CMP Convention Services Manager 1250 Miracle Strip Parkway SE, Fort Walton Beach FL 32548 Main: 850.609.3800 Direct: 850.609.3909 Fax: 850.609.5095 Toll Free: 877.574.5123 EmeraldCoastConventionCenter.com<http: //www. EmeraldCoastConventionCenter.com> Connect with us [cid:image@11.gif@@1CF7670.B6D179FO]<https://www. facebook. com/EmeraldCoastConventionCenter> [cid:imageQ12.gif@@1CF7670.B6D179FQ] <https://twitter.com/#! /emeraldcoastcc> [cid:imageQ13.gif@@1CF7670.B6D179FQ] <http://www. youtube. com/user/EmeraldCoastcc> [cid:image014.gif@@1CF7670.B6D179F0] <http://www. linkedin. com/company/emerald-coast- convention-center> . Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure. From: Donna Lawler Sent: Tuesday, May 20, 2014 4:12 PM To: Carol Foley Subject: RE: iMap/ESP Price Proposal Hi Carol, I do not know if I missed this when I returned from vacation but it was off my radar. I do not have where I responded to you. I may have spoken to you on the phone but I do not see notes on that either! I apologize for the dely. We were shorthanded since my return and it has been crazy! This sounds like a good idea. No problem to go ahead and purchase especially if it is just a link and the vendor does the work. Does not sound like even the firewall would be involved. IS will approve it either way but it may take a little more coordination if our involvement is needed. Thanks, Donna/IS Donna Lawler | MCSE, MCSA | Systems & Networks Manager | IS, Okaloosa County | 850- 689-5096 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County