FY2014 11/20/2013AMY REAVILIN, CPA
CLERK OF CIRCUR COURT &COMPTROLLER
rnoxnoE couxrtr, FLORIDA
DATE: December 20, 2013
TO: Lynda Stuart, Office Manager
Tourist Development Council
ATTN: Maxine Pacini
Administrative Assistant
FROM: Vitia Fernandez, D.C./
i
At the November 20`h, 2013, Board of Co nt Commissioner's meeting the Board granted approval and
authorized execution of the following ite
Item H 1 The Board discussed the approval of an Agreement with Hall of Fame
Committee of UM, Inc. covering University of Miami Sports Hall of Fame Celebrity Dolphin
Tournament in June 2014 in an amount not to exceed $40,000, DAC IV, FY 2014 Event
Resources. After discussion, a motion was made by Commissioner Neugent and seconded by
Commissioner Carruthers to grant approval of the item. Motion carried unanimously.
Item H2 Board granted approval of an Agreement with New Orleans House of Key
West, Inc. covering New Year's Eve Shoe Drop in December 2014 in an amount not to exceed
$10,000, DAC I, FY 2014 Event Resources.
Item H3 Board granted approval of an Agreement with Key West Tourist
Development Association, Inc. covering Fantasy Fest in October 2014 in an amount not to
exceed $30,000, DAC III, FY 2014 Event Resources.
Item H4 Board granted approval of an Agreement with Key West Tourist
Development Association, Inc. covering Fantasy Fest in October 2014 in an amount not to
exceed $15,000, DAC IV, FY 2014 Event Resources.
[Type text] Page 1
Turnkey Event Aareement
THIS Agreement is made and entered into by and between Monroe County, Florida, a
political subdivision of the state of Florida ("Coun�lV"�), and �(� y W t Tourist Development
Association, Inc. ("Event Contractor") on this 2C-' day o- 2013.
WITNESSETH:
In consideration of the mutual covenants contained herein the parties agree as follows:
1. Payment: A Turnkey event shall be considered an all-inclusive event where the
Event Contractor has financial responsibility for every facet of the production, promotion and
management of the event. Payment under a contract for a Turnkey event will be made only
after completion of the event and proof that the scope of services as described below in
paragraph 2 has been completed. If a Turnkey event is delayed or canceled for any reason,
no payment shall be forthcoming, even if the Event Contractor has out-of-pocket expenses
leading up to the actual event. The Tourist Development Council (TDC), therefore, strongly
recommends that the Event Contractor purchase insurance that covers the cancellation or
delay of an event due to "force majeure" or unforeseen circumstances (see paragraph 8).
The County agrees to pay $140,000 (One Hundred and Forty Thousand Dollars — TDC
District I Funding Allocation = $120,000; District II Funding Allocation = $20,000) for: Fantasy
Fest in October 2014 from tourist development tax funds upon receipt of documentation from
Event Contractor, on or before the expiration date of agreement in paragraph 3, that they have
met its obligations under this agreement. Said documentation shall also include samples of
the Event Contractor's marketing program as outlined in their application. Documentation
submitted by Event Contractor will be reviewed and verified by the Tourist Development
Council (TDC) Administrative Office, at which time, County shall pay the sum noted above.
Monroe County's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the County.
2. Scope of Services: The Event Contractor agrees to provide the County with an
event as specified in the Scope of Services below (Event):
District I: See Exhibit B — with DAC I logo attached
District II: See Exhibit C — with DAC II logo attached
3. Expiration of Agreement: This agreement expires on December 30. 2014 and
the County shall not be obligated to pay for any services provided by Event Contractor under
this agreement if documentation as noted above is not received on or before this expiration
date.
4. Modification: Any changes to this contract may be made only by written mutual
agreement, recommended by the TDC and approved by the County.
Fantasy Fest
Turnkey Funding FY 2014
ID #: 1275
5. Non Occurrence of Event: The Event Contractor shall give written notice to the
Monroe County Tourist Development Council if it is found necessary to cancel an event. The
notice shall contain the reason for the cancellation.
6. Indemnification and Hold Harmless: The Event Contractor covenants and agrees
to indemnify and hold harmless and defend Monroe County, its officers, employees and agents
including the Tourist Development Council and Visit Florida Keys 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 the services provided by Event
Contractor, or other activities and funding associated with this agreement, except those losses
or damages caused by County or its agents.
7. Claims and Venue: Event Contractor agrees to notify County immediately of any
claims suits, or action made against the Event Contractor that is related to the activity under
this agreement, and will cooperate with County in the investigation arising as a result of any
action, suit, or claim related to this agreement. Any legal proceedings arising out of this
agreement shall be in accordance with the laws of the State of Florida in the 16th Judicial
Circuit for Monroe County; venue shall be in Monroe County, Florida.
8. Insurance Requirements: Event Contractor as a pre -requisite of the Special
Event governed by this agreement shall obtain, at its own expense, insurance as specified in
this section. If a Turnkey event is delayed or canceled for any reason, no payment shall be
forthcoming, even if the Event Contractor has out-of-pocket expenses leading up to the actual
event. The TDC, therefore, strongly recommends that the Event Contractor purchase
insurance that covers the cancellation or delay of an event due to "force majeure" or
unforeseen circumstances.
Event Contractor shall furnish the County with a certificate evidencing the
insurance required by this paragraph not later than twenty (20) days prior to the event.
Event Contractor must have their insurance agency email the certificates of insurance
directly to Maria Slavik in the Monroe County Risk Management Department. Slavik-
Maria b—MonroeCounty-FL.Gov — The email must state that this is a certificate for a TDC
event (state name of event as written within your contract) and should be forwarded to
Maxine Pacini at the TDC administrative office. Your certificate must state that the
Monroe County Board of County Commissioners is a "Certificate Holder" and that
Monroe County, its employees and officials will be included as "additional insured". If
you or your insurance agency needs to speak with Maria Slavik regarding the insurance
requirements, she can be contact by telephone at (305) 295-3178, or by email at the
address stated above.
It is the Event Contractor's responsibility to confirm that the insurance has been
received and approved. You can do this by contacting Maxine Pacini at AdminAssta-fla-
keys.com or by calling (305) 296-1552.
Fantasy Fest
Turnkey Funding FY 2014
ID #: 1275
2
Event Contractor will not be permitted to commence work associated with the Event
(including pre -staging of personnel and material) until satisfactory evidence of the required
insurance has been furnished to the County as specified below. Event Contractor shall
maintain the required insurance throughout the entire duration of the Special Event and any
extensions specified in any attached schedules. Failure to comply with this provision may
result in the immediate suspension of the Event until the required insurance has been
reinstated or replaced. Event Contractor shall provide, to the County, as satisfactory evidence
of the required insurance, either:
* Original certificate of Insurance
or
* Certified copy of the actual insurance policy
A certified copy of any or all insurance policies required by this contract shall be filed
with the Clerk of the County prior to the Event.
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.
Acceptance and/or approval of Event Contractor's insurance shall not be construed as
relieving Event Contractor from any liability or obligation assumed under this contract or
imposed by law.
Any deviations from these General Insurance Requirements must be requested in
writing on the County form titled "Request for Waiver of Insurance Requirements" and must be
approved by Monroe County Risk Management.
Prior to commencement of work governed by this contract, Event Contractor 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
* Expanded Definition of Property Damage
The minimum limits acceptable shall be:
* $1,000,000.00 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
* $ 500,000.00 per Person
* $1,000,000.00 per Occurrence
* $ 100,000.00 Property Damage
Fantasy Fest
Turnkey Funding FY 2014
1D #. 1275
3
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. Recognizing
that the work governed by this contract involves the sales and/or distribution of alcoholic
beverages, the Contractor's General Liability Insurance policy shall include Liquor Liability with
limits equal to those of the basic coverage.
A separate Liquor Liability policy is acceptable if the coverage is not more restrictive
than the contractor's General Liability policy.
A Workers' Compensation insurance is required by Florida Statutes.
9. Permits: The Event Contractor will secure all required permits, licenses and shall
pay all appropriate business taxes.
10. Laws and Regulations: Any and all services, materials and equipment shall
comply fully with all Local, State and Federal laws and regulations.
11. Taxes: The County and TDC are exempt from Federal Excise and State of
Florida Sales Tax.
12. Finance Charges: The County and TDC will not be responsible for any finance
charges.
13. Relation of County/TDC: It is the intent of the parties hereto that the Event
Contractor shall be legally considered as an independent contractor and that neither it nor its
employees shall, under any circumstances, be considered servants or agents of the County
and TDC, and the County and TDC shall at no time be legally responsible for any negligence
on the part of said Event Contractor, its employees or agents, resulting in either bodily or
personal injury or property damage to any individual, firm or corporation.
14. Disclosure: The Event Contractor shall be required to list any or all potential
conflicts of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code.
The Event Contractor shall disclose to the County and TDC all actual or proposed conflicts of
interest, financial or otherwise, direct or indirect, involving any client's interest which may
conflict with the interest of the County and TDC.
15. Assignment: The Event Contractor shall not assign, transfer, convey, sublet or
otherwise dispose of this agreement, or of any or all of its right, title or interest therein, or his or
its power to execute such agreement to any person, company or corporation without prior
consent of the TDC and County.
16. Compliance with Laws - Nondiscrimination: The Event Contractor, 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 of race, color, religion, sex, age, or national
Fantasy Fast
Turnkey Funding FY 2014
ID #: 1275
4
origin inIthe performance of work under this agreement. This agreement shall be subject to all
federal, state, and local laws and ordinances.
17. Security Protection: The Event Contractor agrees to provide adequate security
for the event.
18. Ethics Clause: The Event Contractor warrants that it has not employed, retained
or otherwise had act on its behalf, any former County office or employee in violation of Section
2 or Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of
Ordinance No. 10-1990. For breach or violation of the provision the County may, at its
discretion terminate this agreement without liability and may also, at its discretion, deduct from
the agreement or purchase price, or otherwise recover, the full amount of any fee, commission,
percentage, gift, or consideration paid to the former or present County officer or employee.
19. Media rights: The TDC shall have the right to broadcast, rebroadcast, use,
reproduce or transmit for any purpose whatsoever, radio, television, pictures, sound, film and
tape motion pictures and still photographs paid by the County and TDC under this agreement.
20. Ownership: All advertising and promotion work performed under the agreement
and paid for by the County and TDC shall be the property of the County and TDC, for whatever
use and/or disposition the County and TDC may deem appropriate.
21. Logo: Marketing promotions that display our logo must use the "Florida Keys &
Key West Come As You Are" logo/trademark (as per attached logo sample — Exhibit A.
Where indicated in the scope of services the individual district logos shall be used —
they will be noted in the individual Exhibits). Electronic format (eps or jpg file) of the
appropriate logo may be obtained by contacting Jessica Taylor -Smith or John Underwood with
Tinsley Advertising at 305-856-6060.
22. Severability: If any provision of this agreement shall be held by a Court of
competent jurisdiction to be invalid or unenforceable, the remaining provisions shall not be
affected thereby; and each provision of this agreement shall be valid and enforceable to the
fullest extent permitted by law.
23. Authority: Each of the signatories for the Event Contractor below certifies and
warrants that: a) The Event Contractor's name in the agreement is the full name as
designated in its corporate charter, and b) they are empowered to act and execute the
agreement for the Event Contractor and c) this agreement has been approved by the Event
Contractor's governing board.
24. Public Entities Crimes: 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 a
contract to provide any goods or services to a public entity, may not submit a bid on a contract
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 a contract with any public entity, and
may not transact business with any public entity in excess of the threshold amount provided in
Fantasy Fest
Turnkey Funding FY 2014
ID #: 1275
5
Section '287.017, for CATEGORY TWO for a period of 36 months from the date of being
placed on the convicted vendor list.
25. Governing LawNenue: This agreement shall be governed by and construed in
accordance with the laws of the State of Florida applicable to contracts made and to be
performed entirely in the State. In the event that any cause of action or administrative
proceeding is instituted for the enforcement or interpretation of the agreement, the County and
Event Contractor agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe County, Florida. This agreement shall not be subject to
arbitration.
26. Accounting and Records: Event Contractor shall maintain records pursuant to
generally accepted accounting principles for four (4) years after the event and shall permit
County and its agents and employees access to said records at reasonable times.
27. Notice: Any notice required or permitted under this agreement shall be in writing
and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Grantee: Linda O'Brien
1111 12th Street
Suite 211
Key West, FL 33040
For Grantor: Lynda Stuart
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
And
Christine Limbert, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
28. Breach and Penalties: The parties agree to full performance of the covenants
contained in this agreement, and the County reserves the right at its discretion, provided such
breach is material, to terminate this agreement for any misfeasance, malfeasance, or
nonperformance of the agreement terms or negligent performance of the agreement terms by
the Event Contractor.
29. Termination of Agreement: County may terminate this agreement without cause
by providing written notice to Event Contractor, through its officer, agent, or representative, no
less than sixty (60) days prior to the event and may terminate for breach upon providing to
Event Contractor, through its officer, agent or representative, notice at least seven (7) days
prior to the effective date of the termination. Notice is deemed received by Event Contractor
when hand delivered, delivered by national courier with proof of delivery, or by U.S. mail upon
verified receipt or upon the date of refusal or non -acceptance of delivery.
Fantasy Fast
Turnkey Funding FY 2014
ID #: 1275
A
30. Miscellaneous: As used heroin, the terns -oontra and -apron shy be
road inImcim psabiy.
31. Enft MM NS The parties apes that the aprse nw t above oorMM6%8 the
entire apneenrent between the Cow* and Event Contraalor.
IN WITNESS WHEREOF, the portles am have aoo afti fft apsenrerd the day and year
*d above wrMorL
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APPROVED AS TO FORM:
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EXHIBIT A
Color ads four (4) color processing printing
Black & white ads shall include the appropriate generic or district logo in high resolution
TV: logo must appear at the conclusion of commercial
Radio Advertising: No logo is required. All radio announcements must say "Brought to you
by the Monroe County Tourist Development Council."
Marketing promotions that display our logo must use the "Florida Keys & Key West Come As
You Are" logo/trademark. Electronic format (eps or jpg file) of the appropriate logo may be
obtained by contacting Jessica Taylor -Smith or John Underwood with Tinsley Advertising at
305-856-6060.
Fantasy Fast
Turnkey Funding FY 2014
ID #. 1275
The
Florida Keys
&Ke0 0 yWerot
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0
EXHIBIT B
(DISTRICT 1)
1. A one day Street Fair with food, beverage, and arts and crafts vendors on
Duval Street
2. An evening Masquerade March through the streets, originating at the City
Cemetery and terminating at the Street Fair on Duval Street
3. A Duval Street Promenade of food and beverage vendors
4. Provide Fantasy Fest parade on Duval Street
5. Coordination and promotion of a minimum of thirty (30) activities
sanctioned by Fantasy Fest
7. Permission to link from the Fantasy Fest website to the TDC/district
homepage
8. Place the official District I logo on 50,000 (fifty thousand) brochures — see
next page for logo
9. Place the official District I logo in the Fantasy Fest guide and promotional
posters — see next page for logo
10. Provide permission for District I to use the Fantasy Fest logo for
advertising one Chamber of Commerce district event
Fantasy Fast
Turnkey Funding FY 2014
ID #. 1275
L
Color ads four (4) color processing printing
Black & white ads shall include the appropriate generic or district logo in high resolution
TV: logo must appear at the conclusion of commercial
Radio Advertising: No logo is required. All radio announcements must say `Brought to you
by the Monroe County Tourist Development Council."
Marketing promotions that display our logo must use the "Key West — Close to Perfect — Far
from Normal' logo/trademark. Electronic format (eps or jpg file) of the appropriate logo may be
obtained by contacting Jessica Taylor -Smith or John Underwood with Tinsley Advertising at
305-856-6060.
Fantasy Fast
Turnkey Funding FY 2014
ID #. 1275
The floriddKeys
Key�Iest
Close To Perfect - Far From Normal
10
EXHIBIT C
(DISTRICT II)
2. A one day Street Fair with food, beverage, and arts and crafts vendors on
Duval Street
3. An evening Masquerade March through the streets, originating at the City
Cemetery and terminating at the Street Fair on Duval Street
4. A Duval Street Promenade of food and beverage vendors
5. Provide Fantasy Fest parade on Duval Street
6. Coordination and promotion of a minimum of thirty (30) activities
sanctioned by Fantasy Fest
7. Permission to link from the Fantasy Fest website to the TDC/district
homepage
8. Place the official District II logo on 50,000 (fifty thousand) brochures — see
next page for logo
9. Place the official District II logo in the Fantasy Fest guide and promotional
posters — see next page for logo
10. Provide permission for District II to use the Fantasy Fest logo for
advertising one Chamber of Commerce district event
Fantasy Fest
Turnkey Funding FY 2014
ID #: 1275
11
Color ads four (4) color processing printing
Black & white ads shall include the appropriate generic or district logo in high resolution
TV: logo must appear at the conclusion of commercial
Radio Advertising: No logo is required. All radio announcements must say "Brought to you
by the Monroe County Tourist Development Council."
Marketing promotions that display our logo must use the "Big Pine and Florida's Lower Keys"
logo/trademark. Electronic format (eps or jpg file) of the appropriate logo may be obtained by
contacting Jessica Taylor -Smith or John Underwood with Tinsley Advertising at 305-856-6060.
D0IRF 0nel�
and Flonda's
Fantasy Fast
Turnkey Funding FY 2014
ID #: 1275
12
DATE (14WO IYYYY)
AC40R V CERTIFICATE OF LIABILITY( INSURANCE 10/15/2014
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
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