Item N13BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: May 20, 2015 Division: County Administrator
Bulk Item: Yes No _ Department: Sustainability
Staff Contact /Phone 4: Rhonda Haag, 453-8774
AGENDA ITEM WORDING: Approval to enter into a Memorandum Of Understanding with the South
Florida Regional Planning Council for conference planning and implementation services for the 7th Annual
Southeast Florida Regional Climate Change Summit to be held in Monroe County, scheduled for December 1-
3, 2015 in Key West.
ITEM BACKGROUND: The Summit is hosted by Monroe County every four years on behalf of the
Southeast Florida Regional Climate Change Compact, a four -county partnership created for the purpose of
collaborative planning and implementation of adaptation and mitigation strategies related to climate change.
It is expected that 400 — 600 persons will attend the Summit. By hosting this Summit, Monroe County hopes
to continue to educate various agency staff, stakeholders, elected officials, and media representatives from the
surrounding about the potential effects of climate change, and also to continue to move the goals and projects
of the Compact forward.
The SFRPC assisted Miami Dade County with the planning of the 2014 Summit, and is therefore experienced
and knowledgeable. The fee covers only the SFRPC's labor and minor miscellaneous expenses. The SFRPC
will be authorized to receive registration and sponsorship fees on behalf of the County, but will forward those
funds to the County on a monthly basis when received. All other expenses such as hotel venue, program
printing, audio visual, speaker expenses, etc. will be covered by separate contracts and purchase orders issued
by the County. It is anticipated that funds collected from registrations and sponsorships will be used to fund
the remaining expenses.
PREVIOUS RELEVANT BOCC ACTION:
11-14-14: Authorized issuing an RFP for conference planning and implementation services for the 7"' Annual
Southeast FL Regional Climate change Summit.
02-18-15: Approval rejecting the proposal received from the Request for Proposals issued for conference
planning and implementation services for the 7th Annual Southeast Florida Regional Climate Change Summit
to be held in Monroe County.
CONTRACT/CONTRACT CHANGES: Not Applicable
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $30,000 INDIRECT COST:
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY:
BUDGETED: Yes X No
SOURCE OF FUNDS: Budgeted
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM # CAD 4
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: SFRPC Contract#
Effective Date: May 20, 2015
Expiration Date: May 19, 2016
Contract Purpose/Description:
This Agreement authorizes the South FL Regional Planning Council to provide planning
and administrative support services for the 7` .Annual SE Florida Regional Climate
Summit, being hosted by Monroe County.
Contract Manager: Rhonda Haag 8774 CAD M.S.#26
(Name) (Ext.) (Department/Stop#)
for BOCC meeting on 5/20/15 Agenda Deadline: 5/6/15
CONTRACT COSTS
Total Dollar Value of Contract: $ $30,000 Current Year Portion: $ 20,000 est
Budgeted?Yes® No❑ Account Codes: - -
Grant: $ - - - -
County Match: $ - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Date In Needed Reviewer
Division Director Yes❑No❑
Risk Management Yes❑No0
O.M.B./Purchasing Yes❑No❑
County Attorney YesO No❑
Comments:
OMB Form Revised 2/27/0I MCP i12
9 1
INTERLOCAL AGREEMENT
BETWEEN
MONROE COUNTY
AND THE
SOUTH FLORIDA REGIONAL PLANNING COUNCIL
FOR THE
7th ANNUAL SOUTHEAST FLORIDA
REGIONAL CLIMATE LEADERSHIP SUMMIT PROGRAM
THIS Interlocal Agreement("the ILA")is entered into as of the 20th day of May 2015,by and
between MONROE COUNTY BOARD OF COUNTY COMMISSIONERS, a political
subdivision of the State of Florida, having the principal place of business at 1100 Simonton
Street, Suite 2-205, Key: West, Florida 33040, and the SOUTH FLORIDA REGIONAL
PLANNING COUNCIL, 'a state agency, having the principal place of business at 3440
Hollywood Boulevard,Suite 140,Hollywood,Florida 33021.
WITNESSETH THAT
WHEREAS, Monroe County ("County") and The South Florida Regional Planning Council
("SFRPC") (collectively, the"Partners")have come together to collaborate and to plan, develop
and implement the 7th Annual Southeast Florida Regional Climate Leadership Summit Program;
and
WHEREAS, the Partners listed above agreed to enter into a collaborative agreement in which
Monroe County, as the lead agency, will host the 7th Annual Southeast Florida Regional Climate
Leadership Summit(Summit)and the SFRPC will help plan and execute the Summit; and
WHEREAS,the Partners herein desire to enter into a Interlocal Agreement("ILA")setting forth
their collaborative agreement and the services to be provided by the Partners toward
administrative support,planning,developing,hosting and implementing the Summit;and
WHEREAS, this memorandum shall commence on the date signed and shall continue for one
year thereafter;and
WHEREAS,the collaborative histories,commitments, and services included in this ILA,herein,
shall provide the framework for the Summit goods and services to be provided through this
collaborative initiative; and
WHEREAS,the Partners now wish to enter into this ILA in order to set forth the terms and
conditions,
NOW, THEREFORE, in consideration of the premises, and of the mutual covenants and
agreements set forth below,the Partners hereby agree as follows:
Section I—History of Collaborative Relationships
A. The Partners to this agreement have a long-standing history of working collaboratively.
Their relationship began in 1969 following the creation of the SFRPC by Monroe,
Miami-Dade, and Broward Counties. In addition, the SFRPC has been an active partner
in the Southeast Florida Regional Climate Change Compact since its creation in 2010 by
Broward,Miami-Dade,Monroe,and Palm Beach Counties(Compact Counties).
B. Monroe County is one of the member counties of the Southeast Florida Regional Climate
Change Compact. The Compact Counties meet annually at the annual Summit to mark
progress and identify emerging issues. The responsibility of organizing and hosting the
annual Summit rotates among the Compact Counties. Monroe County is responsible for
hosting the 7th Annual Summit in 2015.The 2015 Summit is anticipated to be held at the
Casa Marina Resort in Key West on December 1-3, 2015 with an expected attendance of
400—700 registered guests. The City of Key West is anticipated to assist with the event
by providing various in-kind services and a sponsorship:
C. SFRPC is a planning and public policy agency created by Monroe, Miami-Dade, and
Broward. Counties and has a mission to identify the long-term challenges and
opportunities facing Southeast Florida and assist the Region's leaders in developing and
implementing creative strategies that result in more prosperous and equitable
communities, a healthier and cleaner environment, and a more vibrant economy. The
SFRPC has been an active partner in the Compact since its inception. The SFRPC has
been involved in organizing several conferences similar to the annual Summit, including
the 2014 Summit for Miami-Dade County.
Section II-Commitments and Services
For purposes of this ILA, the terms "conference," "event," and "Summit" shall have the same
meaning. .
Provisions herein may not be assigned to other parties without the expressed mutual consent and
written agreement of both the County and the SFRPC by amendment and approved with the
same formality of this ILA..
Any change in the responsibilities outlined in this Section will require the express mutual
consent and written approval(email acceptable)of both the County and the SFRPC.
A. For the purposes of this event,the SFRPC will assume primary responsibility for certain elements
of Summit administrative planning and coordination, as specified below,and shall provide 1 full-
time contact person and additional staff in support of Summit'administrative planning and
coordination.Monroe County will host and assume primary responsibility for certain elements of
Summit planning, supervision and oversight of SFRPC work, coordination and execution, as
specified below.Monroe County will provide four hours from the Sustainability Director as staff
time per week in support of Summit directing,planning,coordination and execution.
B. The County shall pay for agreed upon expenses associated with the Summit, as approved by the
County.The services shall be provided by experienced vendors to be solicited by the SFRPC and
approved by the County.
C. Revenue from the Summit will consist of registration fees and sponsorships. Anticipated
revenues are anticipated to cover the majority of Summit costs and expenditures. The SFRPC
shall collect the registration fees and gamer sponsorship donations on.behalf of the County as
AGREEMENT ' ' Page 2 of 19
o �
authorized by the County.All revenues received by the SFRPC on behalf of the County shall be
provided to the County within fifteen days of receipt. All revenues shall be paid prior to
December 1,2015. If donations or fees are collected by the SFRPC after the event,those shall be
immediately forwarded to the County.
D. In the event that the 2015 Summit is cancelled due to a natural disaster(such as a hurricane) or
other Acts of God or otherwise, the SFRPC shall be paid for work performed up to the date of
cancellation
E. The County will provide staff time :to direct the Summit planning, coordination content.
development and execution tasks and to review and approve graphic designs, communication,
products, solicitations, contracts and related tasks and services as provided by the SFRPC. The
City of Key West is anticipated to provide in-kind contributions and a sponsorship fee.
F. SFRPC shall perform and carry out in a professional and proper manner the duties as described in
the Scope of Services which is attached hereto as Exhibit A and made a.part of this agreement.
SFRPC warrants that it is authorized by law to engage in the performance of the activities herein
described, subject to the terms and conditions set forth in these CONTRACT documents. The
SFRPC shall at all times exercise independent, professional judgment, but shall coordinate
through the County for key decisions, and shall assume professional responsibility for the
services to be provided. SFRPC shall provide services using the following standards, as a
minimum requirement:
1) The SFRPC shall maintain adequate administrative and substantive staffing levels
to provide the services required under the ILA, consisting of at least 1 full time
contact and additional staff that will be available during regular business hours.
Closer to the event, such hours are anticipated to increase and the SFRPC will
assign 'additional staff support as needed to ensure successful planning,
implementation and execution of the event.
2) All personnel engaged in performing services under.this -ILA shall be fully
qualified, and, if required,to be authorized, licensed or permitted under State and
local law to perform such services.
3) For the purposes of this Event, the SFRPC will assume lead administrative
responsibility for administrative planning, support,coordination and execution of
the Summit, as detailed below and directed by the County. The SFRPC will be
paid by the County for specific services performed as outlined in Exhibit A. The
SFRPC will compensate employees and independent contractors retained by the
SFRPC for labor and services in support of the Summit.
Section III Contract Sum and Expenses
A. SFRPC shall be compensated an amount not to exceed Thirty Thousand Dollars
($30,000.00) for the SFRPC's services provided under this ILA. Such amount includes
all expenses except as outlined herein. Travel expenses are included in the lump sum and
therefore additional travel expenses will not be authorized for any reason. Payment will
be made in percentage of completion of the lump sum amounts per task according to the
Deliverable Schedule attached as Exhibit B, and according to the Florida Local
Government Prompt Payment Act, Section 218.70, Florida Statutes. The SFRPC shall
AGREEMENT Page 3 of 19
submit to the County an invoice with supporting documentation in a form acceptable to
the Clerk based on the tasks and deliverables contained herein. Acceptability to the Clerk
is based on generally accepted accounting principles and such laws,rules and regulations
as may govern the Clerk's disbursal of funds. The County's Sustainability Manager will
review the request, note her approval on the request and forward it to the Clerk for
payment.
B. The County's performance and obligation to pay under this ILA is contingent upon an
annual appropriation by the Monroe BOCC. The parties hereto understand that this ILA
is not a commitment of future appropriations.
C. The accounting systems for the SFRPC.must ensure that funds collected on behalf of the
County are not commingled with its own funds or funds from other agencies. Funds must
be accounted for separately. SFRPC is prohibited from commingling funds. If the
SFRPC's accounting system cannot comply with this requirement, the SFRPC shall
establish a system to provide adequate fund accountability.
D. If the County finds that these funds have been commingled, the County shall have the
right to demand a refund, either in whole or in part, of the funds provided to the SFRPC
under this ILA for non-compliance with the material terms of this ILA. The SFRPC,
upon such written notification from the County shall refund, and shall forthwith pay to
the County, the amount of money demanded by the County. Interest on any refund shall
be calculated based on the prevailing rate used by the State Board of Administration.
Interest shall be calculated from the date(s) the original payment(s)are received from the
County by the SFRPC to the date repayment is made by the SFRPC to the County.
E. In the event that the County recovers costs, incurred under this ILA and reimbursed by
the SFRPC, from another source(s), the SFRPC shall reimburse the County for all
recovered funds'originally provided under this ILA. Interest on any refund shall be
calculated based on the prevailing rate used by the State Board of Administration.
Interest shall be calculated from the date(s) the payment(s) are recovered by the SFRPC
to the date repayment is made to the County by the SFRPC.
F. The County will assume and pay all additional expenditures related to the Summit not
covered under this ILA. Additional anticipated services not included in this ILA include,
but are not limited to,the following:
1) design and printing of promotional materials
2) venue-related expenses such as conference rooms,food and beverage audio visual
services and equipment
3) speakers' travel expenses and registration platform expenses.
The County shall contract directly with the vendors providing the services and pay for
their services. However, the SFRPC shall coordinate and manage the related
administrative tasks as specified herein at the direction of the County.
G. The SFRPC shall maintain detailed fiscal and program records and invoice backup in
accordance with the reporting and auditing procedures required by Monroe County and
the State of Florida.
AGREEMENT Page 4 of 19
. .
Section IV—Term of the ILA
The term of this ILA shall commence on May 20.2015 and continue for one(1)year or until the
completion of the project, whichever occurs first. The completion of the project is likely to
extend several months following the.Summit to allow the SFRPC time to prepare a final report
and conduct a final audit. For purposes of this agreement, the completion of the project is
defined as the date that:
• all services are performed by the SFRPC, including submission of the fin al report to
the County.
• all outstanding revenues (registration fees and sponsorship funds) are collected and
received by the SFRPC and paid to the County;
• all services performed by the SFRPC and approved by the COUNTY have been paid
by the County
• an audit report of funds received and transmitted to the County is provided.
This ILA may be terminated by either of the Partners with a 60 written Notice of Termination.
The Partners agree.that time is of the essence in the performance of each and every obligation
provided for in this ILA.
Section V-.Project Management and Notice
The Project Manager for the County is Ms.Rhonda Haag.The Project Manager for the SFRPC is
Mr. James (Jim) Murley.. The Partners shall direct all matters arising in connection with the
performance of this ILA and the Project to the attention of the Project Managers for attempted
resolution or action. The Project Managers shall be responsible for overall coordination and
oversight relating to the performance of this ILA.
All formal notices, demands, or other communications to Miami-Dade County related to this
ILA shall be in writing and shall be deemed received if sent by certified mail to:
Monroe County
Attention:Roman Gastesi
County Administrator
1100 Simonton Street, Suite 2-205
Key West,FL 33040
Informal communications shall be directed to Rhonda Haag, at haag-rhonda@monroecounty-
fl.gov.
AGREEMENT Page 5 of 19
•
All formal notices,demands,or other conununications to the SFRPC under this ILA shall be in
writing and shall be deemed received if sent by certified mail to:
South Florida Regional Planning Council(SFRPC)
Attention: James Murley,Executive Director
3440 Hollywood Boulevard, Suite 140
Hollywood,Florida 33021
All notices required by this ILA shall be considered delivered upon receipt. Should any of the
Partners change its address, written notice of such new address shall promptly be sent to the
other.
Section VI—Records Retention/Ownership
As provided below, all Partners shall maintain all records.related to this Project, and
particularly for Project tasks under their purview pursuant to this ILA, and all Partners shall have
inspection and audit rights. Documents which are deemed to be public records under the Florida
Public Records Act may be subject to compelled disclosure under Florida law, notwithstanding
the fact that those documents are stored by a private party.
A. Maintenance of Records
• All Partners shall maintain all financial and non-financial records and reports directly or
indirectly related to the negotiation or performance of this ILA and the Project, including
supporting documentation for any service rates, expenses, research or reports. Such
records shall be maintained and made available for inspection for a period of at least five
(5) years from the expiration or termination date of this ILA, or longer as required
pursuant to the Florida Public Records Act.
B. Examination of Records
All Partners or their designated agents shall have the right to examine, in accordance with
generally accepted governmental auditing standards, all records directly or indirectly
related to this ILA and the Project. Such examination may be within five (5) years from
the expiration or termination of this ILA, or longer as required pursuant to the Florida
Public Records Act,and upon reasonable notice,time and place.
C. Extended Availability of Records for Legal Disputes
In the event that any of the Partners should become involved in a legal dispute with a
third party arising from performance under this ILA, the other Partners shall extend the
period of maintenance for all records relating to this ILA until the final disposition of the
legal dispute,and all such records shall be made readily available..
D.. Exemption
Any and all information not subject to disclosure under federal law, including but not
limited to any and all criminal intelligence any and all criminal investigative information,
any and all law enforcement related information obtained, retained or created by the
United States Attorney's Office is exempt from the requirements of this Section.
Notwithstanding this paragraph, documents which are deemed to be public records
AGREEMENT" Page 6 of 19
1
subject to disclosure under the Florida Public Records Act could be subject to compelled
disclosure under Florida law.
Section VII-Indemnification
A. ,Subject to the sovereign y immunity provisions and liability limitations of Florida Statutes
Section 768.28, the County assumes any and all risks of personal injury, bodily injury
and property damage attributable to the negligent acts or omissions of the.County and the
officers, employees, servants, and agents thereof. The County warrants and represents
that it is self-funded for liability insurance, or has, liability insurance, both public and
property, with such protection being applicable to the County officers, employees,
servants, and agents while acting within the scope of their employment with the County.
B. Subject to the sovereign immunity provisions and liability limitations of Florida Statutes
Section 728.68, SFRPC, a State Agency as defined in Chapter 768.28, Florida Statutes,
assumes any and all risks of personal injury, bodily injury and property damage
attributable to the negligence acts or omissions of the SFRPC and the officers,
employees, servants, and agents thereof. SFRPC warrants and represents that it is self-
funded for liability insurance, or has liability insurance, or has liability insurance, both
public and property, with such protection being applicable to the SFRPC's officers,
employees, servants and agents while acting within the scope of their employment with.
SFRCP.
C. The County and SFRPC further agree that nothing contained herein shall be construed to
interpret as (1) denying,to either party any remedy or defense available to such party
under the laws of the State of Florida; (2) the consent of the United States or its agents
and agencies to be sued; (3),the consent of the State of Florida or.its agents and agencies
to be sued; or (4) a waiver of sovereign immunity of the State of Florida beyond the
waiver provided in Section 768.28,Florida Statutes.
[REMAINDER OF PAGE PURPOSELY LEFT BLANK]
AGREEMENT Page 7 of 19
Section VIII—Signatures
The Partners have each signed this ILA, and in so doing, pledge our support to implement the
2015 Summit in Monroe County,Florida.
IN WITNESS WHEREOF, the Partners or their duly authorized representatives hereby
execute this ILA on the date first written above.
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: Amy Heavilin,Clerk OF MONROE COUNTY,FLORIDA } }
Z �: J z
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By: By: o .o s'. o
Deputy Clerk Mayor/Chairman a 0.Q
Date: . . Date Z <\,
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(SEAL) SOUTH FLORIDA REGIONAL
P ING COUNCIL
B
\`< [,Gu_P,
P name: James _ urley
Title: Executive Director
Date: //5 /15:
STATE OF FIO �/DA
COUNTY OF 6ln:cdC i (0
On this /5 day of MA�, ,2011,before me,the undersigned notary public,
Personally appeared ,Tataie6 l'Yl u iz/e� ,known to me to be the
Person whose name is subscribed above or who produced
As identification, and acknowledged that he/she is the person who executed the above contract
with Monroe County for the purposes therein contained.
By: 4JlL,CLL )9 `h' ISABEL MORENO
Not y Public `sal MY COMMISSION e'PF011241
f,tD��NO �r i% EXPIRES:A0124.201s
Print Name
My commission expires: 14 - 2LI - S Seal
AGREEMENT Page 8 of 19
EXHIBIT A—SCOPE OF WORK
The Partners agree to provide the following services toward support,planning, developing,
hosting and implementing the Summit:
A. MONROE COUNTY shall provide the following services:
1) SUPPORT: Provide staffing support equal to 4 hours per week for Summit planning,
directing the SFRPC's activities, and coordination of the event. Such support shall
increase to 8 hours per week one month in advance of the event.
2) SUMMIT RELATED CONTRACTS: Locate potential venues in the Keys able to
host the Summit, negotiate and execute the contract with the selected hotel vendor.
Review contracts for all other summit services, such contracts to be solicited,
negotiated and prepared by the SFRPC. Upon submission to and approval by the
County,execute the contracts.
3) REGISTRATION FEES and SPONSORSHIP LEVELS: Set registration fees,
sponsor/exhibit charges, and sponsorship levels, after receipt and review of proposed
suggestions from the SFRPC.
4) PROGRAM AGENDA CONTENT/DESIGN: Identify and develop program topics,
content and speakers in conjunction with the Summit Planning Committee. Develop
the speaker/presentation panel topics and identify the presenters and moderators who
will,be invited to 'participate. Coordinate with the SFRPC and the SE Florida
Regional Climate Change Compact Steering Committee.
5) WEBSITE: Design a County website with information about the Summit. Web page
will post conference information and contain a link to an on-line registration/
payment process (online registration and payment process to be handled by.SFRPC
with revenues paid to the County accompanied by backup documentation). Website
will also include contact information for companies interested in exhibiting and
sponsorships. .
MARKETING/MEDIA: Approve and release all media promotional pieces,including
social media, as drafted and presented by the SFRPC.Review and issue Summit press
releases as drafted and presented by SFRPC.
7) VENDOR PAYMENTS: Utilize funds received through the SFRPC and to Monroe
County directly from guest registration fees and summit sponsorship donations to
remit payment to the various vendors providing approved services for the event.
8) LIAISON: Serve as primary liaison for elected officials who will be speaking at or
attending the,summit
(00012585.D00(3)
Page 9 of 19
9) INVITATIONS: Approve invitations, which are prepared, produced, printed and
mailed by the SFRPC to elected officials and community VIP'S. This expense is
assumed to be covered in the Contract Sum of$30,000 for this ILA.
10)COORDINATION: Coordinate with the SFRPC and the City of Key West, the
Summit partner.
11)SPONSORS: Vet potential sponsors with County staff and the SE Florida Regional
Climate Change Compact Steering Committee for potential conflict prior to accepting
sponsorship agreements..
12)SUNSET BOAT CRUISE—Work with the hotel to potentially provide a sunset
cruise.
13)MUSIC—Work with the hotel to potentially provide a band for music during evening
luau event.
B. The SFRPC shall provide the following administrative support services for the event in
the form of administrative planning,coordination, and implementation tasks, coordinating with
the County at regular:intervals and decision points:
1) WORK PLAN: Develop:administrative work plan and task assignment list by June 15,
2015, in collaboration with the County, for addressing all summit administrative
planning and implementation activities. Work plan and assignments shall contain
specific deadlines.
2) SUPPORT: Provide a minimum of one designated 1 full-time contact person and
additional staff to be available during regular business hours, for Summit administrative
planning, task implementation and coordination. Such person shall provide immediate
response, but no later than 24 hour response to County questions and concerns for the
entire length of this ILA up to and including the Summit.
Maintain a weekly communication at a time and day to be determined;with County.
project leader via telephone and email. Be available for in-person meetings with
project leader and Compact Planning Team on an as-needed basis and as requested by
the County. Provide capable and knowledgeable backup administrative staff to timely
manage activities if assigned SFRPC staff is out of the offi ce for any reason.
Communicate planned absences as far in advance as possible to County, a minimum of
21 days' notice for periods exceeding one week absence and a minimum of 5 days'
notice for periods less than one week absence.
3) ;SUIVIIVIIT RELATED CONTRACTS: Once the hotel contract is executed by the
County, meet and communicate with the hotel staff to set the reservation terms for the
sleeping rooms, event menus, schedules, media room and ballroom setups, and other
related venue tasks. Coordinate with the County for decision points. Serve as the
(Oa017.58s.Do0(3)
•
Page 10 of 19
principal logistical coordinator with the hotel. Monitor hotel contact terms and
conditions and ensure that all terms are implemented. Hotel rooms or parking may not
be charged by the SFRPC to the County for any reason.
Solicit, negotiate and prepare contracts for all other summit services, including the
speakers, at the direction of and in coordination with the County, and submit to the
County for approval and execution. Follow all applicable government procedures,
including the Monroe County Procurement Policy. After the contracts are executed by
the County, manage the tasks and deliverables related to the contracts,review invoices
received from the vendors, prepare the documentation for payment of invoices and
submit to the County for payment to the vendors and speakers.
4) REGISTRATION FEES and SPONSORSHIPS: Propose a complete set of registration
fees, sponsor/exhibit charges, and sponsorship levels and submit to the County for.
review and approval. Once approved, work with the County's IT staff to insert on the
County's Climate Summit webpage.
5) PROGRAM AGENDA/DESIGN: Locate a professional graphics contractor to prepare
the content and design the Summit program,following County Procurement guidelines,
and submit to the County for approval. Negotiate and prepare a contract and submit to
the County for approval. Once the County has issued the contract, manage the work of
the firm to design, prepare, gather and assemble all content and print the Summit
agenda, program and other Summit materials and addenda, based on guidance and
direction provided by Monroe County, . Design and print additional conference
materials including, but not limited to: speaker bios, handouts, name badges, signs,
sponsor identification and information packets for attendees and media and submit to
County for review and approval. The timeline for submittals shall be included in the
proposed Work Plan, due by June 15, 2015. County has final approval for all content
and the look of the program and materials.
6). CREDITS: At the direction of Monroe County, the SFRPC shall coordinate and seek
professional certifications for the conference including, but not limited to; certification
by the American Institute of Certified Planners, the U.S. Green Building Council,
floodplain management and any other relevant credits the Planning Coordinating.
Committee determines is desired. This shall include drafting any session descriptions,
submittal of speaker bios and any applications or supporting documentation to process
those certifications. Such certification credits shall be announced in Summit
promotional materials.
7) WEBSITE: Use the County's summit webpage. Develop online registration and event
marketing platform. Design and prepare the information and link for the online
registration system in coordination with County's IT staff and consultants. Provide
SFRPC contact information for entities interested in exhibiting and sponsorships.
Work with County and SE FL Regional Compact and routinely provide information to
update County and Compact websites with information about the Summit. Prepare
content for Monroe website media and social media promotional pieces.
{00012 B5.DDo(3)
Page 11 of 19
8) MARKETING/MEDIA: Prepare all media promotional pieces, including social media,
and provide to County for review and approval. Prepare a minimum of 10 Summit pre
and post press releases for County review and release, utilizing contacts from prior
summits arid SFRPC 750 meetings. Draft social media marketing pieces and submit to
County for review and release. Provide the County coordinator with a copy of the
email contact distribution list after the summit
If directed by the County,release the press releases upon approval.Design,Prepare and
distribute Save the Date cards, after review and approval of the County. Prepare a
minimum of 8 regular media and social media promotional pieces and submit to the
County for review and release. Devise a strategy for inviting and registering targeted
media representatives to attend the Summit, and submit to County for review and
approval.After approval,implement the strategy.,
9) FUNDS AND PAYMENTS: Collect and receive payments from guest registrations and
sponsors on behalf of the County, and provide funds to County within 15 days of
receipt. Implement an electronic payment system so that guests and vendors may pay
with credit cards if desired. Allow check payments. Do not utilize any of these funds
for any reason other than to remit to the County within 15 days of receipt.
10)LIAISON: Serve as secondary liaison at the direction of the County for elected officials.
who will be speaking at or attending the Summit
11)INVITATIONS:Prepare and design a Save the Date card,using a professional graphics
contractor preapproved by the County and with whom the County has issued a contract,
and provide the invitation to the County for review and approval.Upon approval,_print
and distribute Summit Save the Date card to previous registrants, the 4-County
Compact area municipal and county staff, exhibitors and sponsors, using experienced
vendors as applicable and with the approval of the County. Mail invitations using first
class mail.Create content for and email out electronic invitations once approved by the.
County. .
Prepare and design Timeline Events notifications and the invitation and provide to
County for review and approval. Distribute to prior year's attendees and all county and
municipal governments within seven-county Southeast Florida/Treasure Coast region.
Draft content and send a minimum email invitations (email blasts) to distribution lists
(the SFRPC and County lists)for each Event,once content is approved by County.
Timeline Events:
1) Save the Date—June 15,2015
2) Registration is open/Invitation—June 30,2015
3) Don't forget to register—August 2015
4) Don't forget to register at Summit and Hotel-September
4) Registration will close in a month-October
5) Registration will close in 3 weeks
{000usss.000c 3}
Page 12 of 19
6) Two weeks prior to event
7) One week prior to event
8) Three days prior to event
9) Last day prior to event
Ensure that all mailings, invitations and registration materials are distributed according
to timelines that will be mutually developed. All attendees must be registered and paid,
including students, sponsors, County and RPC staff and all others. RPC shall not
authorize courtesy registrations or authorize attendees to attend.at"no charge" without
the advance written approval of the County..
12)COORDINATION: Coordinate with the County and the City of Key West. Serve as
secondary liaison with elected officials who will be speaking at or attending the
Summit, at the direction, of the County. Complete all assigned tasks according to
mutually developed timelines and deadlines,which shall be proposed in the Work Plan.
Provide a minimum of one full time staff person (1 FTE)to serve as the lead person to
coordinate the Summit in conjunction with Monroe.County. Lead, organize, perform,
and manage tasks necessary to support Monroe County and its partners to meet the
conference/Summit requirements and objectives. Request and arrange for substantive
and administrative support staff from the Compact Counties at the request by the
County to serve as speakers, session moderators, technicians, and/or administrative
assistants.
13)SPONSORS: Solicit and secure sponsors and a minimum of $25,000 in sponsorship
donations. Design and prepare sponsorship and exhibitor/vendor packages and fee
structures provide to the County for review and. approval. Solicit
sponsors/exhibitors/vendors/advertisers by 'personal telephone calls, visits, and
personalized emails and conduct the majority of this effort by July 30, 2015.'However,
if additional sponsorships are needed to cover expenses, continue fund raising efforts.
Prepare a report on the efforts, including a list of potential sponsors contacted and the
response, positive or negative, and provide to the County on a bi-weekly basis, with
updates highlighted. Prepare and finalize sponsorship commitments and _collect
sponsorship revenue, except from sponsors directly secured by the County. Ensure that
sponsorship benefits are fulfilled. Prepare post-Summit thank you letters to sponsors
and exhibitors. .
14)TOTE BAGS / GIVEAWAYS: Research and provide recommendations to the County
for strong and environmentally friendly tote bags to be used for.sponsorship. After the
County selects the bag,RPC shall coordinate production arrangements with the vendor.
Coordinate with the County, City of Key West and sponsors and research a minimum
of 6 give-a-ways at the Summit, to be provided by the sponsors/exhibitors.Provide list
to County for review and approval.
15)REGISTRATION: Fully manage Summit registration process, using the County
website, and provide regular updates to County project leader. This task shall include
contracting with an entity meeting industry standards (such as "Eventbrite" or
(00012585 DOCC3)
Page 13 of 19
"Complete Ticketing Solutions") to handle processing of registrations and receipt of
funds. The fee for this is included in the Contract Sum of this ILA and will not be an
additional fee or additional contract covered by the County.
Create master data base to track registration, speakers, elected officials and sponsors.
Provide a weekly update to County. SFRPC shall not allow free registrations for the
Summit or registered guests to attend without prior receipt of payment, unless specific
approval is provided by County project leader. Design a procedure to ensure all.
registrations are paid,prior to the event, and if not, notify the registrant that the
registration will be cancelled.Provide suggested promotional codes, if any that may be
utilized to offset individual costs of certain Summit registrations and provide to County
for review and approval. Develop suggested registration fees, exhibit charges and
sponsorship levels with the Summit Planning Committee and submit to County for
review and approval. The registration list may not be released to anyone. All requests
for the registration/attendance list must be coordinated through the County.
16)SUMMIT GREENING AND CARBON OFFSET: Attempt to contract with or obtain
sponsorship from an external entity to provide carbon offsets for the conference.
Develop ideas for "greening" of Summit such as promoting and facilitating public
transportation and car-pooling, recycling of materials, use of renewal or recyclable
products,food options,etc.
17)VENDORS AND EXPENSE PAYMENTS. For Summit related .expenditures
including,but not limited to, speaker travel expenses,program,venue, audio visual and
other related expenses prepare documentation for check payments,using County forms,
and submit to County for processing and payment to Summit vendors. SFRPC shall.
solicit, organize, assemble, negotiate and draft all contracts and submit to County for
approval and execution, with County guidance. SFRPC shall use County boilerplate if
possible.All principals of government accounting,finance, solicitation and contracting
shall be followed. SFRPC acknowledges that it has received a copy of the County's
Procurement Policy and shall abide by its standards.
18)SPEAKERS: Serve as primary logistical administrative coordinator for all speakers.
Make arrangements with confirmed speakers as requested by the Summit Planning
Committee members,obtain commitments from speakers in writing,obtain bios(edit as
necessary)and PowerPoint presentations from speakers, assist with travel arrangements
on an as-needed basis (speakers will be responsible for their own travel arrangements)
and process travel stipend reimbursements to the County, using County forms, for
confirmed speakers. Reimbursement caps will be set by Monroe County and shall
follow Monroe County Travel Requirements. Authorization for Travel forms must be
used prior to travel, and Request for Reimbursement forms used after travel is
completed. Determine audio visual needs for each speaker and session and arrange for
the necessary equipment in designated event conference rooms. Assist out-of-town
speakers as needed with hotel reservations. At t no time shall any travel expenses be
direct charged to the County for any reason.
(00012585 DaCC 3}
Page 14 of 19
19)VENUE SET UP: Fully manage and oversee setup of exhibit space, meeting space,
registration area, VIP room, media room and business support area at the event, in
coordination with hotel staff. Respond and manage the exhibitor/vendor requests and
assist exhibitors/vendors during setup, conference period, and breakdown. Assist the
hotel and County with planning for meal and refreshment/break service at the event.
Submit all meal menus to the County for approval, including breakfast, lunch, snacks,
dinner and the luau dinner. Coordinate with County's AV staff or AV contractor and
provide AV tech coordination throughout .conference. Provide on-site supervision
during the conference and provide personnel to staff registration desk during
conference. During the Summit, a minimum of 8 SFRPC personnel :shall provide
logistical support,unless otherwise directed by the County.for;a lesser number.
20)EVALUATION and FOLLOW UP: Prepare and distribute a conference evaluation
form to all attendees, after review and approval of the County. Collect all surveys and
provide an analysis and summary of results to Monroe coordinator within sixty (60)
days after the Summit. Prepare a list of individuals/organizations to receive thank you
notes within one week following the Conference, draft letters and provide to.the County
within two weeks after the Summit. Complete all assigned tasks according to mutually.
developed timelines and deadlines and provide biweekly status reports until a month
prior to the Summit in which case the report frequency shall be weekly.Assist/provide
input for a "Lessons Learned" document to assist next year's Summit organizers:
Prepare a Final Report and Audit and provide. to County. Do not, maintain: any
"carryover" funds, issue all funds to Monroe County with in the time frame required:
Provide any additional tasks as mutually agreed upon.
The SFRPC acknowledges that this Agreement requires the performance of all things necessary
for or incidental to the effective and complete performance of all work and commitments and
services under this Agreement. All things not expressly mentioned in this agreement, but
necessary to carrying out its intent are required by this Agreement, and the SFRPC shall perform
the same as though they were specifically mentioned,described and delineated.
The SFRPC acknowledges that the County shall be responsible for-making all policy decision
regarding the commitment and services section: The SFRPC agrees to provide input on policy
issues in the form of recommendations. The SFRPC agrees to implement any and all changes in
providing services hereunder as a result of a policy change implemented by the County. The
SFRPC agrees to act in an expeditious and fiscally sound manner in providing the.County with
input regarding the time and cost to implement said changes and in executing the activities
required to implement said changes.
End.
(000125135.Doa 3)
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. ''
EXHIBIT B—TASK/PAYMENT SCHEDULE
The following pricing is the all-inclusive pricing to provide Monroe County with Conference
Planning and Implementation Services for the Seventh Annual Southeast Florida Regional
Climate Change Summit.
TASKS TO BE COMPLETED by the SFRPC:
"Deliverables" shall be defined,as progress reports, bid documents, completed web pages,
specific reports, work plans, documentation of meetings attended, agendas, programs,
summary reports, recommendation reports and related draft reports and verifiable
deliverables.
1. WORK PLAN:Develop work plan and task assignment list.
Task Completion Date:June 15,2015
Lump Sum Fee$1,000.
2. SUPPORT: Provide a minimum of 1 fulI-time contact person(1.FTE).and additional staff at all
times through 12/4/15. Maintain regular communication with project leader via telephone
and/or email and be available for in-person meetings if needed with project leader no more
frequently than once per week prior to the Summit.
Task Completion Date:December 4,2015
Lump Sum Fee$5,000.
3. SUMMIT RELATED CONTRACTS / HOTEL CONTRACT: Serve as the principal
logistical coordinator with the hotel and venue. Solicit,negotiate and prepare contracts for all
other summit services and submit to the County for approval and execution.
Task to be completed continuously through December 4,2015
Lump Sum Fee$2500.
4. SUMMIT FEES and SPONSORSHIP LEVELS: Propose a complete set of.registration fees,
sponsor/exhibit charges, and sponsorship levels and submit to the County for review and :
approval.
Due Date:June 15,2015
Lump Sum Fee$1000.
5. PROGRAM AGENDA/DESIGN: Design; prepare and print Summit agenda and program
and any addenda based on guidance provided by Monroe County, as well as other Summit
materials, using a design contractor provided by the County. Timeline for submittals to be
included in the proposed Work Plan. Design,edit, produce and print all conference materials
including programs, speaker bins, handouts, name badges, signs, sponsor identification and
information packets for attendees and media.
Task Completion Date:November 15,2015
Lump Sum Fee$2500.
(0001258LD00(3)
Page 16 of 19
•
6. WEBSITE: Develop online registration and event marketing platform. Design and prepare
the information and link for the online registration system in coordination with County's IT
staff,and receive payments from registered guests on behalf of the County.
Task Completion Date for platform:June 30,2015.
Task Completion Date for monthly registration and collection:December 1,2015
Lump Sum Fee$1500.
6A CREDITS: coordinate and seek professional certifications for the conference.
Task Completion Date:August 1,2015
Lump Sum Fee: $1,000
7. MARKETING/MEDIA Prepare all media promotional pieces, including social media, and
provide to County for review and approval. Prepare 3 pre-sumnut and one post-summit press`
releases and provide to.County for review and approval. Devise a strategy for inviting:.and
registering targeted media representatives to attend the Summit, and submit to County for
review and approval.After approval,implement the strategy.
Task Completion Date: December 15,'2015
Lump Sum Fee$2000
8. PAYMENTS: The SFRPC shall not utilize any funds received through the SFRPC from
guest registrations.and.suminit sponsorships for any reason other than to remit to the County
within 45 days of receipt.
No Task Completion Date of Lump Sum Payment
9. LIAISON: Serve as secondary liaison for elected officials who will be speaking at or
attending the summit.
Task Completion Date:December 3, 2015
Lump Sum Fee$1,000
10. INVITATIONS / SAVE THE DATE: Prepare and design a Save the Date card and provide
to County for review and approval. Upon approval, print and distribute Summit Save the
Date card.Mail invitations and create content for and email out electronic invitations.
Task Completion Date:June 15,2015
Lump Sum Fee: $1,000.
11. COORDINATION: Coordinate with the County and the City of Key West, the Summit co-
host. Serve as secondary liaison with any elected officials who will be speaking at or
attending the Summit. Complete all assigned tasks according to mutually developed timelines
and deadlines, which shall be proposed in the Work Plan. Provide a minimum of one full
time staff person(1 Ii FI )to serve as the lead person to coordinate the Summit in conjunction
with Monroe County.
Task Completion Date:December 4,2015
Lump Sum Fee: $1,500
12. SPONSORS: Solicit and secure sponsors and a minimum of$25,000 in sponsor fees. Design
sponsorship and exhibitor/vendor. Solicit sponsors/exhibitors/vendors/advertisers by June 30,
{ODD12585.00013}
Page 17 of 19
"
2015. Prepare a detailed list and provide to the County on a monthly basis. Prepare and
finalize sponsorship commitments and collect sponsorship revenue,Ensure that sponsorship
benefits are fulfilled. Prepare post-Summit thank you letters to sponsors and exhibitors.
Task Completion Date December 4,2015
Lump Sum Fee: $2500, based upon receipt of $25,000 in sponsorships from sponsors
solicited by the SFRPC.
13.TOTE BAGS / GIVEAWAYS: Research and provide recommendations to the County for
strong and.enviromnentally friendly tote bags to be used for sponsorship.After the County,
selects the bag, RPC shall coordinate production arrangements with the vendor. Coordinate:
with.the City of Key West,County and sponsors and research aminimiun of 6 give-a-ways at
the Summit, to be provided by the sponsors / exhibitors. Provide list to County for review
and approval.
Task Completion Date:November 1,2015
Lump Sum Fee: $1,000.
14.REGISTRATION: Fully manage Summit registration process, including processing of.
registrations and receipt of funds. Create masterr data base to track`registration (including
speakers)and sponsorship information.Provide a monthly update to County.
Task Completion Date: December 1,2015
Lump Sum Fee:$1500
15. SUMMIT GREENING AND CARBON OFFSET: Contract with or obtain sponsorship from
an external entity to provide carbon offsets for the conference.Develop ideas for"greening"
of Summit.
Task Completion Date:November 1,2015
Lump Sum Fee: $0
16.VENDORS AND EXPENSE PAYMENTS: Monitor,revenue generated from registration
fees and sponsorships and provide the County with monthly statements of revenue collected.
Also provide the County the revenue on a monthly basis. Prepare documentation for check
payments.Solicit,organize,assemble,negotiate and draft all contracts.
Task Completion Date:December 4,2015
Lump Sum Fee:$1,000
17. SPEAKERS: Serve as primary logistical coordinator for all speakers before and during the
event. .
Task Completion Date:December 4, 2015
Lump Sum Fee:$1500
18. VENUE SET UP: Fully manage and oversee setup of exhibit space, meeting space,
registration area, VIP room, media room and business support area at the event. Coordinate
with County's AV staff or AV contractor Provide on-site supervision during the conference
and provide personnel to staff registration desk during conference.
Task Completion Date:December 4,2015
Lump Sum Fee: $1,000
(00012585.DOO(3)
Page 18 of 19
.10
19.EVALUATION and FOLLOW UP: Prepare and distribute a conference evaluation form to
all attendees. Collect all surveys and provide an analysis and summary of results to Monroe
coordinator. Prepare a list of individuals/organizations to receive thank you notes following
the Conference, draft letters and provide to the County. Provide biweekly status reports until
a month prior to the Summit in which case the report frequency shall be weekly. Prepare a
list of individuals/organizations/ sponsors to receive thank you notes following the
conference.
Task Completion Date:January 30,3016
Lump Sum Fee: $500
20.FINAL REPORT: Prepare a final report, including a "Lessons Learned" document to assist
next year's Summit organizers. Prepare an audited financial analysis of.all revenues and:
expenditures.
Task Completion Date:April 30,2016
Lump Sum Fee: $1000.
(00012585.D0O(3)
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