Item N18FQX', So $
UJ$ JJI;
DIC 111.16 1
Meeting Date:
January-20,-2016
Department: Sustainability
Bulk Item:
No
Staff Contact /Phone #: Rhonda Haag, 453-8774
AGENDA ITEM WORDING: Approval to enter into Amendment No. 2 to the 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 in the amount of $2575 to
authorize miscellaneous expenditures for supporting the event.
ITEM BACKGROUND: The contract amount shall be increased for certain out of pocket expenses n
to exceed $2,575 for scholarships for the 7th Annual Southeast Florida Regional Climate Leadersh
Summit Program. Such funds were provided by the Miami Foundation to the SFRPC 41 f
reimbursement to the scholarship attendees.
a. Original Contract Price $30,000
b. Amendment# 1 10,421
c. Amendment # 2 2,575
d. Total Contract $42,996
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 Summil
to be held in Monroe County.
05-20-15. Authorize entering into an Interlocal Agreement with the SFRPC to provide administrative support
for the 7"' Annual Climate Leadership Summit, being hosted by Monroe County.
11/17/15: Authorize into Amendment No. I for an additional $10,410 to fund the travel expenses of SFRPC
staff to staff the Summit event.
CONTRACT/CONTRACT CHANCES: Allow reimbursable travel expenses for 5 members who attended the
Summit, scholarship funds provided by the Miami Foundation to the SFRPC on behalf of Monroe County.
�ii'l '' CIIIIIIJ[l
I9111101�111FII 1,� I,, gav . �
TOTAL COST: $2575 INDIRECT COST: BUDGETED: Yes X No -J
10 1 W W D1 C.4 DR, 1 W:414134913
r I III I "I*M:
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Attyi ' OMB/Purchasing Risk Management
DOCUMENTATION: Inch ded X Not Required_
DISPOSITION: AGENDA ITEM # CAD #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: SFRPC Contract #A2 $2575 additional funds
Effective Date: January 20, 2016
Expiration Date: a 19, �2016
Contract Purpose/Description:
This Amendment No. 2 authorizes the South FL Regional Planning Council t
Funds budgeted for the Summit will be used to fund this amendment no. 2.
Contract Manager: Rhonda Has a 8774 CAD M.S. #26
(Department/Stop
Total Dollar Value of Contract: $ A232575 Current Year Portion: $
Budgeted? YesH No R Account Codes: -05008-530490-
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $_,Iyr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries,
Risk Management I.-
O.M.B./Purchasing \,bjt�Kj
CountyAttorney
K40IT104-TPIR
Changes
Needed Reviewer
Yes[:] NoE]
Yes[:] No.0-
A
5
THIS AMENDMENT NO. 2, effective as of January 20, 2016, made to the Interlocal
Agreement ("the ILA") entered into the 20th day of May 2015, as amended November 17,
2015 (At), by and between MONROE COUNTY BOARD OF COUNTY
COMMISSIONERS, a political subdivision of the State of Florida, and the SOUTH
FLORIDA REGIONAL PLANNING COUNCIL, a state agency
WITNESSETH THAT
WHEREAS, the Parties entered into a Interlocal Agreement (ILA) for the planning,
development and implementation of the 7th Annual Southeast Florida Regional Climate
Leadership Summit Program; and
WHEREAS, the Parties desire to modify the Agreement by increasing the contract amount
for the reimbursement of certain out of pocket expense incurred by the Council in its role as
administrative support services.
NOW, THEREFORE, in consideration of the mutual covenants herein contained the receipt
and sufficiency of which are hereby acknowledged, it is agreed upon as follows:
1. The contract amount shall be increased for certain out of pocket expenses not to
exceed $2,575 for scholarships for the 7th Annual Southeast Florida Regional
Climate Leadership Summit Program provided by the Miami Foundation.:
a. Original Contract Price $30,000
b. Amendment #] 10,421
c. Amendment # 2 2.575
d. Total Contract $42,996
2. Attached Exhibit A-2 details the additional expenses to be reimbursed.
3. Payment for these expenses will be within 30 days of receipt of invoice and
supporting details.
4. In all other respects, the terms and conditions of the ILA shall continue unchang-A
and in full force and effect.
IN WITNESS WHEREOF, Parties hereto have executed the Amendment to the Agreement
as of the last date all signatures below are affixed. �u
Attest: Amy Heavitin, Clerk
By: By:
Deputy Clerk
Lei 9 1 ZIM DEW-41 119 11.
Mayor/Chairman
Date:
RM
Print Name:
Title:
I
wely
JuLs mg
•' "
On this day of , 20 before me, the undersigned notary public, personally
appeared , known to me to be the Person whose name is
subscribed above or who produced mmrwmmm as identification, and
acknowledged that he/she is the person who executed the above contract with Monroe County
for the purposes therein contained.
Print Name
commissionMy
R
LIAIJ 1 90,06y
WHEREAS, the Parties entered into a Interlocal Agreement (ILA) for the plannin�
development and implementation of the 7th Annual Southeast Florida Regional Clima
Leadership Summit Program; and i
WHEREAS, the Parties desire to modify the Agreement by increasing the contract amoulm
for the reimbursement of certain out of pocket expense incurred by the Council in its role
administrative support services. i
I . The contract amount shall be increased for certain out of pocket exp nses not
exceed $7,952 for travel and registration expenses, and $6,193 for misce aneo
expenses.
2. Both parties acknowledge receipt of carryover funds from Miami -Dade County in t
amount of $3,724 from the conference held in 2014.
3. Monroe County Board of County Commissioners authorizes the South Floni Ity
Regional Planning Council to use the funds carried over from Miami Dade Coun
the amount of $3,724 towards the increased out of pocket expenses described above
Therefore, the new contract total is as follows:
a. Original Contract Price $30,000
b. Cost reimbursement 14,145
c, Miami Dade Funds
d. Total Contract $40,421
5. Attached Exhibit A and Exhibit B detail the expenses to be reimbursed.
6. Payment for these expenses will be within 30 days of receipt of invoice and
supporting det"s.
7. In all other respects, the terms and conditions of the ILA shall continue unchanged
and in full force and effect.
IN WITNESS WHEREOF, Parties hereto have executed the Amendment to the Agreement
as of the last date all signatures below are affixed.
IN WITNESS WHEREOF, The Partners or duly authorized representatives hereby execu
this ILA on the date first written above. i
Attest- Amy Heavilin, Clerk
By:
Deputy Clerk
Date:
[630LIE211:116149 DAMMLOV-0911 4��
By:
Mayor/Chairman
Date:
(SEAL) SOUTH FLORIDA REGIONAL
P - , ING COUNCIL
B
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ame:
Title: !�[./ ee'w-+j if --I
Date: s-1-10 �-/
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On this 30 day of OCT 20 before me, the undersigned notary public, personally
appeared (IA- /he s IT, L!� known to me to be the Person whose name is
subscribed above or who produced as identification, and
11111��Iiip�1111 111!F1 iiiiiiii I I I � 11
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By: nz-V-1.0
Notary Public
My commission expires: 'k �-� - �(6 (SEAL)
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Exhibit B
South Florida Regional Council
ILMAII&LIWITA -:7
Other Expense Detail
Tote Bags
$ 2,193 Actual
Printing
ZSCM Estimate
Signage
i,000 Estimate
Supplies
—4444�c§00 Estimate
Total
$ 6,193
INTERLOCAL AGREEMENT
BETWEEN
MONROE COUNTY
AND THE
SOUTH FLORIDA REGIONAL PLANNING COUNCEL
FOR THE
7' ANNUAL SOUTHEAST FLORIDA
#
VAI 9 VZ10_;,*VtV0* - .4
'4,L1Gq'.1,U4 X, Monroe County ("County'� and Ile South Florida Regional Planning Council
("SFRPC") (collectively, the "Partners") have come together to collaborate and to plan, develor
and implement the Th Annual Southeast Florida Regional Climate Leadership Summit Program;
and
WBEREAS, the Partners listed above agreed to enter into a collaborative agreement in which
Monroe County, as the lead agency, will host the 7h Annual Southeast Florida Regional Climate
Leadership Sununit (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 coilaborative histories,. commitments.. and service&incLT Mlf
shall provide the framework for the Summit goods and services to be provided through this
collaborative initiative, and
WBEREAS, the Partners now wish to enter into this ILA in order to set forth the terms and
conditions,
NOW, THEREFORE, in consideration of the pren-tises. and of the mutual covenants and
agreements set forth below, the Partners hereby agree as follows:
Section I — Msto .a of Collaborative RelationshilE
A. The Partners to this agreement have a long-standing history of working couaboratively.
Their relationship began in 1969 following the creation of the SFRPC by Monroe,
iMiiami-Dade, and Broward Counties. In addition, the SFRPC has been an active partn
in the Southeast Florida Regional Climate Change Compact since its creation in 20 10
Broward. Miami -Dade, Monroe, and Palm Beach Counties (Compact Counties).
B. Monroe Cm
ounty is one of the ember counties of the Southeast Florida Regimmma I'
onal Clim
Change Compact. 'Me Compact Counties meet annually at the annual Suit to Ja
progress and identify emerging issues. The responsibility of organizing and hosting
annual Summit rotates among the Compact Counties. Monroe County is responsible f
hosting the 7th Annual Summit in 2015. The 2015 Summit is anticipated to be held at th
Casa Marina Resort in Key West on December 1-3, 2015 with an expected attendance
400 —700 registered guests. The City of Key West is anticipated to assist with the eve
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.
For purposes of this ILA, the terms "conference," "event," and "Summit!' shall have the s
h
meaning.
Provisions herein
written agreement of both the County and the SFRPC by amendment and approved with
same formality of this IIA.
Any change in the responsibties outlined in this Section will require the express mutu
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 Sumn-dt administrative planning and coordination, as specified below, and shall provide I full-
time contact person and additional staff in support of Summit adininistrative 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 wil I provide four hours from the Sustainabil ity Director as staff
time per week in support of Sumnift 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 Surrunit costs and expenditures. The SFRPC
shall collect the registration fees and garner sponsorship donations on behalf of the County as
AGREEMENT Page 2 of 19
authorized by the County. All revenues received by the SFRPC on behalf of the County shall be
rtrovided to the County within fifteen days of receipt. All revenues shall be paid prior to
4iecember 1, 2015. If donations or fees are collected by the SFRPC after the event, those shall be
immediately forwarded to ft County.
D. In the event that the 2015 Summit is cancelled due to a nat=l disaster (such as a hurricane) or
other Acts of God or otherwise. the SFRPC shall be paid for work performed up to it 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 tha 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 responsibty for the
services to be provided. SFRPC shall provide services quirement: using the following standards, as a
minimum re
1) The SFRPC shall maintain adequate administrative and substantive staffmg levels
to provide the services required under the ILA, consisting of at least I full time
contact and addonal 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 ELA shall be My
qualified, and, ff 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
responsibty 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.
T,T.sg3=.
A. SFRPC shall be compensated an amount not to exceed Thirty Thousand Dollars
($30,000.00) for the SFRPC's services provided under thisSuch 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 ExWbit B and according to the Florida Local
Govcmment! mpt Payment Act, Section 218.70, Florida Statutes. The SFRPC shall
rGMEEMERT Page 3 of 19
a1US,-rT1c_K_,MU rEg'11aElOns
as may govcm the Clerk's disbursal of funds. The Count3es Sustainability Manager will
review the request, note her approval on the request and forward it to the Clerk for
payment.
V. The County's performance and obligation to pay under this MA is contingent upon 0
annual appropriation by the Monroe BOCC. The parties hereto understand that this MA
is not a commitment of future appropriations.
C. The accounting systems for the SFRPC must ensure that funds collected on behaff of th.�
County are not commingled with its own funds or funds from other agencies. Funds mus-i
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 th;
right to demand a reftind, either in whole or in part, of the funds provided to the SFRT15
under this ELA 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 prevang rate used by the State Board of Administration.
Interest shall be calculated from the datc(s) the original paymcnt(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 SFRJPC, from another source(s), the SFRPC shall reimburse the County for all
recovered funds originally provided under this EA. 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. 7be County will assume and pay all additional expenditures related to the Summit not
covered under this H-A. Additional anticipated services not included in this ELA include,
but are not lin�dtcd 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.
'Me 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 FloVda. M
AGREEMENT Page 4 o1 19
Section IV — Term of the ILA
TIC 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 final report to
the County.
• all outstanding revenues (registration fees and sponsorship fLmds) 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 fimds 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 IIA.
Section V — Project Manggemen t and Notice
The Project Manager for the County is Ms. Rhonda Haag. The Prc�ect Manager for the SFRPC is
Mr. James (Jim) Murley. The Partners shall direct all matters arising in connection with the
performance of this IIA 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 IIA.
All formal notices, demands, or other communications to Miami -Dade County related to this
IIA 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
Infannal communications shall be directed to Rhonda Haag, at hmgAgn���
fl-gov.
AGREEMENT Page S of 19
I $I
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.
4 1 M.T. prmr 1 ii� � is ' 1
As provided below, all Partners shall maintain all records related to this Project, and
particularly for Project tasks under their Purview Pursuant to
. 0
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 ft IIA 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 withinyears 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 Avaflabty 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 IIA, the other Partners shall extend the
period of maintenance for all records relating to this IIA until the firial 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
Will
Section VH- Indemnification
A. Subject to the sovereign immunity Provisions and liability limitations of Florida StatuteE
Section 768.28, the County assumes any and all risks of personal injury, bodily injury
and property damage attributable to the negligent acts or orn
officers, employees, servants, and agents thereof. The Co Ons Of the County and the
unty warrants and represents
that it is self -funded for liabty insurance, or has liabty 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 liabili limitations of F1 rida Stat t
med in Chapter 768.28, Florida Statutes,
Section 728.68, SFRPC, a State Agency as der ty G u es
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 0 c S,
employees, servants and agents while acting within the scope of their employme ffi er
SFRCP. nt with
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.
AGREEMENT
Page 7 of 19
The Partners have each signed this MA, and in so doing, pledge our support to implement
2015 Summit in Monroe County, Florida. I.
IN WITNESS VAEREOF, the Partners or their dulv
WOM �
MW
HE
Date: 512-011-S
MONROE COUNTY ATTORNEY
APPROVED AS TO f OR1W
NAT�LEENE W CASSEL
ASSISTANI COUNTY ATT(DRNEY
Date
r3r,
ONROECO IDA
z
By:
T
00
Mayor/Chairm
Date 5 Oj
co
0 Lu
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STATE OF_�LtL_C)
COUNTYOF
Title: Executive Director
Date: J V
On this Lj day of 20-LS- before me, the undersigned notary public,
Personally appeared Ms 44uel-e-
�L �.., 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 contrai
with Monroe County for the purposes therein contained. I
By: ) 'ter
LILI
Notary Public
ALI
Print Name
MY commission expires:_ `(-
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AGREEMENT Page 8 of 19
-9
I wig, I 1 111 V W-11M offl W A= ',"
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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 Sununit,, 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
wifl 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.
6) MARKETINGIMEDIA: 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
(W01MIDM 3)
Page 9 oft
9) ENVITATIONS: 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 H.
10) COORDINATION: Coordinate with the SFRPC and the City of Key WM the
Summit partner.
M 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 CRUISF, —# t11 R
13) MUSIC - Work with the hotel to potentially provide a band for music during evenitf--,
luau event. W
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 I fWl-tinle 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 U-A up to and including the Summit.
I . t . a 00 - - 0 a 4 ; I 1 4 1
im on an as-n id as requested by
tI e County. Provide capable and knowledgeable backup administrative staff to timely
manage activities if assigned SFRPC staff is out of the office 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 abse-rce.
3) SUMMIT 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 baUroom. setups, and other
related venue tasks. Coordinate with the County for decision points. Serve as the
Page 10 of 19
principal logistical coordinator with the hotel. Monitor hotel contract terms and
conditions and ensure that all terms arc 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,
includini the Monroe Couna Procurement Polig. After the contracts are exe%rited bv
receiveI. 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 lin-iited to: speaker bios, handouts, name badges, signs,
sponsor identification and information packets for attendees and media and submit to
County for review and approval. 'Me timeiine 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. Ibis 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) VVEBSITE: Use the County's sununit 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
SFR.PC 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.
(0W12MM=3)
Page 11 of 19
1) MARKETINGIMEDLk: Prepare all media promotional pieces, including social media,
and provide to County for review and approval. Prepare a minimum of 10 Summit prc.
and post press releases for County review and release, utilizing contacts from prior
summits and 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
=7
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 Surrunit, 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 receipL
ji-91-Ais-1 vritinll�a
who will be speaking at or attending the Summit
11) INVITATIQhj&jEj&rkare and design a Save YXIIii2c
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 coand sponsors, using experienced
vendors as appficable 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
(M01M,D=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
V'1Mr=,1T%Tl maili-cm-iTmitatiog xxi, I act-
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the advance widttea 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 PlarL
Provide a minimum of one full time staff person (I FIE) 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 pafters to meet the
conference/Summit requirements and objectivcs. 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/exhibitora/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 arc needed to cover expenses, continue ftmd raising efforts.
Prepare a report on the cfforts, 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 fWfilled. 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 shaff include
contracting with an entity meeting industry standards (such as "Eventbrite" or
(00012M.0=3)
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 ELA and will not be an
additional fee or additional contract covered by the County.
a7jo 17d M 7 17 rc",
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16) SUM[Mrr 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 it payments, using County forins,
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.
L8) 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 no time shall any travel expenses be
direct charged to the County for any reason.
(MUMDOM)
Page 14 of 19
1� 9) 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/vcndor 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. CoHect 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 Sunuait. 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 yeaes 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 agreemcnL but
necessary to carrying out its intent are guired b4 this Agreement, iNg SM-Pr syp
the
41 Est"; IVA f f li, ms lei slwllllul��
The SFRPC acknowledges that the County shall be responsible for making all policy decisi
regarding the commitment and services section- Ile SFRPC agrees to provide input on poli
issues in the form of recommendations. The SFRPC agrees to implement any and all changes
providing services hereunder as a result of a policy change implemented by the County.
SFRPC agrees to act in an expeditious and fiscally sound manner in providing the County wi
v
input regarding the time and cost to implement said changes and in executing the activiti
cequired to implement said changes. M
(MUMMM 3)
Page 15 of 99
The following pricing is the all-inclusive pricing to provide Monroe County with Co ren -
Planning and Implementation Services for the Seventh Annual Southeast Florida te gio ni
Climate Change Summit.
"Deliverables" shall be defined as progress reports, bid documents, completed web page
specific reports, work plans, documentation of meetings attended, agendas, program
summarY reports, recommendation reports and related draft reports and verifiabi
ieliverables.
1. WORK PLAN: Develop work plan and task assignment list.
Task Completion Date: June 15, 2015
Lump Surn Fee $1,000.
2. SUPPORT: Provide a minimum of I full-time contact person (I FTE) and additional staff at
times throughMaintain regular communication with project leader via telepho
and/or email and be available for in -person meetings if needed with project leader no mo
frequently than once per week prior to the Sum
m
Task Copletion Decem
ate: Dbe2 r 4, 015
Lump Sum Fee $5,000. 1
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 bios, handouts� name badges, signs, sponsor identification and
information packets for attendees and media.
Task Completion Date: November 15, 2015
Lump Sum Fee $2500.
{0001LQ5-D= 3}
Page 16 of 1s
WEBSITE: Develop online registration and event marketing platform. Design and prep
the information and link for the online registration system in coordination with County's
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. 1
f-A CREDITS: coord;-vmt*--a--0.nv,-k Trq.f-xsiy&� . �AZ L,
Task Completion Date: August 1, 2015
Lump Sum Fee: $1,000
7. MARKETING/M[EDIA: Prepare all media promotional pieces, including social media,
provide to County for review and approval. Prepare 3 prc-summit and one post -summit p
releases and provide to County for review and approval. Devise a strategy for invng
registering targeted media representatives to attend the Summit, and submit to County
review and approval. After approval, implement the strategy. f
Task Completion Date: December 15, 2015
Lump Sum Fee $2000 1
8. PAYMENTS: The SFRPC shall not utilize any funds received through the SFRPc ftom
guest registrations and summit 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 D. 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 Surnmit Save the
Dore 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 Surm-nit. Complete all assigned tasks according to mutually developed timclines
and deadlines, which shall be proposed in the Work Plan. Provide a minimum of one full
time staff person (I FrE) 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,
(coorzs�ancx ay
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 reve.ue, Ensure that sponsorship
benefits are Willed. 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 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 City of Key West, County 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.
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 master 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
Xpkil onUMCE MIT or o5tam 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$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
towlmma3)
Page 18 of 19
19. EVALUATION and FOLLOW UP: Prepare and distribute a conference evaluation form
all attendees. Collect all surveys and provide an analysis and summary of results to o
coordinator. Prepare a list of individuals/organizations to receive thank you notes follow'
m n
r]
T
the Conference, draft letters and provide to the County. Provide biweekly status reports un
a month prior to the Summit in which case the report frequency shall be weekly. Prepare
list of individuals/organizations/ sponsors to receive thank you notes following
conference.
Task Completion Date: January 30, 3016
Lump Sum Fee: $500
20. FjLX41j,- !I --PORT: 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.
(M12MM=3)
Page 19 of 19