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Second Amendment 01/20/2016 SECOND AMENDMENT OF THE INTERLOCAL AGREEMENT BETWEEN MONROE COUNTY AND THE SOUTH FLORIDA REGIONAL COUNCIL FOR THE fir ANNUAL SOUTHEAST FLORIDA REGIONAL CLIMATE LEADERSHIP SUMMIT PROGRAM 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 (Al), 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# 1 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 unchanglip 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 w' /: x ._, ; avilin,Clerk BOARD OF COU TY COMMISSIONERS z 4 + i. OF MONROE C O §e � o �' _ LDI By: It . , o erk ay / airman 4 M �e eccurnv . ,Ev Z vi AP vvto a o a --- AS.S.15 rANl UNTY A. TOL'NEY Date: 02-05-16 Date: 02-05-16 (SEAL) SOUTH FLORIDA REGIONAL PLANNING COUNCIL By: - h-. LL Wa e.6 4A Print Name: Isabel Cosio Carballo Executive Director Title: Date: 02-05-16 STATE OF FLORIDA COUNTY OF BROWARD On this day of F LJ. , 20 )(0, before me, the undersigned notary public, personally appeared Lu4a ( Coos CR4h Uo , known to me to be the Person whose name is subscribed above or who produced l /S/1Gc*) -fo me) as identification, and acknowledged that he/she is the person who executed the above contract with Monroe County for the purposes therein contained. By: ,2,(62e.fo Notary Public g ISABEL MORENO MY COMMISSION I EFSYNI EXPIRES:Ap124. OIU S6H661 MO REM) Print Name My commission expires: if- o2M-J- /g (SEAL) 2 FIRST AMENDMENT OF THE INTERLOCAL AGREEMENT BETWEEN MONROE COUNTY AND THE SOUTH FLORIDA REGIONAL COUNCIL FOR THE 7111 ANNUAL SOUTHEAST FLORIDA REGIONAL CLIMATE LEADERSHIP SUMMIT PROGRAM THIS AMENDMENT NO. I, effective as of November 17, 2015, made to the Interlocal Agreement ("the ILA") entered into the 20th day of May 2015, 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: I. The contract amount shall be increased for certain out of pocket expenses not to exceed $7,952 for travel and registration expenses, and $6,193 for miscellaneous expenses. 2. Both parties acknowledge receipt of carryover funds from Miami-Dade County in the amount of$3,724 from the conference held in 2014. 3. Monroe County Board of County Commissioners authorizes the South Florida Regional Planning Council to use the funds carried over from Miami Dade County in the amount of$3,724 towards the increased out of pocket expenses described above. 4. Therefore, the new contract total is as follows: a. Original Contract Price $30,000 b. Cost reimbursement 14,145 c. Miami Dade Funds (3,7241 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 details. 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 execute this ILA on the date first written above. Attest: Amy Heavilin, Clerk BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By: By: Deputy Clerk Mayor/Chairman Date: Date: (SEAL) SOUTH FLORIDA REGIONAL P - ING COUNCIL By // Title: f l/e - -Il in I\2.ec n L Date: ID- STATE OF FLORIDA COUNTY OF BROWARD On this 3041 day of OCT 20�.S before me, the undersigned notary public, personally appeared C/11FS . N1uA1eh , 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:, fr t l- /212 Ott Q Notary Public ISABEL MORENO MY rlrcffs:A COMMISSION (3P e6l .-4 01t-2N D Print Name My commission expires: -,„4 -I S (SEAL) 7 . #! 1888888888 ] ! §)§ f ::! #; ° !` °t:`! 0 !\ 0 [ q \©! ! 2 /! ] | � | » / / | /�\ ( \ �« \ 88 / ) \ ] ) \ ! | ;% I )\ \ / / ] § f ] ] ) | • I ) � ` ` /) R; Rw6 ! !k _ _ gRR§a\ s\! 9 _02 ^0 , og uvi ] / f— ei i `ore: ` 0 ®l ' ! ! ! $I. / , ! / 11 )!) 2; 2! E ' 2202E !in \ 2 ° - | //\ \ } / )! / / Exhibit B South Florida Regional Council Monroe County Climate Leadership Summit Other Expense Detail Description Tate Bags $ 2,193 Actual Printing 2,500 Estimate Signage 1,000 Estimate Supplies 500 Estimate Total $ 5,_193 • • 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 7ih 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 7'h 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 Interlace!Agreement("MA")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 B.A. 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 I 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 lours 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 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 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 I 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 clot 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 Cledc 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 rebind,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 datc(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 arc not limited to,the following: I) 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(I)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 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 MA. Section V—Project Management and Notice The Project Manager for the County is Ms. Rhonda Haag.The Project Manager for the SFRPC is Mr. lames (Jim) Murky. 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-rhondaemonroecounty- t1.vov. AGREEMENT Page 5 of 19 All formal notices,demands,or other communications to the SFRPC under this ILA shall be in writing and shall be deemed received if scot by certified mail to: South Florida Regional Planning Council(SFRPC) Attention: James Morley,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 BA 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 • 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 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 (I) 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 r` ( is ILA on the date first written above. ts/ �I BOARD OF COUNTY COMMISSIONERS I eavilin,Clerk TOEWH"erfril.....±.)A >� 1� • � . err : yo a sY Clerk Mayor/Chairm 4 , I Date: 5/20/l.S Date 5�20) lS z ¢ wo 0w w u > w� (SEAL) SOUTH FLORIDA REGIONAL 0 C z . P PIG COUNCIL _ MONROE COUNTY ATTORNEY orOyED AS TO ! r9R9.? By l„h.C. it-,( P name lames F. &twirl N ATILE EP:E W CASSEL ASSISTANT aour4rV ATTORNEY Title: Executive Director Dew S/ ' — Date: ;j//7//J STATE OF F(6'rtr (75A COUNTY OF Ai) LUALz n On this /6,day of MAy ,20 T before me,the undersigned notary public, Personally appeared lc,fl2c S til ureic y ,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: ; 24 CcL • \� Notary Public `. ? ,1 ,• '. • rSHK:I k;U1=CIUHr i. Print Name My commission expires: ?-(- :k y- t y 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: I) 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. 6) 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 (000123113-00a1) 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 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 absence. 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 ballroom setups, and other related venue tasks. Coordinate with the County for decision points. Serve as the (®,a6D 3) 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, 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, sponsodexhibit 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 rum 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 bias 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. (nontzwman Page 11 al 19 8) MARKETING/MEDIA: Prepare all media promotional pieces, including social media, and provide to County for review and approval. Prepare a minimum of LO Summit pre 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 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 far 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—lune 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 (T IThNS as 31 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 Sununit, 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 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 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 stmctures 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 arc 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 (0:01115R.CCCr]) Page 13 al 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 oat, 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. MI requests for the registration/attendance list must be coordinated through the County. 16)SUMMIT GRFFNING AND CARBON OFFSET: Attempt to contact 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. IS)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 bias(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. 100o1151S WWI I 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. (0001.5r5aon ) Page 15 of 19 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 I full-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 bios, handouts, name badges, signs, sponsor identification and information packets for attendees and media. Task Completion Date:November 15,2015 Lump Sum Fee$2500. (00oIw6.1X3a3) Page 16 ci 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-summit 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 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 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 appmval. 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- hosL 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(I FTE)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 sponsars/cxhibitors/vendors/advcrtisers by June 30, l0:0173aE a 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 ore 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 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 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 (0001$115 Ma 1) Page 18 of 19 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 slams 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 Fec:$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. tmnxsesnocx» Page 19 of 19 Exhibit A-2 MiamiF!4!!4 cn1SchoianhipiRec{`pleats Total' Karla Utting 515.00 Carla Strickland 515.00 Devika Kaul 515.00 Sandra Lee 515.00 Caroline Lewis 515.00 Total 52,575.00 3