Item D4
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: AUGUST 15, 2007
Division:
TDC
Bulk Item: Yes ~ No
Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of an Amendment Agreement with St. Paul's Episcopal Church of Key West, Florida to
revise Exhibit A for the Performance at St. Paul's between October 1, 2006 and September 30,2007 in
an amount not to exceed $5,000, FY 2007 Two Penny Cultural Umbrella Resources.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original agreement at their meeting of October 18, 2006.
CONTRACT/AGREEMENT CHANGES:
Amend Agreement to Revise Exhibit A - Dates and Names of events
~\
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
$5,000
BUDGETED: Yes ~ No
COST TO COUNTY:
$5,000
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes -L No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty ~ OMB/Purchasing ~
Risk Management X
DOCUMENT A TION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 11/06
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
St. Paul's Protestant Episcopal
Church of Key West, Florida
Contract #_
Effective Date:
Expiration Date:
TDC ID #: 240
10/1/06
12/31/07
Contract PurposelDescription:
Approval of an Amendment Agreement with St. Paul's Episcopal Church of Key West,
Florida to revise Exhibit A for the Performance at St. Paul's between October 1, 2006
and September 30, 2007 in an amount not to exceed $5,000, FY 2007 Two Penny
Cultural Umbrella Resources.
Contract Manager: Maxine Pacini
(Name)
3523
(Ext. )
TDC # 3
(Department/Stop #)
for BOCC meeting on
8/15/07
Agenda Deadline: 7/31/07
CONTRACT COSTS
Total Dollar Value of Contract: $ 5,000
Budgeted? Yes[g] No D Account Codes:
Grant: $
County Match: $
Current Y sar Portion: $ /
115-75011-530340-T75C-445"-X-530410
115-75011-530340-T75C-445-X-530480
- --
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- --
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ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
Changes
Date In Needed
Division Director I ~ r YesD NoD
RiskMana~ement !,.aso7 YesDNo0 ~
O~B.IP~tlg #'l' YesDNoGD ~
County Attorney 1 ~ YesD No[Zf S.Grimsley
Comments:
OMB Form Revised 2/27/01 Mer #2
AMENDMENT (1 st AMENDMENTI TO AGREEMENT
THIS AMENDMENT to agreement dated the_day of 2007, is entered into by and between
the Board of County Commissioners for Monroe County, on behalf of the Tourist Development Council, and
St. Paul's Protestant Episcopal Church of Key West, Florida.
WHEREAS, there was a contract entered into on October 18, 2006 between the parties, awarding
$5,000 for the production of the Performances at St. Paul's between October 1, 2006 and September 30,
2007; and
WHEREAS, it has become necessary to revise the schedule for the concerts; and
WHEREAS, Exhibit A needs to be revised to reflect the change in concert dates and names;
NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to
the amended agreement as follows:
1. Exhibit A of the Agreement dated October 18, 2006 shall be revised, and attached hereto.
2. The remaining provisions of the contract dated October 18, 2006 remain in full force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day and year first above
written.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
Secretary
hurch of Key West, Florida
(CORPORATE SEAL)
Attest:
By.
By
Print Name
VA l/ P?J /l. h//LI'"
Print Name
OR TWO WITNESSES
(1)
(1 )
Print Name
(2)
(2)
Print Name
Amendment #1
Performance at St. Pauls
MONROE COUNTY ATTORNEY
APPROVrc? AS TQ.FORM:,
~~C) . ;;:
SUSAN M. GR~~J
ASSISTANT COUNTY ATTORNEY
Date <'lu ~ cJ? J.ao 2--
c1 '
EXHIBIT A
D.
REVISED EXHIBIT A
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2007
EVENT NAME:_Performances at St. Paul's
List scheduled event activities in date order. If pre-promotion is included, indicate
the event dates of the next season. If funded, funds will be reimbursed only for the
promotion of event activities listed here.
1. 11-10-2006
2. 11-19-06
3. 11-22-06
4. 12-10-06
5. 12-17 -06
6. 1-28-07
7. 2-25-07
8. 3-25-07
9. 4-1-07
10. 8-5-07
Dutch Sound Waves
Kenny Drew
Thanksgiving Eve Organ Recital by Joseph Lowe
Amahl and the Night Visitors
St. Paul's Christmas Concert
Dominic Meiman
Key West High School Jazz Band
Kathleen Peace
Music of Holy Week
Hot Jazz in a Cool Place
IF FUNDED. EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND
TRANSMITTED TO THE OFFICE OF THE CLERK OF THE COURT.
July 18, 2007
To: Maxine Pacini, Monroe County Tourist Development Council
,
From: Andrea Comstock, Cultural Umbrella Administrator
Re: 2006/07 Cultural Umbrella - Exhibit A Revision
Performance At St. Paul's
The attached revision of "Exhibit A - Schedule of Events" for Performance At St.
Paul's is accepted by the Cultural Umbrella. Please incorporate into their contract.
July 17,2007
To: Cultural Umbrella Committee
From: St. Paul's Episcopal Church, Performances at St. Paul's
Dear Sir or Madam;
Please accept this revised schedule for our performances last calendar year. There were
some cancellations and programs that differed from the schedule that we presented to you
at the beginning of the season.
Thank-you for your consideration
Sandra J. Wilt
Parish Secretary
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of County
Commissioners of Monroe County, Florida, a political subdivision of the state of Florida, ("County")
and 8t. Paul's Protestant Episcopal Church of Key West, Florida, a Florida corporation ("Event
Sponsor").
WHEREAS, the umbrella organization under contract to the County has recommended to
the Monroe County Tourist Development Council ('TDC"), which has endorsed the
recommendation, that certain monies be allocated for promotion of an event by Event Sponsor;
NOW THEREFORE, in consideration of the mutual promises contained herein, the parties
agree as follows:
1. Amount: County shall pay a sum not to exceed $5,000 (Five Thousand Dollars) for
promotion and related expenditures, effective October 1, 2006, as described in the event budget,
attached hereto as Exhibit B, for production of the Performance at Sl Paul's between October
1, 2006 and September 30, 2007. Payment will be made only after Event Sponsor submits
invoices and support documentation acceptable to the County's Finance Department. The
advertising and promotion budget using County funding may be altered as to the individual line
items, or components, within 10% of the amount stated for that item or component, without
increasing the total dollar amount and without requiring a written amendment to this agreement.
The general non-allocated section of an Umbrella event budget may be utilized for unforeseen
permissible expenditures and for those budget lines that may require additional funds. Monroe
County's performance and obligation to pay under this agreement is contingent upon an annual
appropriation by the County.
2. Duties of Event Sponsor: Event Sponsor shall provide promotion and related
services as described in the Sponsor's application for funding, Exhibit A, attached hereto. All
advertising and public relations services or supervision of advertising and public relations will be
provided through the contracted agencies of the TDC and County.
3. InvoicinQ: The contracted agencies of record shall receive payment of work in
progress upon submission of documented invoices associated with the event. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal year ends
September 30, 2007. Event sponsor also understands that the funding process through which this
contract was made available by County requires event sponsors to submit their payment requests
as quickly as possible and to finalize all such requests before the end of the fiscal year, if at all
possible. In order for the tourist development taxes to be utilized most effectively for the purpose
for which they were authorized, attracting and promoting tourism, the budgeting process of the
County requires the event's funding to be concluded in a timely manner. In recognition that the
timeliness of payment requests is of extreme importance to the funding of future advertising and
promotion for the stability of the tourist-based economy, Event Sponsor agrees to submit by
September 30, 2007, all invoices and support documentation as required by the County's Finance
Department rules and policies. Event Sponsor shall not be reimbursed nor will Event Sponsor's
vendors be paid directly for any invoices received by the County after September 30, 2007, except
Performance at Sf. Paul's
Cultural UmbreJla Funding FY 2007
that for events with promotional expenditures incurred between July 1 and September 30, 2007,
invoices must be submitted within ninety (90) days of the conclusion of the event.
4. Reimbursement to County: Event Sponsor shall reimburse County for any amount of
funds expended by County in connection with an event which does not occur as a result of any act
or omission by Event Sponsor.
5. Indemnification: Event Sponsor covenants and agrees to indemnify and hold
harmless Monroe County Board of County Commissioners from any and all claims for bodily injury
(including death), personal injury, and property damage (including property owned by Monroe
County) and any other losses, damages, and expenses (including attorney's fees) which arise out
of, in connection with, or by reason of the services provided, event sponsored, or other activities
and funding associated with this agreement. Should event involve the serving or distribution of
alcoholic beverages, Event Sponsor shall obtain prior to the event a Liquor Liability insurance
policy naming Monroe County as a co-insured.
6. Records: Event Sponsor shall maintain records pursuant to generally accepted
accounting principles for three (3) years after the event and shall permit County and its agents and
employees access to said records at reasonable times.
7. Termination: County may terminate this agreement without cause by providing
written notice to Event Sponsor, through its officer, agent, or representative, no less than sixty (60)
days prior to the event and may terminate for breach upon providing to Event Sponsor, through its
officer, agent or representative, notice at least seven (7) days prior to the effective date of the
termination. Notice is deemed received by Event Sponsor when hand delivered, delivered by
national courier with proof of delivery, or by U.S. mail upon verified receipt or upon the date of
refusal or non-acceptance of delivery.
8. Conflicts: Event sponsor is an independent contractor and shall disclose any
potential conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County
Code, Article XXI.
9. Non-Collusion: By signing below, Event Sponsor warrants that he/she/it has not
employed, retained or otherwise had act on his/her/its behalf any former County officer or
employee in violation of Section 2 of Ordinance No. 10-1990 or any County officer or employee in
violation of Section 3 of Ordinance No. 10-1990. For breach or violation of the provision the
County may, at its discretion terminate this contract without liability and may also, at its discretion,
deduct from the contract or purchase price, or otherwise recover, the full amount of any fee,
commission, percentage, gift, or consideration paid to the former or present County officer or
employee.
10. Public Entities Crimes: A person or affiliate who has been placed on the convicted
vendor list following a conviction for public entity crime may not submit a bid on a contract to
provide any goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of a public building or public work, may not submit bids on
leases of real property to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity, and may not transact
business with any public entity in excess of the threshold amount provided in Section 287.017, for
Performance at Sf. Paul's
Cultural Umbrella Funding FY 2007
2
CATEGORY TWO for a period of 36 months from the date of being placed on the convicted
vendor list.
11. Loqo Requirement: All promotional literature and advertising must display the
"The Florida Keys & Key West, Monroe County Tourist Development Council, Come as You
Are", logo/trade mark adopted by the TDC and County on November, 2000, (as per attached).
Radio Advertising shall quote, "Brought to you by the Monroe County Tourist Development
Council". No reimbursement or direct payment will be considered unless this logo/trade mark
or slogan is utilized.
12. Insurance Requirements: Event Sponsor, as a pre-requisite of the Special Event
governed by this agreement, shall obtain, at its own expense, insurance as specified in this
section.
Event Sponsor will not be permitted to commence work associated with the Event
(including pre-staging of personnel and material) until satisfactory evidence of the required
insurance has been furnished to the county as specified below. Event Sponsor shall maintain the
required insurance throughout the entire duration of the Special Event and any extensions
specified in any attached schedules. Failure to comply with this provision may result in the
immediate suspension of the Event until the required insurance has been reinstated or replaced.
Event Sponsor shall provide, to the County, as satisfactory evidence of the required insurance,
either:
Certificate of Insurance
or
* Certified copy of the actual insurance policy
A certified copy of any or all insurance policies required by this contract shall be filed with the Clerk
of the BOCC prior to the Event.
All insurance policies must specify that they are not subject to cancellation, non-renewal,
material change or reduction in coverage unless a minimum of thirty (30) days prior notification is
given to the County by the insurer.
Acceptance and/or approval of Event Sponsor's insurance shall not be construed as
relieving Event Sponsor from any liability or obligation assumed under this contract or imposed by
law.
The Monroe County Board of County Commissioners, its employees and officials will be
included as "Additional Insured" on all policies.
Any deviations from these General Insurance Requirements must be requested in writing on
the County form titled "Request for Waiver of Insurance Requirements" and must be approved by
Monroe County Risk Management.
Event Sponsor shall furnish the County with a certificate evidencing the insurance required
by this paragraph not later than twenty (20) days prior to the event.
Prior to commencement of work governed by this contract, Event Sponsor shall obtain
General Liability Insurance. Coverage shall be maintained through out the life of the contract and
include, as a minimum:
* Premises Operations
* Products and Completed Operations
* Blanket contractual Liability
* Personal Injury Liability
* Expanded Definition of Property Damage
The minimum limits acceptable shall be:
Performance at St. Paul's
Cultural Umbrella Funding FY 2007
*
3
*
$1,000,000.00 combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
* $500,000.00 per person
* $1,000,000.00 per Occurrence
* $100,000.00 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims Made
policy, its provisions should include coverage for claims filed on or after the effective date of this
contract. In addition, the period for which claims may be reported should extend for a minimum of
twelve (12) months following the acceptance of work by the County.
Recognizing that the work governed by this contract involves the sales and/or distribution of
alcoholic beverages, the Contractor's General Liability Insurance policy shall include Liquor
Liability with limits equal to those of the basic coverage.
A separate Liquor Liability policy is acceptable if the coverage is not more restrictive than
the contractor's General Liability policy.
IN WITNESS WHEREOF, each ~rty has cause~eement to be executed by its
duly authorized representative, the \. '-^ day of . 2006.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe COU())!
1
f"i
MaYOr/cha~man
G~
Deputy Clerk
(CORPORATE SEAL)
St Paul's Protestant Episcopal
Church of Key West, Florida
Secretary
Attest:
By.
By
Print Name
President
U~V/O /!!? t...;;t.-T
Print Name
OR TWO WITNESSES
(1) ,~~,o\J~J' Cd Ui:::x
f, ,._->u f~) J ~ I L... r
Print Name
A.. /-~ ///Jy.._..._...._..~_
(2) #//'..---
,..... ~(/~
4
III A 1M. ,t, /l 1<>. D/ C ( I. C I
Print Name
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
'j, C~
)~ &A A.o?-- /Vt i1ii-~
SUSAN M. G MSLEY
ASSISTANT j;OU~TY ATTORNEY
Performance at St. Paul's
Cultural Umbrella Funding FY 2007
..
D.
EXHIBIT A
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2007
EVENT NAME:_
Performance at St Paul's
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
Nov 19,2006 4PM
Nov 22, 2006 7PM
Dec 10, 2006 7PM
Dec 17, 2006 7PM
Jan 14,2007 4PM
Feb 4, 2007 4PM
Feb 25, 2007 4PM
Mar 4, 2007 4PM
Mar 18,2007 4PM
Apr 1, 2007 7PM
May 6, 2007 4PM
Aug 5, 2007 4PM
Robin Kaplan Jazz Festival
Thanksgiving Eve Organ Recital
Amahl and the Night Visiton
St Paul's Christmas Concert
Keys Chamber Orchestra (tentative)
Black History Month Event
Robin Kaplan Jazz Festival
Wendy Reynolds soprano/Steve Sigurdson cello (tentative)
Robin Kaplan Jazz Festival
Music of Holy Week
Swing Low
Summer Jazz
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cuhural Umbrella Application
EXHIBIT B
MONROE COUNTY TOUIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
FISCAL YEAR 2007
EVENT NAME: PERFORMANCE AT ST. PAULS
MEDIA ADVERTISING
BROCHURES, POSTERS, PROGRAMS
$
$
4,000
1,000
TOTAL:
$
5,000
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE.
THE MAXIMUM REQUEST IS $25,000.00.
FUNDS ARE PAID ON A REIMBURSEMENT BASIS.
ALL PRINT AND TELEVISION MATERIALS MUST DISPLAY THE CURRENT TDC LOGO
ALL BROADCAST ADVERTISING PLACED OUTSIDE MONROE COUNTY MUST INCLUDE THE LINE
"SPONSORED IN PART BY THE FLORIDA KEYS AND KEY WEST, MONROE COUNTY TOURIST
DEVELOPMENT eOUNell."
IF FUNDED, EXHIBITS A AND B WILL BEeOME PART OF YOUR eONTRAeT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
TUt [lORIDA KtvS & Ktv WtST
MONRo[ COUNT'! TOURIST O[VUOPM[NT COUNCil
Come as you ares
TUt [lORIDA KtvS & Ktv WtST
MONRo[ COUNT'! TOURIST OmlOPM[NT COUNCil
Come as you are'"
TUt [lORIDA KtvS & Ktv WtST
MONRO[ COUNT'! TOURIST O[Y[lOPM[NT COUNCil
Come as YOU are'"
TUt [lORIDA KtvS & Ktv WtST
MONRo[ COUNT'! TOURIST OmlOPM[NT COUNCil
Come as you are!>
TUt [lORIDA KtvS & Ktv WtST
MONRO[ COUNT'! TOURIST OmlOPM[NT COUNCil
Come as you are'"
TUt [lORIDA KtvS & Ktv WtST
MONRo[ COUNT'! TOURIST OmlOPM[NT COUNCIl
Come as you are'~
TH[ [lORIDA KHS & Kn W[ST TH[ [lORIDA Kns & Kn W[ST TH[ [lORIDA K[YS & Kn W[ST
MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl
Come as you are@ Come as you are@ Come as you are@
TH[ [lORIDA KnS & Kn W[ST TH[ [lORIDA KnS & Kn W[ST TH[ [lORIDA Kns & Kn W[ST
MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl MONROf COUNTY TOURIST OfYHOPMfNT COUNCIl
Come as you are@ Come as you are@ Come as you are@
TUHLORIDA Km & K[Y wm TUHLORIDA Km &K[Y wm TUHLORIDA Km & K[Y wm
MONROf COUNTY TOURIST DfYnOPMfNT COUNCIL MONROf COUNTY TOURIST DfVnOPMfNT COUNCIL MONROf COUNTY TOURIST DfVnOPMfNT COUNCil
Come as you are@ Come as you are@ Come as you are@
TUHLORIDA Km & K[Y wm TUHLORIDA Km &K[Y wm TUHLORIDA Km & K[Y wm
MONROf COUNTY TOURIST DfVnOPMfNT COUNCIL MONROf COUNTY TOURIST DfYnOPMfNT COUNCIL MONROf COUNTY TOURIST DfVnOPMfNT COUNCIL
Come as you are@ Come as you are@ Come as you are@
TH[ flORIDAKns &KnW[ST
MONRO[ COUNTY TOURIST D[VnOPM[NT COUNCIL
Come as you are@
TH[ flORIDA Kns & Kn W[ST
MONRO[ COUNTY TOURIST D[VnOPM[NT COUNCIL
Come as you are@
TU[ flORIDA Kns & Kn W[ST
MONRO[ COUNTY TOURIST D[VnOPM[NT COUNCIL
Come as you are@
TH[ flORIDA Kns & Kn W[ST
MONRO[ COUNTY TOURIST D[VnOPM[NT COUNCIL
Come as you are@
MCTG-3125 New Logo Slick L01
19% Editloa
:\-IONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule of Insurance
Requirements, be 'Waived or modified on the following contract
Contractor: See Event Attachment
"'
~ame of Entity::)'t .
C' J'\~7
~ame of Event: , \. l _ I
JI
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') 1- '( '_ ;4_':'~ r:--~_ ~.~
,
.'
','
~\ 1 r'w'~_~('~v} G~\-
(.c"; 'JV ')' r L
'- 1-
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'( ',"j ~ ,l \ '-"'.. \ 'J
Contract for: Services
Address of Contractor:
C/O TDC Art: Maxine
Phone: 305-296-1552
Scope of Work: Advertising and Promotion
Reason for Waiver: Providing funds to oromote event onlv.... Minimal exposure to
county
Policies Waiver will
apply to: See Attached
Signature of Contractor:
--
Approved Not Approved
. .~ (- (;
Risk .\'Ianagement: ~iU(LY:'2_.....-'
1 .'-'.\ ('
Date: , ; -- !) - l,/ fI
County Administrator Appeal:
Approved
~ot Approved
Date:
Board of County Commissioners Appeal:
Approved
~ot Approved
\Ieeting Date:
Administration Instruction
#-4709.2