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HomeMy WebLinkAboutItem D3 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: FEBRUARY 17,2010 Division: TDC Bulk Item: Yes --K- No Department: Staff Contact PersonlPhone #: Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval of revised Destination/Turnkey Event Funding Request for Applications, and approval to advertise the FY 2011 Event Funding Application. ITEM BACKGROUND: TDC approved the revised Destination/Turnkey Funding Application at their meeting of December IS, 2009. TDC approved permission to advertise the FY 2011 Destination/Turnkey Funding Application at their meeting of February 9, 2010. PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATIONS: Approval TOTAL COST: $ BUDGETED: Yes ~ No COST TO COUNTY: $ SOURCE OF FUNDS: TDC AMOUNTPERMONTH_ Year REVENUE PRODUCING: Yes X No APPROVED BY: County Arty ~ OMB/Purchasing N/ A Risk Management N/ A Not Required_ DOCUMENTATION: Included X DISPOSITION: AGENDA ITEM # Revised 11/06 DATE: December 4, 2009 TO: Tourist Development Council FROM: Harold Wheeler, TDC Director RE: REVISIONS TO FY 2011 DESTINA TIONITURNKEY REQUEST FOR APPLICATIONS Attached is a copy of the FY 2011 Request for Application for Destination and Turnkey events. Staff has revised the application to make it more "user" friendly for the applicant. The following changes have been made: . By referring the "applicant" to sample agreements and useful information on the Monroe County website under the TDC section, we have reduced the number of pages of the application from 39 to 18. By doing this, we hope the application will appear less overwhelming to the applicant. . The applicant will now be able to fill in the application as a form document. This will not only help the applicant to keep pages in order, but will be a neater format for the reviewer of the application. . The number of copies the applicant is required to provide to the administrative office has been reduced from 13 to 8. This is due to the administrative office introducing DAC members to electronic versions of the application. This year will be a test year, with the goal to reduce the number of copies again next year when we have more DAC members on board with the electronic version of the application. . The scoring of the application now states that the majority of the sitting members must score 36 points or above in order for the application to be considered for funding. This resolves issues where some DAC members may score certain events with very high or very low points to affect the outcome of funding. NOTICE OF REQUEST FOR APPLICATIONS NOTICE IS HEREBY GIVEN TO PROSPECTIVE APPLICANTS that no later than 5:00 P.M. on Tuesday, ,2010 the Monroe County Purchasing Office will receive sealed applications for the following: DESTINA TIONITURNKEY EVENT FUNDING FOR EVENTS TAKING PLACE BETWEEN JANUARY 1, 2011 - DECEMER 31, 2011 RFA-TDC- IPUR Requirements for submission and the selection criteria may be requested from DemandStar by Onvia at www.demandstar.com or call toll-free at 1-800-711-1712. The Request for Applications and all supporting documentation are public records and may be obtained from the Monroe County Purchasing Office, located at 1100 Simonton St., Key West, FL 33040. Technical questions should be directed, via e-mail.totheAdministrativeOfficeoftheTouristDevelopmentCouncilatadminasst@fla-kevs.com. Any addenda to this Request for Applications (RFA) shall be distributed to vendors on the list of Demandstar distributees for this RFA. Proposers must submit two (2) signed originals and, for each separate District indicated, eight (8) complete copies of each application in a sealed envelope clearly marked on the outside, "Sealed Applications for DestinationlTurnkey Event Funding" addressed to: Monroe County Purchasing Office 1100 Simonton Street, Room 1-213 Key West, FL 33040 Phone: (305) 292-4464 Fax: (305) 292-4465 All Applications must be received by the County Purchasing Office before 5:00 P.M. on Tuesday, , 2010. Any applications received after this date and time will be automatically rejected. Materials may be delivered by certified mail, return receipt requested, hand-delivered or couriered. Faxed or e-mailed applications will be automatically rejected. Applicants delivering applications by hand may request a receipt. If sent by mail or by courier, the above-mentioned envelope shall be enclosed in another envelope addressed to the entity and address stated above. Applicants should be aware that certain "express mail" services will not guarantee specific time delivery to Key West, Florida. It is the sole responsibility of each applicant to ensure their application is received in a timely fashion. Monroe County's performance and obligation to pay under this contract is contingent upon an annual appropriation by the Monroe County Board of County Commissioners (Board). All applications must remain valid for a period of ninety (90) days from the date of the deadline for submission stated above. The Board will automatically reject the response of any person or affiliate who appears on the convicted vendor list prepared by the Department of Management Services, State of Florida, under Sec. 287.133(3)(d), Florida Statutes. All or portions of the documents and work papers and other forms of deliverables pursuant to this request shall be subject to reuse by the county. The Board reserves the right to reject any and all applications, to waive informalities in any or all applications, to re-advertise for applications; and to separately accept or reject any item or items and to award and/or negotiate a contract in the best interest of the county. Contract(s) will be awarded to those applicants whose applications are/is deemed by the Monroe County Board of County Commissioners, upon recommendation of the Monroe County Tourist Development Council, to be in the best interest of Monroe County. Dated at Key West this _ day of 2010. Monroe County Purchasing Department EVENT FUNDING APPLICATION REQUEST FOR APPLICATIONS FOR DESTINATION AND TURNKEY EVENTS DEADLINE FOR APPLICATIONS: ,2010 OVERVIEW AND INSTRUCTIONS INQUIRIES AND CORRESPONDENCE All questions pertaining to this solicitation should be directed to: Maxine Pacini or Lynda Stuart at (305) 296-1552 (AdminAsst@fla-kevs.com) All applications submitted in response to this solicitation should be addressed to and received no later than 5:00 p.m. (close of business day) ,2010 Purchasing Department of Monroe County 1100 Simonton Street, 1 st Floor, Room 213 Key West, Florida 33040 Attention: DESTINA TIONITURNKEY EVENT APPLICATION EVENT FUNDING PROCEDURE The Monroe County Tourist Development Council (TDe) administers the four (4) cent bed tax collected for the purpose of promoting the Florida Keys as a tourist destination. Each year, the TDC invites organizations registered to do business in Florida, to apply for funding for Destination or Turnkey events in the Florida Keys. All applications, will be reviewed by the appropriate District Advisory Committees (DAC's), who shall make recommendations on funding the event to the TDC. Upon approval of recommended funding allocation by the TDC, the administrative office will coordinate with the event coordinator to establish a contract for the event, and will present proposed contract to the Monroe County Board of County Commissioners for final approval. DEFINITION OF A DESTINATION AND TURNKEY EVENTS Destination Events (Advertising and Public Relations Funding Only): (soce 2/16/05) For the purposes ot this solicitation, a destination event is developed and produced to entertain the public and promotes tourism in the Florida Keys and Key West by drawing out-ot-county tourists into the Keys. Monroe County Tourist Development Council- DestinationfTurnkey Event Funding Application for FY 2011 2 Such an event mayor may not receive national or international media exposure, however, the professional agencies of the TDC shall review and approve all media advertising and public relations for the event, to help ensure the success of said event based on the amount of allocated funds. The event coordinator, for purposes of this RFA and any resulting contract, shall be the production agent or other person or organization primarily responsible for the production of the event, and the entity soliciting event funding under this process. Funds awarded for this event are utilized for hard media and public relations related expenditures through the TDC agencies of record to promote the event. For the Destination category, Monroe County shall fund advertising and promotional activity up to 10% in-county, and the balance must be spent out- of-county. A copy of the permissible expenditures can be viewed in Exhibit A of the sample Agreement at http://www.monroecountv-fl.oov/paoes/MonroeCoFL TDC/index. Before submitting this application, we recommend you contact the following agencies to discuss your event and proposed plan. Ultimately they will be signing off approval of your budget for the event, so advance discussions are beneficial for your application. For our Advertisina Aaency (Tinsley Advertising), contact Sharon Joseph or John Underwood at (305) 856-6060 (Sharon@Tinslev.com) or (John@Tinslev.com). For our Public Relations Aaency (Newmanpr), contact Carol Shaughnessy at (305) 797-0579 (Calic02419@aol.com) or Andy Newman at (305) 461-3300 (AndvCCi>.newmanpr.com). Turnkey Events - (national marketing exposure) (SOCC 2/16/05) For purposes of this solicitation, a Turnkey event is designed and produced to entertain the public, and promotes tourism in the Florida Keys and Key West by drawing out-of-county tourists into the Keys. This event shall be produced or coordinated by the entity soliciting event funding under this process with national and/or international marketing exposure, excluding websites. Such event shall be considered an all inclusive event where the promoter has financial responsibility for every facet of the management and production of the event. For purposes of this RFA and all contracts awarded pursuant to it, the event coordinator shall be the production agent primarily responsible for the production of the event and is the entity with whom Monroe County shall contract. Involvement by the TDC agencies of record would only be provided at the request of the TDC and/or the District Advisory Committee and not as a requirement by the event coordinator or any sponsor to insure the success of the event. Payment under a contract for a Turnkey Event will be made upon the completion of the event and upon proof of national and/or international marketing. If the scope of services within the contract guarantees a national television show, the airing of the show shall be within ninety (90) days of completion of the event in order to be paid. If an event is canceled for any reason, no payment shall be forthcoming. Monroe County Tourist Development Council- DestinationfTurnkey Event Funding Application for FY 2011 3 APPLICANT RESPONSIBILITIES AND IMPORTANT INFORMATION FOR THE PREPARATION OF THE APPLICATION . Prior to filling out application, please go to www.sunbiz.ora to ensure that your organization is registered to do business in the state of Florida. Only applicants that are duly registered will be accepted. . Applicant shall complete, copy, sign (by an authorized officer) and submit the correct number of copies of the application to the Monroe County Purchasing Department. (Please DO NOT use three (3) ring HARD binders - soft binders/spiral binding/or no binders are preferred). . Applicant shall familiarize him/herself with referenced online materials noted in this application (sample agreement/sample of scoring system used in determining funding eligibility). http://www.monroecountv-f1.aov/paaes/MonroeCoFL TDC/index. . Cost of preparation and submission of the application is the responsibility of the applicant. . All information furnished or disclosed as part of the application process is considered public record by the laws of the State of Florida. . The applicant shall not lobby, solicit or act to influence the outcome of the competition, discussion or negotiations leading to the award of the contract. . All attachments should be noted as such in the top right hand corner of each sheet - please do not use tab inserts. CRITERIA FOR EVALUATION OF APPLICATION Scoring will be considered under the following criteria: 1 - unacceptable 2 - below average 3 - average 4 - above average 5 - excellent Upon evaluation, the total scores will be tabulated and applications not scoring 36 points or above by the majority of the sitting members, will not be considered for funding. Those events that meet the minimum scoring requirements noted above will be ranked starting with the highest average score. In the case of a tie, the highest score in the Commitment to the Off Season will be the determining factor. Points are listed at each segment for ease of scoring by reviewers. View sample scoring sheet at http://www.monroecountv-fl.aov/paaes/MonroeCoFL TDC/index. Monroe County Tourist Development Council- DestinationfTurnkey Event Funding Application for FY 2011 4 APPLICATION FOR EVENT FUNDING Events taking place between January 1,2011 through December 31,2011 Please submit (a) two (2) originals and (b) eight (8) copies for each separate District indicated below. TITLE OF EVENT: VENUE: (Location/City): DA TE(S) OF EVENT: Step 1: Check Category of Event Step 2: Check the New Event box if applicable DESTINATION EVENT D TURNKEY EVENT D NEW EVENT* D *Definition of "New Event": A first time event; or an event that has not received TDC funding previously. (Events that have been funded under the Fishing or the Cultural Umbrella in prior years are not considered "New Events") INDICATE THE DISTRICT(S) FROM WHICH YOU ARE REQUESTING FUNDS and THE DOLLAR AMOUNT $ $ $ $ $ District I (encompasses the city limits of Key West) District II (from city limits of Key West to the west end of the Seven Mile Bridge) District III (from the west end of the Seven Mile Bridge to the Long Key Bridge) District IV (between the Long Key Bridge and Mile Marker 90.939) District V (from Mile Marker 90.940 to the Dade/Monroe County line and any mainland portions of I\i County) TOTAL AMOUNT REQUESTED (Total Districts I-V) $ APPLICANT ORGANIZATION: (Registered business name as it appears on www.sunbiz.ora ) For Profit D Not for Profit D CONTACT PERSON: ADDRESS: (for correspondence) TELEPHONE NUMBER: (Daytime/mobile) E-MAIL ADDRESS: Monroe County Tourist Development Council - DestinationfTurnkey Event Funding Application for FY 2011 5 SUMMARIZE ORGANIZATION HISTORY I Enter T ex! HAS THIS EVENT BEEN PRODUCED IN THE PAST? Yes D* No D *IF YES, WHEN? Enter Year DID THE SAME ORGANIZATION PRODUCE IT? Yes D No D List name of President and other individuals authorized to execute contracts and otherwise act on behalf of Applicant: Name Title Enter Name Enter Title List staff members including volunteers responsible for administering and organizing this event with evidence of their qualifications and capabilities to accommodate the demands of the event. Name Qualifications Enter Qualifications Capabilities Enter Capabilities Enter Name List previous funding by the Monroe County Tourist Development Council, and by any other State or Federal agencies, if any, and list applications that have not been funded. Source of fundina Amount Reauested Amount Received Year Enter Source 0.00 0.00 Monroe County Tourist Development Council - Destinationffurnkey Event Funding Application for FY 2011 6 EXHIBIT A TIMING OF EVENT (Please mark the appropriate month for the District you are seeking funding from) (Shoulder and off season events to receive higher scoring). (SOCC 4/20/05)) DISTRICT I (encompasses the city limits of Kev West) January 30 July 30 February 10 August 50 March 10 September 50 April 10 October 50 May 30 November 40 June 40 December 40 12345 DISTRICT II (from the city limits of Kev West to the west end of the Seven Mile Bridae) January 20 July 30 February 10 August 50 March 10 September 50 April 10 October 50 May 30 November 40 June 30 December 30 12345 DISTRICT III (from the west end of the Seven Mile Bridae to the Lona Kev Bridae) January 30 July 30 February 10 August 50 March 10 September 50 April 10 October 50 May 30 November 40 June 30 December 30 12345 DISTRICT IV (between the Lona Kev Bridae and Mile Marker 90.939) January 30 July 30 February 10 August 50 March 10 September 50 April 10 October 50 May 30 November 40 June 30 December 40 12345 DISTRICT V (from Mile Marker 90.940 to the Dade/Monroe County line and any mainland portions of Monroe County) January 20 February 10 March 10 April 10 May 30 June 30 July August September October November December 30 50 50 50 40 30 12345 Monroe County Tourist Development Council- DestinationfTurnkey Event Funding Application for FY 2011 7 EXHIBIT B COMMITMENT TO THE EXPANSION OF OFF SEASON TOURISM IN MONROE COUNTY (Outline goals and objectives and describe in detail the proposed event) Enter Text 12345 Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 8 EXHIBIT C SOUNDNESS OF PROPOSED PROJECT Submit detailed marketing plan describing all aspects of the proposed event with estimated number of people to be reached through electronic media, e.g. broadcast of event over radio or television including source of information. TDC funding may only be utilized as follows: Destination Events may utilize up to 10% of their approved budget for in-county hard media (to include production of brochures/pamphlets and associated costs) and public relations (funding for in-house marketing is not a permissible expense). Out-of-county advertising and public relations are to be established through the agencies of record. No other items will be allowable for reimbursement by the TDC. Enter Text 12345 Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 9 EXHIBIT 0-1 FINANCIAL INFORMATION REVENUE BUDGET List cash revenue projected for this event. Admissions (if applicable) Contracted Services Revenue Corporate Contributions Foundation Grants Private/Individual Contributions Other Private Support CASH REVENUE $ $ $ $ $ $ $ Government Support: Federal State Local $ $ $ other than this request for funds Other Revenue (Itemize): Applicant cash on hand $ $ $ $ $ TOTAL APPLICANT CASH REVENUE ........................................................... $ GRANT AMOUNT REQUESTED...................................................................... $ TOTAL CASH REVENUES............................................................................... $ 12345 Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 10 EXHIBIT 0-2 EXPENDITURE BUDGET List expenses specifically associated with this event. Asterisk (*) those line items for which TDC dollars would be utilized. Under column 2 indicate the portion of TDC funds intended to be earmarked for particular expenditures. COLUMN 1 COLUMN 2 Portion of TDC funds request intended to be allocated Cash Expenses Administrative Expenses Personnel - in house Personnel- contracted $ $ $ $ $ non permissible expenditure $ non permissible expenditure $ non permissible expenditure $ non permissible expenditure TOTAL CASH EXPENSES............. $ Attach organization's budget and income/expense report for the last event (if applicable). Monroe County Tourist Development Council - Destination/Turnkey Event Funding Application for FY 2011 11 EXHIBIT E ORGANIZATIONS FINANCIAL STATEMENT Attach financial statement, compilation, review or audit of organization's total budget and financial statement for the last fiscal year to this exhibit. Organization's agent, by executing this application assures that the information contained in such documents is stated factually and accurately to the best of his/her knowledge. EXHIBIT F-1 COMMITMENTS FOR CONTRIBUTION List all contributors (HARD DOLLARS) supporting the proposed event and the amount committed by those contributions. Contributor Amount Enter Contributor 0.00 SUB-TOTAL VALUE OF CONTRIBUTORS $ 12345 EXHIBIT F-2 List all in-kind contributions: (including complimentary rooms, functions, services) Contributor ~ Enter Type Value Enter Contributor SUB-TOTAL VALUE OF IN-KIND SERVICES TOTAL VALUE OF CONTRIBUTION $ 12345 FURNISH LETTERS OF COMMITMENT FROM CONTRIBUTORS AND SPONSORS FOR BOTH HARD DOLLAR AND IN KIND SERVICES. Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 12 EXHIBIT G Specifically state how you plan to spend the TDC funds requested as listed in expenditure budget, (Exhibit 0-2: Column 2), listing names and quantity (e.g. advertising space in local or national newspapers, magazines, brochures, etc.). Destination Events: Remember -- do not deviate 10% on each line item from this budget. Enter Text 12345 EXHIBIT H QUALITY AND UNIQUENESS OF PROPOSED EVENT Extent to which the activity is unique to Monroe County and/or District and provides tourist appeal and promotes and showcases the destination. Enter Text 12345 Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 13 EXHIBIT I Number of people anticipated to attend the event: Participants Spectators Monroe County Residents Out of County, Florida Out of State Foreign TOTAL 12345 EXHIBIT J How was the anticipated number of persons attending determined? Enter Text 12345 EXHIBIT K VALUE OF NATIONAL MEDIA EXPOSURE OR NEW EVENT A. Submit a detailed history of national and/or international media exposure of last event. (LABEL AS EXHIBIT "K") 12345 OR B. In lieu of evidence of past promotional exposure, the anticipated value of the new event to tourism shall be considered include estimated number of people who will be reached and source of information. (LABEL AS ATTACHMENT "K") 12345 Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 14 ACTION PLAN: PARKING/ROAD CLOSURES/SECURITY/TRASH Submit a detailed action plan including appropriate permit(s) if applicable as to how parking/security/road closures and trash will be handled during your event. The plan should include the following information: 1. If your event will require road closures, enclose a copy of the approval by the appropriate county/municipal entity: 2. Describe how your marketing plan will accommodate parking and transportation as it relates to your event: 3. How will our event staff and or anization handle securi ? 4. How will your orQanization handle trash removal? Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 15 NON-COLLUSION AFFIDAVIT and VERI FICA TION I, , of the city of according to law on my oath, and under penalty of perjury, depose and say that: 1) I am the applicant making the application for the event described as follows: 2) The prices in this application have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other applicant or with any competitor: 3) Unless otherwise required by law, the prices which have been quoted in this application have not been knowingly disclosed by the applicant and will not knowingly be disclosed by the applicant prior to application opening, directly or indirectly, to any other applicant or to any competitor; 4) No attempt has been made or will be made by the applicant to induce any other person, partnership or corporation to submit, or not to submit, a application for the purpose of restricting competition; and 5) The statements contained in this affidavit are true and correct, and made with full knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in awarding contracts for said project. VERIFICATION I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true and correct to the best of my knowledge and belief. President's Name Typed President's Signature Sworn to and subscribed before me this day of ,20 personally appeared , and known to be the persons named in and who executed the foregoing document. My commission expires: Notary Public State of Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 16 DRUG FREE WORKPLACE FORM The undersigned applicant in accordance with Section 287.087 Florida Statutes hereby certifies that: Enter Business Name (Name of Business) 1. Publishes a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Informs employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Gives each employee engaged in providing the commodities or contractual services that are under application a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notifies the employees that, as a condition of working on the commodities or contractual services that are under proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 (Florida Statutes) or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction. 5. Imposes a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, or any employee who is so convicted. 6. Makes a good faith effort to continue to maintain a drug-free workplace through implementation of this section. As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements. Applicant's Signature Date Monroe County Tourist Development Council - Destination/Turnkey Event Funding Application for FY 2011 17 D D D APPLICATION CHECK LIST (submit with application) I have completed the following items: D D D D Each section of the application has been completed. Applicant has reviewed the sample Agreement/Contract at http://www.monroecountv- f1.Qov/paQes/MonroeCoFL TDClindex. Applicant has reviewed the scoring sheet at http://www.monroecountv- f1.Qov/paaes/MonroeCoFL TDC/index that is utilized by the District Advisory Committees and understands that the application must score 36 points or above by the majority of the sitting members in order to qualify for funding. Applicant has submitted the Organization's budget and income/expense report for the last event. (Exhibits 0.1 and 0.2) Applicant has attached Organization's total budget and financial statement, compilation, review or audit for the last completed fiscal year. (Exhibit E). Applicant has completed and signed the Non-Collusion Affidavit and Verification form included within the application Applicant has reviewed and signed the Drug Free Workplace form included within the application. Sign below, print off this page, and include as part of application Signed By: Type Name: Type Name Here Monroe County Tourist Development Council- Destination/Turnkey Event Funding Application for FY 2011 18