Loading...
Item D07County off Monroe ELj »moo � i G�, � BOARD OF COUNTY COMMISSIONERS /� ri � �� Mayor George Neugent, District 2 The Florida. Ke Sew', y i Mayor Pro Tern David Rice, District 4 ; -== :'„ j y Danny L. Kolhage, District I Heather Carruthers, District 3 Sylvia J. Murphy, District 5 County Commission Meeting October 18, 2017 Agenda Item Number: D.7 Agenda Item Summary #3381 BULK ITEM: Yes DEPARTMENT: Tourist Development Council TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552 N/A AGENDA ITEM WORDING: Approval of an Agreement with Stuart Newman Associates, Inc. d/b/a NewmanPR to provide public relations agency services which promote tourism commencing October 1, 2017 ITEM BACKGROUND: TDC approved same at their meeting of July 18, 2017 PREVIOUS RELEVANT BOCC ACTION: BOCC approved advertisement of Request for Proposal for Profession Public Relations Agency for Monroe County Tourist Development Council at their meeting of January 18, 2017. CONTRACT/AGREEMENT CHANGES: New Agreement STAFF RECOMMENDATION: Approval DOCUMENTATION: NewmanPR Agreement FINANCIAL IMPACT: Effective Date: October 1, 2017 Expiration Date: September 30, 2020 Total Dollar Value of Contract: $1,950,000 Total Cost to County: No Cost to County Current Year Portion: $650,000 Budgeted: Yes Source of Funds: TDC CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: No Grant: County Match: Insurance Required: Yes Additional Details: If yes, amount: REVIEWED BY: Maxine Pacini Completed 09/01/2017 4:08 PM Christine Limbert Completed 09/01/2017 4:53 PM Budget and Finance Completed 09/05/2017 1:01 PM Maria Slavik Completed 09/05/2017 1:01 PM Kathy Peters Completed 09/05/2017 2:23 PM Board of County Commissioners Completed 09/20/2017 9:00 AM THIS AGREEMENT (Agreement), made and entered into this day of _, 2017, A.D., by and between Monroe County, Florida, (hereinafter called the County), and Stuart Newman Associates, Inc. d/b/a NewmanPR (hereinafter called the Contractor). �M WHEREAS, Contractor is uniquely qualified to provide public relations agency services whi promotes tourism, and i WHEREAS, County and Contractor currently have a contractual arrangement for servic through September 30, 2017; and i 0 . I . I I - a a D - - M.0i" Iffil a 0 9 - ". 0 WHEREAS, County desires to enter into this Agreement for public relations services with the Contractor; NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows: l. Term: The term of this Agreement is for a period of three (3) years beginning October 1, 2017 and expiring on September 30, 2020. The County shall have an option to extend the Agreement for one additional two (2) year period under the same conditions. 2. Scone of Services: The Contractor will serve as the full -service public relations agency, executing a tourism based public relations campaign for the Monroe County TDC and County. Th-, Contractor and the public relations programs are subject to review by the Monroe County TDC. A. Key Personnel: This Agreement is a professional service Agreement with expectation that principal personnel performing the services are those personnel listed. Notice of any change in Key Personnel shall be sent to the TDC for approval. The Key Principals assigned are the following: I # IT__T Mi III M ta. 1 ) Stuart Newman, President and Account Advisor 2) Andrew A. Newman, Senior Vice President and Senior Account Supervisor (TDC Key Principal) 3) Buck Banks, Executive Vice President and Copy Editor/Online Media Director Contractor shall have a successor plan for the Key Personnel of President and Senior Vice President of the agency, The successor plan shall include who may take over the obligations and duties of the former TDC's Key Principal in the event of incapacitative illness, death or other circumstances that render the Key Principal unable to perform their CD E 0 CL r_ cz E z duties and obligations under this agreement. The Contractor shall provide their successor plan to the TDC administrative office within 30 days of approval of this agreement by the County. The Contractor shall amend said successor plan, as needed, to ensure it remains current. In the event that the TDC does not approve the Key Personnel, the County may terminate the Agreement in accordance with section 18. FTAI 31 Q 111 1541Z "T 1) Account Executive 2) Media Manager 3) Account Support 4) Finance/Account/Clerical Suppor) In addition, the agency will sub -contract with Keys -based individuals to provide for an Upper Keys/Middle Keys stringer and for a Lower Keys/Key West stringer to be funded from the public relations expense budget. The Senior Account Supervisor and/or account executive shall meet with the Monro—e County TDC at all regularly scheduled meetings of the TDC and Advisory Committees, and at any other times as directed by the TDC. C. Contractor agrees to assign a Public Relations Senior Account Supervisor who will devote such time and effort as necessary to the account on a priority basis, including full time when required. Duties of the Senior Account Supervisor will include contact as required with the Chairperson or Vice Chairperson of the TDC, Marketing Director or other designee, interfacing with other agencies of record such as Advertising and Website provider as directed by the TDC relating to the development of an effective marketing program for the Florida Keys. Either the account supervisor, account executive or district stringer will consult with TDC Advisory Committees within the Keys. D. Provide staff services to manage communications to develop awareness, promote favorable image and goodwill for the Florida Keys tourism product. E. Provide the development of favorable national and international publicity for the Florida Keys tourism product. Provide the establishment and maintenance of contacts with print, internet and broadcast media including bloggers and social media influencers. A. Coordinate development and distribution of news materials for trade and consumer media. 1. Develop and coordinate media familiarization tours for the Florida Keys, and assis� media including travel bloggers and social media influencers as needed during individual visits. In addition, develop and coordinate itineraries for broadcast crews and provide onsite support as needed. 0 A I - 1 0 a K. Develop the public relations section of the TDC's annual marketing plan establishing objectives and measurable goals while interfacing with programs produced by thiz advertising agency and sales department. Provide representation of TDC at selected trade shows, sales/media missions, FAM tours, media workshops, and journalist conferences. jig,] t*z-14 I I �- - 0 - I - 1 6 B I I - - 1 6 1 A I a �015'611111 11MMOM 171 MarMIDUMISLOT411111F.1 I&$ I V111 111r:1116 R1l:-JI1 111'affs [all - 11 - - 1 4 N. Provide periodic written and/or oral reports on public relations activities to the TDC and District Advisory Committees. 0. Provide the establishment and management of Agreements with sub - agencies for international, specialty or other public relation markets and/or programs. P. Prepare for and respond to emergency crisis situations that affect tourism and provide a crisis communications program when needed, working in conjunction with Keys Emergency Managements and other local, state and federal entities as appropriate. R. Interface with County officials and other local municipalities to consult with and provide communications assistance to deal with issues that relate to tourism. -TIT"P11 N; � 11 Z Ili: I V. Maintain appropriate records of print clippings, internet, and broadcast coverage. W. Provide development and maintenance of video and still image libraries. X. Provide a measurability process to evaluate the public relations programs. Y. Provide implementation of such services as outlined within the objectives, goals, and strategies of the annual marketing plan. Z. Perform such other public relations activities as required by the TDO (D E CL r- (IS E z FOR TDC- Maxine Pacini Monroe County TDC 1201 White Street #102 Key West, FL 33040 Me -.90(611111 I ; 101 Z� KOH I PO Box 1026 Key West, FL 33041-1026 Andy Newman Off v4swrit I*Ifmr3vl1 A ETUMPNOWCN.114% 17. Taxes: The County is exempt from payment of Florida State Sales and Use taxes. The Contractor shall not be exempted by virtue of the County's exemption from paying sales tax to its suppliers for materials used to fulfill its obligations under this Agreement, nor is the Contractor authorized to use the County's Tax Exemption Number in securing such materials. The Contractor shall be responsible for any and all taxes, or payments of withholding, related to services rendered under this Agreement. d-JEOPMEMMM A. The County may terminate this Agreement for cause with seven (7) days' notice to the Contractor. Cause shall constitute a breach of the obligations of the Contractor to perform the services enumerated as the Contractors obligations under this Agreement. Ml K1ljrs-%91- I a 0 - I ­ - 170• - • •PIIPTIMRM !4. This Agreement shall be governed by and construed in accordance with the laws of the State of Florida applicable to Agreements made and to be performed entirely in the State. B. In the event that any cause of action or administrative proceeding is instituted for the enforcement or interpretation of this Agreement, the County and Contractor agree that venue will lie in the appropriate court for the 16 1h Judicial Circuit or before the appropriate administrative body in Monroe County, Florida. The County and Contractor agree that, in the event of conflicting interpretations of the terms or a term of this Agreement by or between any of them, the issue shall be submitted to mediation prior to the institution of any other administrative or legal proceeding. D. Severability. If any term, covenant, condition or provision of this Agreement (or the application thereof to any circumstance or person) shall be declared invalid or unenforceable to a%A 0 CL E Z 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. A Mel MR oil [9t; 4 The Monroe County Board of County Commissioners, its employees, TDC Board of Directors and officials will be included as "Addonal Insured" on all policies, except for Workers' Compensation and Professional Liability Policies. Any deviations from these General Insurance Requirements must be requested in writing on the County prepared from entitled "Request for Waiver of Insurance Requirements" and approved by Monroe County Risk Management. i W1 WNW1111 I I a - 6 6 - NEW"T N111 fli*44111 I WN ple(OAK41 616115EXON2 =*IMWF�Jumm JUX-r-11 In addition, the Contractor shall obtain Employers' Liability Insurance with limits of not less than: $100,000 Bodily Injury by Accident $500,000 Bodily Injury by Disease $100,000 Bodily Injury by Disease, each employee I I � I � 1 1 1 p 11111 1111 rlii;�iiiiiiiiil�� Coverage shall be provided by a company or companies authorized to transact business in ti state of Florida and the company or companies must maintain a minimum rating of A-V1, assigned by the A.M. Best Company. B. Prior to the commencement of work governed by this Agreement, the Contractor shall obtair. General Liability Insurance. Coverage shall be maintained throughout the life of thZ Agreement and include, as a minimum: Premises Operations Products and Completed Operations Blanket Contractual Liability Personal Injury Liability Expanded Definition of Property Damage $ 500,000 per Person $1,000,000 per Occurrence $ 100,000 Property Damage M 191TJ N 101 11-12M flail III M 10IN to 1 401,11 Mid K11 I &M I 1144 W01IM01 WJ 1(4MI 1,7MJ1(4@J1k1r1=NsV a a IN III III I I I] I I 1-Ims) 5 k17MITTZ I I a i C. Recognizing that the work governed by this Agreement requires the use of vehicles, ft Contractor, prior to the commencement of work, shall obtain Vehicle Liability Insurance. Coverage shall be maintain throughout the life of the Agreement and include, as a minimum, liability coverage for: *Owned, Non -Owned, and Hired Vehicles The Minimum limits acceptable shall be: $1,000,000 Combined Single Limit (CSL) If split limits are provided, the minimum limits acceptable shall be: $ 500,000 per Person $1,000,000 per Occurrence $ 100,000 Property Damage A. Recognizing that the work governed by this Agreement involves the furnishing of advice or services of a professional nature, the Contractor shall purchase and maintain, throughout the life of the Agreement, Professional Liability Insurance which will respond to damages resulting from any claim arising out of the performance of professional services or any error or omission of the Contractor arising out of work governed by this Agreement. The minimum limits of liability shall be: $250,000 per Occurrence/$500,000 Aggregate. 29. Force Maieure: The Contractor shall not be liable for delay in performance or failure to perform., in whole or in part, the services due to the occurrence of any contingency beyond its control or other acts of God, Contractor has exercised reasonable care in the prevention or mitigation of damages and delay, any such delay or failure shall not constitute a breach of the Agreement. Upon femand of TDC or County, the Contractor must furnish evidence of the causes of such delay or failure. 30. Execution in Counlg%arts: This Agreement may be executed in any number of counterparts, each of which shall be regarded as an original, all of which taken together shall constitute one and the same instrument and any of the parties hereto may execute this Agreement by signing any such counterpart. 31. Section Headings: Section headings have been inserted in this Agreement as a matter of convenience of reference only, and it is agreed that such section headings are not a part of this Agreement and will not be used in the interpretation of any provision of this Agreement. 13 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the d d year first above written. I (SEAL) Attest: KEVIN MADOK, Clerk I I I Deputy Clerk of Monroe County ............... .................................. -- ... ... ................................... (To be filled out by Contractor) PresideTt I Public Relations Agency Agreement ID: 1872 AND TWO WITNESSES (2) (2) Print Name 14