Item Q10BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:November 17, 2015Department:Sustainability
Bulk Item: ____No XStaff Contact /Phone #:Rhonda Haag, 453-8774
AGENDA ITEM WORDING:
Approval to enter intoAmendment No. 1 to a contract with Casa Operating
Lessee Inc., d/b/a Casa Marina, A Waldorf Astoria Resort, for conference hosting and implementation services
for the 7th Annual Southeast Florida Regional Climate Change Summitto authorize additional food and
beverage services and audio visual services in support of the Summit; authorization for the
Sustainability/Projects Director to execute necessary documentation.
________________________________________________________________________________________
ITEM BACKGROUND:
The Summit is being hosted on December 1-4, 2015 by Monroe County on behalf of
the Southeast Florida Regional Climate Change Compact.The number of paid summit registrations is more
than 300. The County has a FY16budget of $50,000for SummitExpenses. In addition, asignificant source of
fundshas beenraised through event sponsorshipsand summit registrations to help defray the costs of the event.
As of 11/3/15, $161,325 has been pledged for registration fees and sponsor donations (of this, $19,525 remains
to be collected).Additional sponsorships and registration fees are expected.Sponsordonations and
registration fees will be usedto fundthe food and beverageservices.Funds will not be used for the purchase of
alcohol. Budgeted funds will be used to fund the audio visualservicesfee. Remaining sponsor donations and
registration fees will be used to fund other summitexpenses.
Pre-payment in the amount up to$165,500is due to the Casa by 11/23/15.The Casa will invoice the County
after the event for the final number of guests who attended the event and participated in the food and beverage.
The Countywill use sponsor and registration fees (and County funds if necessary) to pay for food and (non-
alcoholic) beverages.
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PREVIOUS RELEVANT BOCC ACTION:
04-15-15: Authorize entering into a contract with the Casa Marina
CONTRACT/CONTRACTCHANGES:
Changesvis-à-vis the original Agreement:
1.Sleeping room charges ($138,354.00) are eliminated (guests are paying for their own rooms and room
charges);
2.Resort charge ($6,960) is eliminated;
3.Food and beverage charges increases from $40K to $131K (attributable an increasein estimated head
count, finalization of the menu, and the fact that the estimate now includes the mandatory 22%
gratuity/service charge);
4.Audio visual charges ($35K) are added. It was originally anticipated that County staff would provide
the audio visual (AV) services. However, because of the complexity and specialized equipment
needed, the hotel will provide the majority of the AV and related services. County AV staff will
provide support and record the sessions.
________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:INDIRECT COST: _BUDGETED:
NTE $166,500Yes*XNo __
*Budgeted funds and unbudgeted donations and registrations fees will be usedto fund this amendment.
DIFFERENTIALOF LOCAL PREFERENCE: _______
COST TO COUNTY:SOURCE OF FUNDS:
$30,000Budgeted, Sponsor and
Registration Feescollected.
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No X
',
APPROVED BY:
County Atty OMB/Purchasing Risk Management ______
DOCUMENTATION:
IncludedXNot Required____
DISPOSITION:AGENDA ITEM #
CAD #___
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