Loading...
04/29/2019 AgreementCounty of Monroe The Florida Keys Monroe County Board of County Commissioners BOARD OF COUNTY COMMISSIONERS 1 Mayor.Sylvia-J. Murphy, District 5 Mayor Pro Tern Danny L. Kolhage, District 1 George Neugent, District 2 Heather Carruthers, District 3 David Rice, District 4 Office -of the County Administrator The Historic Gato Cigar Factory 1100 Simonton Street, Suite 205 Key West, FL 33040 (305) 292-4441 — Phone (305) 292-4544 =. Fax MEMORANDUM TO: Pam Hancock, Deputy Clerk FROM: Lindsey Ballard, Aide to County Administrator DATE: May 1, 2019 SUBJECT: Small Contract Small contract for your records only. Enclosures: Key West Beachside Marriott — 1 copy enlcosed ATTACHMENT D.6 COUNTY ADMINISTRATOR - CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN $50,000.00 Contract with: ;Key West 11eachstde Marriott --1 Contract # Effective Date: 09/24/2019 Expiration Date: 09/24/2019 Contract Purpose/Description: Facility/site location for Lower Keys/Key West 2019 Monroe County Employee Health and Wellness Fair. Event is established and reco ign zed by the County's wellness resolution. BContract is Original A reement Contract Am e t en Contract Manager: Brvan Cook 4458 Employee Services/Stop #1 (Name) (Ext.) epartmen top ) CONTRACT COSTS: Total Dollar: Value of Contract_: S..2,135.00 plus Current Year Portign: $ 2,135.00 plus consumption billed consumption billed (must be less than $i0,000) P (If multiyear agreement then after event. Estimated after event. Estimated requires 1300C approval, unless the total less than $ total less than $ r "�. todd'cumulative amount is less than 3,000.00 w'000.00): 3,000.00 Budgeted? Yes[R NEI ccount Codes:502-08005-530490 Grant: $ - - - - County Match: $ - - - - ADDITIONAL COSTS Estimated Ongoing Costs: $ N/A /yr For: (Not included.in dollar value above) (e.g. maintenance, utilities, janitorial, salaries, etc.):: CONTRACT REVIEW.. Changes Date=Out Date In Needed X -fewer, Department Head H/a� l� Yes❑ No[✓r (,L�u, tt '� Risk Management�1- Yes[]NoQ �"a►' O.M.B./Purchasing '¢ a�1 i9 Yes[:] No[i� L TL��zi J�I eC1 County Attorney `� r Yes❑ NoM !- I % Comments: Page 70 of 73 MARRIOTT KEY WEST BEACHSIDE April 9, 2019 Ms. Natalie Maddox, Benefits Coordinator Monroe County Office of Employee Benefits 1100 Simonton Street, Room 2-268 Key West, FL 33040 Group Services Contact for Catering Thank you for selecting the Key West Marriott Beachside Hotel for your event. Upon full execution by the parties, this letter will serve as the Group Services Contract ("Contract") between Spottswood Management, Inc., a Florida corporation, the manager of the Key West Marriott Beachside Hotel (hereafter referred to as the "Hotel") and County of Monroe, Florida (hereafter referred to as "you" or "Client"). EVENT NAME: Monroe County Employee Health Wellness Fair 2019 EVENT DATE(S): Tuesday, September 24, 2019 CONTRACT DUE The arrangements described in this Contract are being held on a tentative basis pending Client's return to Hotel of this executed Contract, together with the deposit and any other requirements outlined in this Contract, on or before Friday, April 26, 2019. Provided that all matters are in order, Hotel will execute this Contract upon its return from Client. In the event that Client returns the executed Contract, the deposit, or other requirements after such due date, Hotel may nonetheless determine in its discretion to accept this Contract and honor such arrangements, and shall evidence such acceptance by execution of this Contract. FUNCTION SPACE AND FOOD AND BEVERAGE ARRANGEMENTS FUNCTION SPACE ARRANGEMENTS The following schedule of events will be confirmed to accommodate your program requirements. Any changes to the requirements outlined below may affect the terms of this Contract. In addition, the Hotel blocks function space by specific time periods. Extensive changes made to room set-ups within 72 hours of the function will incur a room set-up charge of $250.00. 09/24/19 7:00am 9:00am Set -Up Flagler Ballroom Per Diagram 250 $1,750.00 09/24/10 9:00am 5:00pm Health Fair Flagler Ballroom Per Diagram 250 FUNCTION SPACE ASSIGNMENTS Final function room assignments will be made by the Sales and Catering Department 72 hours prior to the event and after receiving final guaranteed attendance figures. The Hotel reserves the right to change any function room assignments based on the final guaranteed attendance figure. We recommend that your organization not publish any room assignments in advance since they are subject to change. Function space not reserved for your organization may be sold to other organizations. Careful consideration will be given to ensure any activities occurring in other function space will not conflict with yours. BANQUET FOOD & BEVERAGE MINIMUM CHARGE A minimum of $500.00 is required to be spent at your function on banquet food and beverage. This minimum does not include a 22% taxable service charge, tax, labor, audio visual, meeting room rental, or any other miscellaneous charges incurred. Should your final count drop below the approximate number of guests listed above, we will be happy to advise you on additional alternatives in food and beverage which will assure achievement of the agreed upon minimum revenue figures for your function. Any remaining difference from the minimum revenue will be accessed as a room rental charge. FOOD AND BEVERAGE FUNCTION ATTENDANCE GUARANTEE / ATTRITION The estimated attendance figure for the food and beverage function is 250 persons. The Hotel requires a final guarantee attendance figure for all functions at least ten (10) business days prior to start of the function. This number will be considered your guarantee, not subject to reduction, and charges will be made accordingly. If we have not received a guarantee by the due date, the estimated attendance figure stated above will be used as your guarantee and you will be billed at this number or the actual number of guests served, whichever is greater. Your organization will be charged for the guaranteed count (but in no event less than the banquet food and beverage minimum charge set forth above) should the actual attendance fall below this number. The Hotel will set and prepare for five percent (5%) over the final guaranteed count. Should your actual attendance exceed the final guaranteed count, you will be charged based on the actual attendance. MENU Our menus represent items, which we feel are appropriate for your event. Please keep in mind that these are suggestions and we will be happy to customize a menu that might better suit your needs. Details for your banquet event order should be finalized a minimum of thirty (30) days prior to the actual event. Menu prices are subject to change with market fluctuations. Final menu prices may be confirmed thirty (30) days prior to your function. It is the client's responsibility to be aware that consuming raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase your risk of foodborne illness, especially if you have medical conditions. HOTEL POLICIES • Your sales and catering representative should approve the use of the hotel name or logo. All function locations will provide stand lighting and Acting oun >Ims np DoteG ( �Ig Monroe County Employee Health Wellness Fair 2019 Contract Page 2 of 6 electrical outlets. Request for additional lighting and power will be needed a minimum of three weeks in advance and will be assessed the applicable charges for the request. The Hotel reserves the right to reassign the space based on best utilization of all function space. If alcoholic beverages are to be served on the hotel premises, the Hotel will require that beverages be purchased and dispensed only through its employees and bartenders. The Hotel's alcoholic beverage license requires the Hotel to (a) request proper identification (photo ID) of any person of questionable age, and refuse alcoholic beverage service to any person under age or for which proper identification cannot be produced; and (b) refuse alcoholic beverage service to any person who, in the Hotel's sole judgment, appears intoxicated. • Food and beverages are not permitted to be removed from the hotel premises. No food or beverage shall be brought into the hotel by patrons or attendees from outside sources, unless otherwise approved by the Hotel general manager. The Hotel reserves the privilege to serve all food and beverage within the Hotel. • The Hotel will not assume any responsibility for damages to or loss of any merchandise or articles left in the hotel during or following functions. The Hotel can arrange for additional security for your group or event upon request. • You will be responsible for any damages done to the facilities during the period of time of your event and the setup/tear down for any persons that are under your control or the control of contractors hired for your event. The Hotel can provide security for an additional charge. • The Hotel assesses a taxable service charge of 22% on all Food/Beverage prices and Room Rental fees. Food/Beverage prices and room rental fees are currently subject to a 7.5%state tax. Tax is subject to change based upon government regulations. • The Hotel abides by the City of Key West noise ordinance. This ordinance requires that all noise including, but not limited to, all forms of music and events cease by 11:00 pm. The Hotel reserves the right to terminate any after- hours event at their discretion. • Signs or banners are not allowed in public areas. Any signage in private areas must be professionally made and have the approval of the Hotel management. The Hotel will not permit the affixing of anything to walls, floors or ceilings of rooms without prior approval. WEATHER POLICY In cases of outdoor events, the Hotel reserves the right to make a final decision if lightning storms or severe weather conditions are expected in the vicinity that may endanger the safety of guests or employees. The hotel also reserves the rig to move itial yA ntln 1�7 a e� Monroe County Employee Health Wellness Fair 2019 Contract Page 3 of 6 the group to an indoor area should there be a weather report indicating 30% or more chance of precipitation in the area, temperatures below 60 degrees, or wind gusts in excess of 20 MPH during the time designated for the set-up of the event or the actual event. The decision will be made no later than loam on the day of the event, unless changes in the weather require such movement at a later time. AUDIO VISUAL SERVICES Your audio-visual requests should be coordinated through our Catering and Sales Department. Audio -Visual prices are currently subject to a 22% taxable service charge and 7.5% sales tax. SHIPPING Packages for meetings may be delivered to the Hotel three (3) days prior to the date of the function. The following information must be included on all packages to ensure proper delivery: 1. Name of Organization 2. Guest's Name 3. Attention of the Catering Manager (please specify name) 4. Date of Function A package handling charge of $5.00 per box will be assessed and added to your master account. For your convenience and safety, we ask that all deliveries made on your behalf to our Hotel be made through our loading and unloading area. This includes all outside contractors, such as musicians, florists, design companies, etc. CREDIT AND BILLING ARRANGEMENTS The Client will follow the below deposit schedule: '. �}.:d J.'.CJ�=t7d.'�d I=@.c °J�,S:1➢'!.4,':' �� OF �.„� "'.:'f_a•.,ii!)�7(,(`^'g.' Initial Deposit 1 04/26/19 $2,135.00 Final Payment — On Consumption 2 10/04/19 TBD Food and Beverage Charges It is understood by both parties that all or part of the deposit will be forfeited should the Client cancel all or part of the program. After the date of the event, and if the client has met all contractual obligations, this deposit can refunded or put towards the client's master account. Any unpaid balances will be charged to a credit card on file upon departure. Acting County Adifflfflgfato. Dated 1 IZO ( 9 Monroe County Employee Health Wellness Fair 2019 Contract Page 4 of 6 CREDIT CARD To guarantee payment, it is necessary that we acquire a major credit card number with expiration date and authorized signature. A valid credit card authorization must be submitted to the Hotel with this Contract. The Client will charge the master account to a credit card. The Hotel will request an approval from the credit card company for the total amount covered by this Contract. Unless alternate arrangements are agreed to in writing by Hotel, your credit card will be charged the estimated final payment three (3) business days prior to the Arrival Date, and any additional charges or unpaid balances will be billed to your credit card at the conclusion of the event. CANCELLATION AND LIQUIDATED DAMAGES This Contract will bind the Client and Hotel to the terms outlined in this Contract. In the unlikely event that Client must cancel the event, Client must send notice of cancellation in writing to Hotel, and such cancellation shall. become effective as of the date received by Hotel. If no cancellation notice is received, notice shall be deemed to have been received on the Arrival Date. In such event, the parties agree that the actual damages due Hotel as a result of cancellation are not readily ascertainable and that the amounts set forth below shall be the agreed upon liquidated damages for Client's failure to perform its obligations under the Contract. For purposes of oerforming the liquidated damages calculation, the parties agree that the total Estimated Function Room and Food and Beveraae Revenues shall be: $2.225.00. Days Prior to Arrival Date Cancellation Liquidated Damages Due Hotel Notice Received by Hotel From Date of Contract to 180 days 25% of total Estimated Function Room, and Food and Beverage Revenues 179 days - 120 days 50% of total Estimated Function Room, and Food and Beverage Revenues 119 days - 90 days 75% of total Estimated Function Room, and Food and Beverage Revenues 89 days - Arrival Date 100% of total Estimated Function Room, and Food and Beverage Revenues LIABILITY Performance by the Hotel is contingent upon the ability of the Hotel to complete same, and is subject to labor troubles, disputes, strikes or picketing, accidents, weather, government (federal, state or local) requisition, restrictions upon travel, transportation, food, beverages or supplies and other causes, whether enumerated herein or now which are beyond the control of the Hotel. In no event shall the Hotel be liable for the loss of profit or other similar or dissimilar collateral or consequential damages, whether based on breach of contract, warranty -or otherwise. Client is responsible for any damage to any part of the hotel premises caused by your attendees, guests, employees, independent contractors or agents under your control or under the control of any independent contractor hired by you during the period of time your attendees, guests, employees, independent contractor or other agents under your control or under the control of any independent contractor hired by you are in the hotel. Ic - - c ing counPrIftilmin s ra or Date**b Monroe County Employee Health Wellness Fair 2019 Contract Page 5 of 6 FORCE MAJEURE The performance of this Contract by either party is subject to acts of God, hurricanes, war, government regulations, disaster, strikes, civil disorder, terrorism, complete curtailment of transportation or other emergencies making it illegal or impossible to substantially perform the Contract. In such an event, prompt notice shall be given by the party canceling pursuant to this section. The party seeking cancellation of performance under this provision must exercise due diligence and take all reasonable steps to avoid, remove and overcome the effects of the force majeure event. GOVERNING LAW This Contract shall be governed by the laws of the State of Florida. Venue for any claim or controversy pertaining to this contract, which cannot be acceptably negotiated by both parties, shall be in the Sixteenth Judicial Circuit in and for Monroe County, Florida. Should it be necessary for the Hotel to employ an attorney, collection agency, or other method in compliance with state statutes to enforce this Contract or collect sums due under this Contract, the Client agrees to pay all expenses of collection, including attorneys' fees through appeal. This Contract cannot be orally modified, amended or rescinded, and no written modification, amendment or revision shall be valid unless signed by both parties to the Contract. EFFECT OF CONTRACT The signature of both parties on this Contract establishes this event on a "Definite" status and constitutes a legally binding and enforceable contract that may result in certain forfeitures of funds and other monetary liability in the event of a default. The persons signing this Contract represent and warrant that he/she is authorized by the organization to legally bind the organization to the terms and conditions of this Contract. This Contract may be executed by facsimile and in one or more duplicate counterparts. We look forward to the privilege of hosting the Monroe County Employee Health Wellness Fair 2019. Please indicate your acceptance of the terms set forth herein by signing and returning a copy of this Contract by Friday, April 26, 2019. Upon receipt of the signed Contract, our Catering and Sales Department will contact you to discuss further details. FOR: ACCEPTED BY: Key Wes Marriott Beachside Hotel - County of Monroe, Florida r +� I " 1yrdyj&wminjsff7a Or /V--SjgTTUre Mindy McKenzie Printed Name lPriinteb Name Sales Manager Title Title j .9 Date I D to MOpfOW iz . Fy 91 Ming County ml s a or ❑ate ZOjg Monroe County Employee Health Wellness Fair 2019 Contract Page 6 of 6