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1. 09/26/2019 Agreement ATTACHMENT D.6 COUNTY ADMINISTRATOR CONTRACT SUMMARY FORM FOR CONTRACTS LESS THAN 50,000.00 FContraqwith- W1111. I Baker s Ca esac MM9 , ;,„k , ? ) I Contract# Effective Date: 09/26/2019 Expiration Date: 09/26/2019 Contract Purpose/Description: --� Facility/site location for UUner Key�MM96�2019 Monroe Coun Emnloyge Health and Wellness Fair. Event is established and recognized bathe Coun 's wellness resolution. BContract is Original Agreement Contract Am n ' Contract Manager: Brvan Cook ;458 Employee Services/Stop 1 ame _ t. epartmen top CONTRACT COSTS Total Dollar Value of Contract: $2,445.24 m Current Year Portion: $2,445.24 (must be less than$50,000) (If multiyear agreement then requires BOCC approval,unless the iotau c,uuu i uw ve a,nmu.o,nt as la;�s rtim n $50,000 00). Budgeted? Yes[:X NFL] A-Cc oun Codes:502-08005-53-O 90 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 Rev' er Department Head ' Yes❑ No w, �/3c�115 ? Risk Management Yes❑No� O.M.B./Purchasing /&)M( Yes❑ No0' County Attorney F—3L)-I q Yes❑Nolk] �• - �g Comments: Page 70 of 73 7/22/2019 https://www.sert fi.com/bakerscay/signable_images_v5.aspx?requested=.AQC_EZ02vbpsHXtwkZ3NONMsO Check# 12428 Baker's Cay Resort Page. t of 2 Created 7/812019 Bkd By.APT Catering APT Service:APT 97000 Overseas Highway•Key Largo,FL 33037•Phone(305)-852 5553-Fox(305k 852 35" Type:Catering Banquet Check Account: Monroe County Board of County Commissioners Event Data: September 26,2019 Post AS: Monroe County Employee Health and Wellness Fair BED Name: Monroe County Employee Health and Welfne Contact: Ms.Natalie Maddox Address: 1100 Simonton Street Phone: (305)292-4448 Suite 2-268 Fax: Key West,FL UNITED STATES 33040 On-Site: Method of Payment: Acct it: Quantity Food Price Amount 10 dozen Assorted Granola Bars 2100 per dozen 210,00 10 dozen Assorted pieces of whole fruit 18 00 per dozen 180,00 2 gallon Freshly Brewed H.0 Valentine Regular Coffee 49 00 per gallon 98.00 Subtotal: 48800 Administrative Charge%: 23.00 112.24 Tax%. Total: .................600.24 Room Rental Price Amount Room: Baker Ballroom Function:SET Room: Baker Ballroom Function:EXHB 1.50000 1,500,00 Room: Baker Ballroom Function:BRK Subtotal: 1,50000 Administrative Charge%' 23.00 345.00 Tax%: 0.00 Total: ....... . 1„845,00 Grand Total: 2,445.24 Balance Due: 2.445.24 -AV1— Co ants Orgemzallon Au Hotel Representative Signature Date Dale Monroe County Employee Health and Wellness Fair 9.26.19-Page 1/2 MON AOE COUNTY ATTORNEY PROVEDSIT OR�� https://www.sertifi.com/bakerscav/siqnable images v5.aspx?retauestid=.AQC EZ02vbosHXtwkZ3N0NMs0 112 7/22/2019 https://www.serUft.com/bakerscay/signable_images_v5.aspx?requested=.AQC_EZ02vbpsHXtwkZ3NONMsO Banquet Check Summary Account: Monroe County Board of County Commissioners Event Date: September 26,2019 Post As: Monroe County Employee Health and Wellness Fair BEO Name: Monroe County Employee Health and We4ne Contact; Ms Natalie Maddox Addresu 11DO Simonton Street Phorw (305)292-4448 Suite 2,268 Fax. Key West,FL UNITED STATES 33040 On-Site! Method of Payment: Accl A: Actual Revenue Admin Charges Taxes Totals Food: 488,00 11224 0,00 600.24 Beverage: 0 D0 0.00 000 0,00 Resource: 0.00 0.00 0..00 0.00 Room Rental: 1,S00,00 34500 0,00 1.84500 1988. D0 457.24 0.00 2.44524 mg � mm�Maio) Orgarnzatlon Auttwratu Hotel Representative Signature Date Date E-Signed/7ed[ + OVOSf2019 01:40 PH EDT �¢.LJlQZ U••diaz@ bake rscay.co m m:lszler.lol.tyr ,� � . Monroe County Employee Health and Wellness Fair 9.26,19 Page 2/2 MONAOE COUNTY ATTORNEY ROVEY AS„" T�tf� DatS7 https://www.sertifi.com/bakerscay/signable_images_v5.aspx?requestid=.AQC,,,,,EZ02vbpsHXtwkZ3NONMsO 2/2 7/22/2019 hftps://www.sertifi.con-dbakerscay/signable—images—v5.aspx?requestid=.AQDk4YML8Lwyh—zpFmV9g8v9O BAKER'S CAY RESORT .11 LANGO Baker's Coy Resort,Key Largo 97000 Overseas Highway I Key Largo,111.33037 July 5,2019 Ms.Natalie Maddox,Benefits Coordinator Monroe County Office of Employee Benefits 1100 Simonton Street,Room 2-268 Key West,111. 33040 Group Services Contract for Catedna Thank you for selecting the Baker's Coy Resort for your event. Upon full execution by the parties,this letter will serve as the Group Services Contract("Contract") between Baker's Coy Resort(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($): September 26,2019 CONTRACT DUE The arrangements described in this Contract are being held cv)a tentative basis pending Client's tel to Hotei of this executed Contract, together with the deposit and any other req0rementsoutlined in this Contract.on or before July 17,2019. Provided that al matters are m 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 the Contract. FUNCTION SPACE AND FOOD AND BEVERAGE ARRANGEMENTS FUNCTION SPACE ARRANGEMENTS The tolikswing schedule of events will be confirmed to accommodate your program requirements. Any changes to the requirements outlined bebw may affect the terms of this Contract. in addition, the Hotel blocks function space by specific time penod5r Exlensive ch(ange5 mode to room setups within 72 hours of the function wi0 incur a room sel-up charge of$250,00. ''ME MEMO u9jis/1u fuluam 9:00am set-up Baker Bailroom Per Diagram 64A "FaI 0-affniZiR Per MagFinl XV111lig CounW-Ad-rim intor L_1�eAt(W_ ::�1311203 Monroe Co.Employees Health Wellness Fair 2019 contract 9.26.19-Page 1/6 https://www.sertifi.com/bakerscay/signable„-,,images,,v5.aspx?requestid=.AQDk4YML8Lwvh ZDFmV9q8v90 1/6 7/22/2019 hftps://www.sertifi.com/bakerscay/signable—images—v5.aspx?requestid=.AQDk4YML8Lwyh—zpFmV9g8v9O FUNCTION SPACE ASSIGNMENTS Final function room assignments will be mode by the Sales and Catering Department 72 hours prior to the evenil 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. Funcfion 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 $50111.00 is required to be spent at your function on banquet rood and beverage, This minimum does not include a 23%taxable administrative 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 below,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 assessed as a room rental charge Estimate of charges will be billed prior to the event,If there Ts a balance with the consumption items after the event is completed.a check for the balance will be made to the hotel w[Kin 3 weeks of the events completion. FOOD AND BEVERAGE FUNCTION ATTENDANCE GUARANTEE/ATTRITION The estimated attendance figure for the food and beverage function is 110 persons. The Hotel requires a final guarantee attendance figure for all functions at feast 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 mode accordingly. It we have not received a guarantee by the due dole, the estimated attendance figure stated above wilt be used as your guarantee and you will be billed at this number or the actuaf,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 rove percent (57.) over the final guaranteed count. Should your actual attendance exceed the finot guaranteed count you will be charged based on the actual attendance. MENU Our rnenus 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 clionge with morket fluctuations. Final menu prices may be confirmed thirty(30) days prior to your function, It is the client's responsibility to be are that consuming raw or undercooked meats poultry,seafood,shellfish,or eggs may increase your risk offoodborne illness,especially if you have medical conditions, co Momon,Cv&iwl,Ernt)iOp10011lqnfM W For?W9 Conlrect Por A 4 W 6 Monroe Co.Employees Health Wellness Fair 2019 contract 9.26,19-Page 2/6 hftps://www.sertifi.com/bakerscay/signable imaqes v5.aspx?reciuestid=.AQDk4YML8Lwvh zDFmV9a8v90 2/6 7/22/2019 https://www.serUfi.com/bakerscay/signable_images_v5.aspx?requestid=.AQDk4YML8Lwyh zpFmV9g8v9O HOTEL POLICIES Your sales and catering representative should approve the use of the hotel name or logo.All function locolions will provide standard fighting and electrical outlets. Request for additional lighting and power will be needed a minimum of three weeks Gn advance and will be assessed the applicable charges for the request The Motel reserves the right to reassign the space based on best uNizolion at all furK.,tion 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 IDj 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 Motel'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 Motel reserves the privilege to serve all food and beverage within the Hotel. The Hotel will not assume any responsibility for damages to or lass of any merchandise or articles left in the hotel during or following functions. The Motel 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 thesetup/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 administrative charge of 23% on ou Toad/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 noise ordinance. This ordinance requires that oil noise including but not limited to,oil forms of music and events cease by 11:00 pm. The Hotel reserves the right to terminate arty after- hours event of their discretion. Signs or banners ore riot allowed in public areas. Any signage in private areas must be professionally made and have the approvol of the Hotel management. the Hotel will not permit the affixing of anything to walls. floors or celfings of roomw without prior approvd, owwwrlr o arao,�l u� u�nrum,uikary i"„r:w.rvu'tm�V.utipp'Pu„rv�'uaR,r lrt� aCu warn^NMdroos Vtwv"' d"i iuu4e+rvrtl Page 4 out A Monroe Co.Employees Health Wellness Fair 2019 contract 9.26.19-Page 3/6 https://www.sertifi.comthakerscay/signable images v5.aspx?requestid=.AQDk4YML8Lwvh zoFmV9a8v90 3/6 7/22/2019 hftps://www.sertifi.com/bakerscay/signable—images—v5.aspx?requestid=.AQDk4YML8Lwyh—zpFmV9g8v9O WEATHER POLICY In cases of outdoor events, the Hotel reserves the 6ght to rnake 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 right to move the group to an indoor area should there be a weather report indicating 30%or more chance of pre6piloCon 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 bier than l0om on the day of the event unless changes In the weather require such movement at a later time. AUDIO VISUAL SERVICES Your oudio-visual requests should be coordinated through our Catering and Sales Department,Audio-Visual prices are currently subject to a 23% taxable administrative charge and 7.5%sales tax, SHIPPING Packages for meetings may be deRvered to the HotO three(3)days prior to the date of the function. The following information must be inckaded on all packages to ensure proper delivery: 1. Name of Cirgonizaton 2. Guesf'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 oil deliveries made on your behalf to our Hotel be made through our loading and unloading area. This includes all outside contractors.such as musicians flonsts,design companies,etc. CREDIT AND BILLING ARRANGEMENTS The Client wig follow the below deposit schedule: rndW RA I Immediate $2AN'00 FanaI PaymerA- No Ilate,0'w On Conswno�on Food and Se"rage Any I'mal Uanm Charges 2 W1719 It is understood by both parties that all or part of the deposit will be forfeited should the Client cancel oil or part of the program. After the date of the event and it the crient has met all contractual obligations,this deposit can refunded or credited towards the cteril's master account. Pogo 4 of 6 Monroe Co.Employees Health Wellness Fair 2019 contract 9.26.19-Page 4/6 hftps://www.sertifi.com/bakerscay/signable images v5.asr)x?reauestid=.AQDk4YML8Lwvh zIgFmV9a8v90 4/R 7/22/2019 https://www.sertifi.com/bakerscaylsignable_images_v5.aspx?requestid=.AQDk4YML8Lwyh_zpFmV9g8v9O 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 Hotei,and such cancelation shalt become effective as of the dote received by Hotel. If no cancellation notice is received,notice shall be deemed to have been received on the Arrival Bate. In such event,the parties agree that the actual damages due Hotel as a result of concetialion are not readily ascertainable and that the amounts set forth below shall be the agreed upon Ilquidated damages for Client's failure to perform its obligations under the Contract �.gr.. stfgg a. f.pf,rhPq My we&„in t JPQ J-9M 5.111rQ1ff0 Fiv.rq ti r,, Ra.?x?—v f q Days Prior to Arrival Date Cancellation liquidated Damages Due Hotel Notice Received by Hotel 119 days 90 days 75%of told Estimated Function Roam.and Food and beverage Revenues+ $1904.04 89 days. Arrival Date 0 of total Estimated Function Roam, and Food and Beverage Revenues $1600.D0 FORCE MAJEURE The performance of this Contract by either party is subject to acts of Cod,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 secfion. The Marty seeking cancellation of performance under this provision must exercise due diligence and take all reasonable steps to avoid. remove and overcame the effects of the farce moieure event. GOVERNING LAW This Contract shall be governed by the tows 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 tog 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. to"uAM.u. V'b'pdb5 PN Y1O iY:(Xdd'40"IV'I!rabV"SB @p'd'k¢A W4fi1i W'b° R�,Y Ikzv 200 conond� Pargio 6 016 Monroe Co.Employees Health Wellness Fair 2019 contract 9.26.19-Page 5/6 httDs://www.sertifi.com/bakerscav/sionable imaaes v5.asox?reauestid=.AQDk4YML8Lwvh zr)FmV9a8vg0 5/8 7/22/2019 hftps://www.sertifi.com/bakerscay/signable-images-v5.aspx?requestid=.AQDk4YML8LwytLzpFmV9g8vgO EFFECT OF CONTRACT The signature of both porltes on this Contract and initial deposit estobfthes 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 defouR, 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 July 17,2019.Upon receipt of the signed Contract our Catering and Sales Department will contact you to discuss further details. FOR: ACCEPTED BY: Baker's Cqyje�s�,Ke Lot�o Sf noSanre V- �� P60ed Nome Printed�Name ..........................................................................- Title .. Tihe ......... ................ ............... Dote Do e h AA E-Signed MhOffis (A32W9(-0nh(,V Page 6 EE-Slqned-70�.774VG912019 OV40 PM EDT Ziz a. P,167A87 101 177 Monroe Co.Employees Health Wellness Fair 2019 contract 9.26.19-Page 6/6 MON OE COUNTY ill PROVE S, J , 12ate,I hftos://www.sertifi.com/bakerscav/sianabla imana- vS a-nx?rPmjAqtirI=,A0r)k4YMl Al wvh 7nFmVcinAvqn A/A