Item F27 F.27
BOARD OF COUNTY COMMISSIONERS
County of Monroe Mayor Sylvia Murphy,District 5
The Florida.Keys l'U � � Mayor Pro Tern Danny Kolhage,District 1
�pw° Michelle Coldiron,District 2
Heather Carruthers,District 3
David Rice,District 4
County Commission Meeting
October 16, 2019
Agenda Item Number: F27
Agenda Item Summary #6132
BULK ITEM: Yes DEPARTMENT: Tourist Development Council
TIME APPROXIMATE: STAFF CONTACT: Ammie Machan (305) 296-1552
N/A
AGENDA ITEM WORDING: Approval of Multi District Destination Events as per attached
spreadsheet totaling $97,500
ITEM BACKGROUND: In order to reduce the vast quantity of paperwork, we request approval
the Multi District Destination Events as outlined on the attached spreadsheet, wherein the Contract
ID number, organization, event name, event dates, funding allocation, line item number and
expiration dates are provided. A boilerplate Multi District event agreement is attached for your
information.
DAC II approved same at their meeting of August 6, 2019
DACs I& III approved same at their meetings of August 7, 2019
TDC approved same at their meeting of September 17, 2019
PREVIOUS RELEVANT BOCC ACTION: At the meeting of April 19, 1995 the BOCC approved
the TDC's reduction of repetitive paperwork wherein the TDC would provide a summary of event(s)
funding information.
CONTRACT/AGREEMENT CHANGES:
New Agreements
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Multi District Destination Summary Sheet and Boilerplate Agreement
FINANCIAL IMPACT:
Effective Date: October 16, 2019
Expiration Date: Various — see attached spreadsheet
Packet Pg. 1752
F.27
Total Dollar Value of Contract: $97,500
Total Cost to County: No Cost to County
Current Year Portion: $97,500
Budgeted: Yes
Source of Funds: TDC
CPI:
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount:
Grant:
County Match:
Insurance Required: No
Additional Details:
See attached list of Line Item Numbers
REVIEWED BY:
Maxine Pacini Completed 09/27/2019 2:00 PM
Christine Limbert Completed 09/29/2019 10:38 AM
Budget and Finance Completed 10/01/2019 10:40 AM
Maria Slavik Completed 10/01/2019 10:45 AM
Kathy Peters Completed 10/01/2019 11:15 AM
Board of County Commissioners Pending 10/16/2019 9:00 AM
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F.27.a
Destination Event Agreement
THIS Agreement is made and entered into by and between Monroe County, Florida, a politics
subdivision of the State of Florida (County), and Organization (Event Contractor) on this day o
, 2019.
WHEREAS, The District Advisory Committee (DAC) has recommended to the Monroe Count)
Tourist Development Council (TDC), which has endorsed the recommendation, that certain monies bE
allocated for promotion of an event by Event Contractors; and >
WHEREAS, the DAC recommends allocation of funds for the (Event Name) in (Event Date).
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NOW THEREFORE, in consideration of the mutual promises contained herein, the parties agree a:
follows:
.
1. The County agrees to pay up to $ ( Dollars — Monroe Cour
Tourist Development Council (TDC) District _ Funding Allocation) for Event Name in Event Dal
from tourist development tax funds (see IIIIIIII hliilllliit C). Of this amount, no more than 10% or $
the total allocated funds shall be expended on advertising media costs attributable to in-cour
placement. he geiiieirea� see�fu�oiii of ain e ein't Ill Liidget sl.hael.l. unot exceed 15 ,, o°f tl.. E
tot6a Ill Liidget aind ui me„ be Luifiul.. zed "four UuiuNm°foireseein Ill eiriu muissuilb.ae ex 1.4 euii&tLli es aind four—those Ill Liidq
I iiimes that may uremfUJire addVifliouims.11 Kliuimds No euimmeuimduimmeuimts sl.haeIII.f be uimmede to I muilll uit C aft �
sl.l 1.1 iiro al. of egureeurmmeuimt A lust of eeel.l tel.bfe II elimt III eui I..refuuuimg II euimses uis etta6hed to f.l.
eguireeiumeint as IIII muilll uuf
2. Scope of Services: The Event Contractor agrees to provide the County with an event a:
specified below:
(Insert)
3. Event Budget: Exhibit C attached hereto shall be reviewed and approved by the TDC
Agencies of record.
4. Invoicing: Event Contractor agrees to submit all invoices and supporting documentation tc
the TDC administrative office as required by the County's Finance Department rules and policies nc 2
later than Expiration Date unless the date of the event is amended upon approval of the Advison
Committee and TDC Director. Event Contractor shall not be reimbursed nor will Event Contractor':
vendors be paid directly for any invoices received by the TDC administrative office after Expiration Dat(
unless the date of the event is amended upon approval of the Advisory Committee and TDC Director
and the County shall not be obligated to pay for any services provided by Event Contractor under thi: °�
agreement if documentation as noted above is not received by the TDC administrative office on o
before this reimbursement deadline date. To be eligible for reimbursement, the request fo
reimbursement and supporting documents (checks, invoices, credit card statements, bank statements
etc.) must show that the items were paid for directly by the same entity named on the contract with the
County. For clarification on reimbursements, please refer to the reimbursement packet provided to yoL
upon execution of your funding agreement.
Event Name:
Destination Event: FY 2020
Contract ID#:
1
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F.27.a
5. Expiration of Agreement: This agreement expires on Expiration Date unless the date o
the event is amended upon approval of the District Advisory Committee (DAC) and TDC Director and
the County shall not be obligated to pay for any services provided by Event Contractor under thi:
agreement if documentation as noted above is not received on or before this reimbursement deadlin(
date.
6. Duties of Event Contractor: Event Contractor shall provide promotion and related service:
as described in paragraph 2 — Scope of Services, and outlined in Exhibit C (Event Budget). Al
advertising and public relations services or supervision of advertising and public relations will bE
provided through the contracted agencies of the TDC and County.
7. Accounting and Records: Event Contractor shall maintain records pursuant to generally
accepted accounting principles for four (4) years after the event and shall permit County and its agent:
and employees access to said records at reasonable times.
a
8. Modification: The event name, time & date of the event and Schedule of Activities may bE
amended upon written approval of the DAC and TDC Director. Any changes to said contract other Char
stated above require approval by the DAC, TDC and the County.
9. Reimbursement to County: Event Contractor shall reimburse County for any amount o
funds expended by County in connection with an event which does not occur as a result of any act o E
omission by Event Contractor.
10. Breach and Penalties: The parties agree to full performance of the covenants contained it
this agreement, and the County reserves the right at its discretion, provided such breach is material, tc
terminate this agreement for any misfeasance, malfeasance or nonperformance of the agreement term: a
or negligent performance of the agreement terms by the Event Contractor.
11. Non Occurrence of Event: The Event Contractor shall give written notice to the TDC if it is
found necessary to cancel an event. The notice shall contain the reason for the cancellation. If the
event does not take place for any reason under control of Event Contractor except for those reasons it
paragraph 22, then Event Contractor agrees to refund to the County any amounts already paid to them "0
under this agreement, and relieve the County from any further payments.
12. Claims and Venue: Event Contractor agrees to notify County immediately of any claimE
suits or action made against the Event Contractor that is related to the activity under this agreement, any
will cooperate with County in the investigation arising as a result of any action, suit or claim related t
this agreement. Any legal proceedings arising out of this agreement shall be in accordance with the law
of the State of Florida in the 16t" Judicial Circuit for Monroe County; venue shall be in Monroe County
Florida.
13. Indemnification and Hold Harmless: The Event Contractor covenants and agrees tc
indemnify and hold harmless and defend Monroe County, its officers, employees and agents includinc
the TDC and 3406 North Roosevelt Boulevard Corporation d/b/a Visit Florida Keys from any and al
claims for bodily injury (including death), personal injury and property damage (including property owner
by Monroe County) and any other losses, damages, and expenses (including attorney's fees) whicl
arise out of, in connection with, or by reason of the services provided by Event Contractor, or oche
activities and funding associated with this agreement, except those losses or damages caused by the
negligent or wrongful at or omission of County or its agents.
Event Name:
Destination Event: FY 2020
Contract ID#:
2
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F.27.a
14. Non-Waiver of Immunity: Notwithstanding the provisions of Sec. 768.28, Florida Statutes, the
participation of the Event Contractor and the County in this Agreement and the acquisition of am
commercial liability insurance coverage, self-insurance coverage, or local government liability insuranc(
pool coverage shall not be deemed a waiver of immunity to the extent of liability coverage, nor shall am
contract entered into by the County be required to contain any provision for waiver.
15. Permits: The Event Contractor will secure all required permits, licenses and shall pay al
appropriate business taxes.
r-
16. Taxes: The County and TDC are exempt from Federal Excise and State of Florida Sale:
Tax, but this in no way exempts the Event Contractor from applicable Federal and State taxes.
17. Finance Charges: The County and TDC shall not be responsible for any finance charges.
a
18. Relation of County/TDC: It is the intent of the parties hereto that the Event Contracto A
shall be legally considered as an independent Event Contractor and that neither it nor its employee:
shall, under any circumstances, be considered employees, servants or agents of the County and TDC
and the County and TDC shall at no time be legally responsible for any negligence on the part of saic
Event Contractor, its employees or agents, resulting in either bodily or personal injury or property
damage to any individual, firm or corporation. E
19. Disclosure: The Event Contractor shall be required to list any or all potential conflicts o
interest, as defined by Florida Statutes Chapter 112 and Monroe County Code. The Event Contracto
shall disclose to the County and TDC all actual or proposed conflicts of interest, financial or otherwise
direct or indirect, involving any client's interest which may conflict with the interest of the County an( .
TDC.
20. Assignment: The Event Contractor shall not assign, transfer, convey, sublet or otherwis(
dispose of this agreement, or of any or all of its rights, title or interest therein, or his or its power tc
execute such agreement to any person, company or corporation without prior written consent of the
County.
21. Compliance with Laws - Nondiscrimination: County and Event Contractor agree that Cher( (=n
will be no discrimination against any person, and it is expressly understood that upon a determination b)
a court of competent jurisdiction that discrimination has occurred, this Agreement automatically
terminates without any further action on the part of any party, effective the date of the court order
County or Event Contractor agree to comply with all Federal and Florida statutes, and all loca
ordinances, as applicable, relating to nondiscrimination. These include but are not limited to: 1) Title VI
of the Civil Rights Act of 1964 (PL 88-352) which prohibits discrimination on the basis of race, color o
national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC ss. 1681-1683
and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitatior
Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of handicaps; 4
The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107) which prohibits discriminatior
on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as amended
relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive Alcohol Abuse an(
Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating t(
nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912
ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as amended, relating to confidentiality of alcoho
Event Name:
Destination Event: FY 2020
Contract ID#:
3
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F.27.a
and drug abuse patient records; 8) Title VIII of the Civil Rights Act of 1968 (42 USC ss. 3601 et seq.), as
amended, relating to nondiscrimination in the sale, rental or financing of housing; 9) The Americans with
Disabilities Act of 1990 (42 USC s. 12101 Note), as maybe amended from time to time, relating t(
nondiscrimination on the basis of disability; 10) Monroe County Code Chapter 14, Article II, whicl
prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexua
orientation, gender identity or expression, familial status or age; 11) any other nondiscriminatior
provisions in any Federal or state statutes which may apply to the parties to, or the subject matter of
this Agreement.
22. Force Maieure: The Event Contractor shall not be liable for delay in performance or failur(
to perform in whole or in part, the services due to the occurrence of any contingency beyond its contro
or the control of any of its subcontractors or suppliers, including labor dispute, strike, labor shortage, wa
or act of war whether an actual declaration thereof if made or not, insurrection, sabotage, riot or civi
commotion, act of public enemy, epidemic, quarantine restriction, accident, fire, explosion, storm, flood
drought or other act of God, act of any governmental authority, jurisdictional action, or insufficient supply .
of fuel, electricity, or materials or supplies, or technical failure where the Event Contractor has exercises T
reasonable care in the prevention or mitigation of damages and delay, any such delay or failure shall no
constitute a breach of the agreement. Upon demand of TDC or County, the Event Contractor mus
furnish evidence of the causes of such delay or failure. County shall not pay for any services o
activities, promotional or otherwise, connected with an event produced after the date(s) described it
paragraph 1 and Scope of Services. E
23. Governing Law/Venue: This agreement shall be governed by and construed it
accordance with the laws of the State of Florida applicable to contracts made and to be performer
entirely in the State. In the event that any cause of action or administrative proceeding is instituted fo
the enforcement or interpretation of the agreement, the County and Event Contractor agree that venu( a
shall lie in the appropriate court or before the appropriate administrative body in Monroe County, Florida
This agreement shall not be subject to arbitration.
24. Security Protection: The Event Contractor agrees to provide adequate security for the
event. No TDC funds will be used for this purpose.
25. Media Rights: The TDC shall have the right under this agreement to broadcast o
rebroadcast, for any purpose whatsoever, radio, television, sound, video or film production, and stil Js
photographs, paid by the TDC and County, and produced by the TDC agencies of record.
26. Logo: ogo Usage gL1Jd6lluiiiies aura attaclll ad to tllhlis aguirccui ieint as IIII l uilll uit IIIIt AI
promotional literature and display advertising must display the "Florida Keys & Key West Come As Yor
Are" logo/trademark (as per attached logo sample). This logo/trademark was adopted by the TDC an(
County in April, 2010.
27. Severability: If any provision of this agreement shall be held by a court of competen
jurisdiction to be invalid or unenforceable, the remaining provisions shall not be affected thereby; an(
each provision of this agreement shall be valid and enforceable to the fullest extent permitted by law.
28. Authority: Each of the signatories for the Event Contractor below certifies and warrant:
that: a) the Event Contractor's name in the agreement is the full name of the person/entity or corporatior
as designated in its corporate charter, and b) they are empowered to act and execute the agreement fo
Event Name:
Destination Event: FY 2020
Contract ID#:
4
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F.27.a
the Event Contractor and c) this agreement has been approved by the Event Contractor's governing
board, as applicable to corporations or other appropriate authority.
29. Ethics Clause: The Event Contractor warrants that it has not employed, retained o
otherwise had act on its behalf, any former County officer or employee in violation of Section 2 o
Ordinance No. 10-1990 or any County officer or employee in violation of Section 3 of Ordinance No. 10
1990. For breach or violation of the provision the County may, at its discretion terminate this agreemen
without liability and may also, at its discretion, deduct from the agreement or purchase price, o
otherwise recover, the full amount of any fee, commission, percentage, gift or consideration paid to the
former or present County officer or employee.
30. Public Entities Crimes: A person or affiliate who has been placed on the convicted vendo
list following a conviction for public entity crime may not submit a bid on a contract to provide any good:
or services to a public entity, may not submit a bid on a contract with a public entity for the constructior
or repair of a public building or public work, may not submit bids on leases of real property to public .
entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant unde T
a contract with any public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for category two for a period of 36 months from the dat(
of being placed on the convicted vendor list.
31. Laws and Regulations: Any and all services, materials and equipment shall comply full) E
with all Local, State and Federal laws and regulations.
32. Termination of Agreement: County may terminate this agreement without cause b)
providing written notice to Event Contractor, through its officer, agent or representative, no less Char
sixty (60) days prior to the event and may terminate for breach upon providing to Event Contractor .
through its officer, agent or representative, written notice at least seven (7) days prior to the effectiv(
date of the termination. Notice is deemed received by Event Contractor when hand delivered, deliverer a
by national courier with proof of delivery, or by U.S. mail upon verified receipt or upon the date of refusa
or non-acceptance of delivery.
33. Notice: Any notice required or permitted under this agreement shall be in writing and han(
delivered, emailed or mailed, postage prepaid, to the other party by certified mail, returned receip
requested to the following: �s
For Grantee:
U)
For Grantor: Maxine Pacini
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
And
Christine Limbert-Barrows, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
Event Name:
Destination Event: FY 2020
Contract ID#:
5
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F.27.a
34. Miscellaneous: As used herein, the terms "contract" and "agreement" shall be read
interchangeably.
35. Entire Agreement: The parties agree that the agreement above constitutes the entir(
agreement between the County and Event Contractor.
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Event Name:
Destination Event: FY 2020
Contract ID#:
6
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F.27.a
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year first abov(
written.
(SEAL) Board of County Commissioners
Attest: Kevin Madok, Clerk of Monroe County
Deputy Clerk Mayor/Chairman
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Organization
By
President
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Print Name
Date:
AND TWO WITNESSES
(1) (2)
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Print Name: Print Name:
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Date: Date:
Event Name:
Destination Event: FY 2020
Contract ID#:
7
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F.27.a
EX
Acceptable Event Marketing Expenses for Destination Events
Only the TDC expenses listed below may be included in the proposed budget. A general non-allocate(
line item is not to exceed 15% of the total budget and can only be utilized for acceptable TDC marketin(
items listed in this section. There cannot be more than a 10% deviation from the approved line iten
budget. The following are the only acceptable expenses:
Media Placement & Production Costs: Newspapers and magazines (inserts will also be considered),
radio and TV. The TDC will pay for the following digital advertising on websites, website links, pre rol
video, banners, mobile, social media promoted posts, and email blasts. Digital advertising links may g(
to the event website. The TDC Logo must be placed on all print, TV, websites, social media promote(
posts, pre roll video, banners and email blasts. Radio advertising does not require the logo but all radi(
announcements must say "Brought to you by the Monroe County Tourist Development Council". N( .
more than 10% of the total allocated funds shall be expended on advertising media costs attributable t( T
in-county placement.
Promotional Signs: Posters and banners (hanging and displayed outdoors).
Promotional Items: T-shirts and hats*. E
*Sales/Resale of TDC funded items: Items funded, including creative and resulting work product, b)
the BOCC/TDC, in accordance with Florida Public Records Law, are owned by the BOCC/TDC and a:
such may not be sold.
0
Direct Mail Promotions: Brochures, postcards and pamphlets including postage/shipping. This is
direct mail promotional brochure/postcard/pamphlet utilized for pre-event advertising.
Programs: TDC will pay up to fifty percent (50%) of the cost of production and printing of an even
program showing scheduled activities and information on the event, as outlined in contract budget.
Public Relations (PR): Print and electronic public relations materials for distribution to media, such as
but not limited to, press releases, public service announcements, photography and videography a; (=n
approved by the public relations agency of record. Only permissible PR material produced by the TDC g
agency of record and/or a professional public relations agency shall be acceptable.
u)In-House Production: In-house production of any permissible expenditure will not be considered fo
reimbursement.
.
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Event Marketing Reimbursement: TDC will only consider reimbursement of permissible marketinc
expenditures that highlight the special event versus the regular programming of a business, organizatior
or the facility.
Amendments to Contract Budgets: No amendments to the line item budgets will be permitted afte
the contract has been reviewed and approved.
Event Name:
Destination Event: FY 2020
Contract ID#:
8
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F.27.a
EX
Logo/Acknowledgement Usage Guidelines For Multiple District Destination Events
Color ads four (4) color processing printing
Black & white ads shall include the Florida Keys and Key West logo in high resolution
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats and t-shirts: must carry the "Florida Keys & Key West Come As You Are" Out-of-County logo
Radio Advertising: No logo is required. All radio announcements must say "Brought to you by the
Monroe County Tourist Development Council"
In-County Logo 0
The logo below indicating the "Monroe County Tourist Development Council" designation is to be utilize(
on in-county print newspaper and magazine ads, brochures, postcards, pamphlets, programs, posters
banners (hanging and displayed outdoors), and digital advertising on websites, website links, pre rol °a
video, banners, mobile and email blasts. Radio commercials should include "Brought to you by Th(
Monroe County Tourist Development Council". To seek approval, clarification and/or logo in electronic 2
format (eps orjpg file), contact Danielle Salman or John Underwood with Tinsley Advertising at 305-856
6060.
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Out-of-County Logo
The logo below that does NOT include the "Monroe County Tourist Development Council" designation is
to be utilized in out-of-county newspapers and magazines, brochures, postcards, pamphlets, programs
posters and digital advertising on websites, website links, pre roll video, social media promoted posts
banners, mobile and email blasts. Radio commercials should include "Brought to you by The Monro( (=
County Tourist Development Council". To seek approval, clarification and/or logo in electronic forma
(eps orjpg file), contact Danielle Salman or John Underwood at Tinsley Advertising at 305-856-6060.
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Floridd Keys
&Key:
* . ome dS YOU t1re
Event Name:
Destination Event: FY 2020
Contract ID#:
9
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F.27.a
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DESTINATION EVENT BUDGET - FISCAL YEAR 2020
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EVENT NAME
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MEDIA PLACEMENT & PRODUCTION COST: $
PROMOTIONAL SIGNS: $
PROMOTIONAL ITEMS: $
DIRECT MAIL PROMOTIONS: $
PROGRAMS $
PUBLIC RELATIONS: $
GENERAL NON-ALLOCATED: $
TOTAL $
*The General Non-Allocated line item should not exceed f 5% of the total funding allocation, and ma)
only be utilized for acceptable event marketing expenses (see Exhibit A of Application).
Actual expenditures may deviate no more than f d% from the budgeted line items noted above.
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TDC will only consider reimbursement of permissible marketing expenditures that highlight the specia
event versus the regular programming of a business, organization or the facility.
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The County shall pay no more than f d% of the total allocated funds on advertising media cost:
attributable to in-county placement.
Event Name:
Destination Event: FY 2020
Contract ID#:
10
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