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Item D18 LARD OF COUNTY COMMISSION AGENDA ITEM SUMMARY Meeting Date: OCTOBER 1-7, 2014 Division: TDC Bulk Item: Yes X No Department: Staff Contact Person/Phone#: Kelly Scarbrough or Maxine Pacini 296-1552 AGENDA ITEM WORDING: Approval is requested to waive policies and bid process and enter into a contract with The Ameurop Group, Inc. who is the only entity that provides multilingual tourist assistance for 24 hours; 7 days a week; 365 days a year. The Ameurop Group, Inc. provides live assistance through to 1-800-771-KEYS and provides a monthly detailed report. ITEM BACKGROUND: TDC approved same at their meeting of September 9, 2014 PREVIOUS RELEVANT BOCC ACTION: CONTRACT/AGREEMENT CHANGES: New Agreement STAFF RECOMMENDATIONS: Approval TOTAL COST: $18,000 per year BUDGETED: Yes X No COST TO COUNTY: $ No Cost SOURCE OF FUNDS: TDC REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year APPROVED BY: County Atty X a/Purchasig X Risk Managemetk [('k DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM# Revised 11/06 MONROE PUNTY BOARD OF COUNTY COMPSSIONERS CONTRACT SUMMARY Contract with: The Ameurop Group, Contract# ID#: 1485 Inc. Effective Date: 12/1/14 Expiration Date: 11/30/17 Contract Purpose/Description: Approval is requested to waive Policies and bid process and enter into a contract with The Ameurop Group, Inc. who is the only enLd)L that provides multilingual tourist assistance for 24 hours: 7 days a week; 365 days a year. The Ameurop Group, Inc. provides live assistance through to 1-800-771-KEYS and provides a monthly detailed report. Contract Manager: Maxine Pacini 3523 TDC# 3 (Name) (Ext.) (Department/Stop BOCC Meeting On: 10/1-7/14 Agenda Deadline: 9/30/14 CONTRACT COSTS Total Dollar Value of Contract: $ 18,000 Current Year Portion: $ Budgeted? Yes® No R Account Codes:—I 15 75035 530340 TE55205X 530480 Grant: $ County Match: $ ADDITIONAL COSTS Estimated Ongoing Costs: $_/yr For: (Not included in dollar value above) (eg. maintenance,utilities,janitorial,salaries,etc.-) CONTRACT REVIEW Changes Date Out Date In Needed Reviewer Division Director *-7 " YesR No[-; '-- 7/1*- 7 i Risk Management YesF1 NoEj O.M.B./Purchasing 14 YesR Nod 81 �-/m County Attorney *�71�YcsR No2<L. Limbert V- ty:'/z-7L Comments: AGREEMENT THIS AGREEMENT (Agreement), made and entered into this day of 2014, A.D., by and between MONROE COUNTY, FLORIDA, (hereinafter called the County), and The Ameurop Group, Inc. (hereinafter called the Contractor). WITNESSETH: WHEREAS, the County wishes to enter into this Agreement with Contractor, so that they will provide a multilingual tourist assistance service for the Florida Keys; and WHEREAS, the Contractor has successfully provided multilingual tourist assistance services on behalf of the County and Tourist Development Council since 1994; and WHEREAS, the Contractor is the only entity that provides multilingual tourist assistance for twenty-four (24) hours, seven (7) days a week, three hundred and sixty-five (365) days a year; and NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties agree as follows: 1. Term: The term of this Agreement is for a period of three (3) years beginning December 1, 2014 and expiring on November 30, 2017. The County shall have an option to extend the Agreement for one additional two (2) year period. 2. Scope of Services: The Contractor shall provide multilingual visitor assistance services for the County as described below: a) Provide multi-lingual tourist assistance (all major languages of the world) regarding all questions or problems a visitor may encounter in the Florida Keys or if the visitor is traveling from or to the Florida Keys via toll free 800 lines. b) The service will be available 24 hours; 7 days a week; 365 days a year. c) The phones will be answered always live - no recordings. d) Assistance will be provided in case of medical needs. e) Assistance will be provided in case of law enforcement needs. f) Language assistance will be provided with business-related problems or inquiries (lodging, attractions, restaurants, shopping, etc.). g) Transportation directions provided to all areas within the Florida Keys to include attractions, hotels, diving or boat charters, restaurants, shops, etc. h) Transportation directions provided from major Florida cities to the Florida Keys and vice versa, Arneurop Group, Inc. ID#: 1486 i) The Florida Keys 800 assistance number 1-800-771-KEYS (5397), a Contractor owned and registered number, will be exclusively used to serve the Florida Keys for the life of the Agreement and will be accessible throughout the State of Florida. j) Contractor will provide as many additional phone lines (same number 1- 800-771-KEYS) and as many additional operators in case of any emergency or crisis situation in the Florida Keys as needed to handle the calls live and with no recordings or busy signals. k) Contractor will provide monthly call reports listing the caller's name, origin and the reason for the call. In case of emergency situations like hurricanes, where there may be an increase in the number of calls, the report may show the number of calls and a single name. The Contractor warrants that it is authorized by law to engage in the performance of the activities herein described, subject to the terms and conditions set forth in these Agreement documents. The Contractor shall at all times exercise independent, professional judgment and shall assume professional responsibility for the services to be provided. The Contractor shall provide services using the following standards, as a minimum requirement: I. The Contractor shall maintain adequate staffing levels to provide the services required under the contract. 11. The personnel shall not be employees of or have any contractual relationship with the County. [IF APPROPRIATE: To the extent that Contractor uses subcontractors or independent contractors, this Agreement specifically requires that the level of independence normally exercised by such subcontractor's and independent contractor's be curtailed and that they be supervised by the Contractor.] Ill. All personnel engaged in performing services under this Agreement shall be fully qualified, and, if required, to be authorized or permitted under State and local law to perform such services. MONTHLY REPORTS Ameurop Travel Services shall provide to TDC Administrative Office, 1201 White Street, Suite 102, Key West, Florida, monthly reports and documentation of results of services every month, within twenty days of the end of the month. Monthly reports shall show, at a minimum, dates, names and addresses of the tourists assisted. 3. Compensation: Contractor fee shall be Eighteen Thousand Dollars ($18,000) per year as specified which shall be paid in monthly installments of Fifteen Hundred dollars ($1,500) after proof that service has been provided. Monroe County's performance and obligation to pay under this Agreement is contingent upon an annual appropriation by the County. 2 Arneurop Group, Inc. I D#: 1485 4. Contractor's Acceptance of Conditions: The Contractor hereby agrees to carefully examine the scope of services and assumes full responsibility therefore. Under no circumstances, conditions or situations shall this Agreement be more strongly construed against the County than against the Contractor. A. Any ambiguity or uncertainty in the scope of services shall be interpreted and construed by the County, and the County's decision shall be final and binding upon all parties. B. The passing, approval and/or acceptance by the County of any of the services furnished by the Contractor shall not operate as a waiver by the County of strict compliance with the terms of this Agreement. Failure on the part of the Contractor, immediately after Notice to Correct a default, shall entitle the County, if it sees fit, to correct the same and recover the reasonable cost of such replacement and/or repair from the Contractor, who in any event shall be jointly and severally liable to the County for all damage, loss and expense caused to the County by reason of the Contractor's breach of this Agreement and/or his failure to comply strictly and in all things with this Agreement and with the specifications. C. The Contractor agrees that the TDC may designate representatives to visit the Contractor's facility(ies) periodically to conduct random open file evaluations during the Contractor's normal business hours. D. The Contractor warrants that it has, and shall maintain throughout the term of this Agreement, appropriate licenses and permits required to conduct its business, and that it will at all times conduct its business activities in a reputable manner. Proof of such licenses and permits shall be submitted to the County upon request. 5. Contractor's Financial Records: Contractor shall maintain all books, records and documents directly pertinent to performance under this Agreement in accordance with generally accepted accounting principles consistently applied. Each party to this Agreement or their authorized representatives shall have reasonable and timely access to such records of each other party to this Agreement for public records purposes during the term of the Agreement and for four years following the termination of this Agreement. 6. Public Access: The County and Contractor shall allow and permit reasonable access , and inspection of, all documents, papers, letters or other materials in its possession or under its control subject to the provisions of Chapter 119, Florida Statutes, and made or received by the County and Contractor in conjunction with this 3 Arneurop Group, Inc. ID#: 1485 Agreement; and the County shall have the right to unilaterally cancel this Agreement upon violation of this provision by Contractor. Pursuant to F.S. 119.0701, Contractor and its subcontractors shall comply with all public records laws of the State of Florida, including but not limited to: A. Keep and maintain public records that ordinarily and necessarily would be required by Monroe County in order to perform the service. B. Provide the public with access to public records on the terms and conditions that Monroe County would provide the records and at a cost that does not exceed the cost provided in Florida Statutes, Chapter 119 or as otherwise provided by law. C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. D. Meet all requirements for retaining public records and transfer, at no cost, to Monroe County all public records in possession of the Contractor upon termination of the Agreement and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to Monroe County in a format that is compatible with the information technology systems of Monroe County. 7. Hold Harmless: The Contractor covenants and agrees to indemnify and hold harmless the County and the TDC from any and all claims for bodily injury (including death), personal injury and property damage (including property owned by Monroe County) and any other losses, damages and expenses (including attorney's fees) which arise out of, in connection with, or by reason of services provided by the Contractor or any of its subcontractors in any tier, occasioned by the negligence, errors or other wrongful act of omission of the Contractor or its subcontractors in any tier, their employees or agents. 8. Independent Contractor: At all times and for all purposes under this Agreement the Contractor is an independent Contractor and not an employee of the County. No statement contained in this Agreement shall be construed so as to find the Contractor or any of his employees, contractors, servants or agents to be employees of the County. 9. Nondiscrimination: The parties agree that there will be no discrimination against any person, and it is expressly understood that upon a determination by a court of competent jurisdiction that discrimination has occurred, this Agreement 4 Ameurop Group, Inc. 1 D#: 1485 automatically terminates without any further action on the part of any party, effective the date of the court order. The parties agree to comply with all Federal and Florida statutes, and all local 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 prohibit discrimination in employment on the basis of race, color, religion, sex and national origin; 2) Title IX of the Education Amendment of 1972, as amended (20 USC §§ 1681-1683, and 1685-1686), which prohibits discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended (20 USC § 794), which prohibits discrimination on the basis of handicaps; 4) The Age Discrimination Act of 1975, as amended (42 USC §§ 6101-6107), which prohibits discrimination 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 and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7) The Public Health Service Act of 1912, §§ 523 and 527 (42 USC §§ 690dd-3 and 290ee- 3), as amended, relating to confidentiality of alcohol and drug abuse patent records; 8) Title Vill of the Civil Rights Act of 1968 (42 USC §§ 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 §§ 1201), as amended from time to time, relating to nondiscrimination in employment on the basis of disability; 10) Monroe County Code Chapter 13, Article VI, which prohibits discrimination on the basis of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity or expression, familial status or age; and 11) any other nondiscrimination provisions in any Federal or State statutes which may apply to the parties to, or the subject matter of, this Agreement. 10. Assignment/Subcontract: The Contractor shall not assign or subcontract its obligations under this Agreement, except in writing and with the prior written approval of the County and Contractor, which approval shall be subject to such conditions and provisions as the County may deem necessary. This paragraph shall be incorporated by reference into any assignment or subcontract and any assignee or subcontractor shall comply with all of the provisions of this Agreement. 11. Compliance with Law: In providing all services/goods pursuant to this Agreement, the Contractor shall abide by all statutes, ordinances, rules and regulations pertaining to, or regulating the provisions of, such services, including those now in effect and hereinafter adopted. Any violation of said statutes, ordinances, rules and regulations shall constitute a material breach of this Agreement and shall entitle the County to terminate this Agreement immediately upon delivery of written notice of termination to the Contractor. The Contractor shall possess proper licenses to perform work in accordance with these specifications throughout the term of this Agreement. 5 Arneurop Group, Inc. I D#: 1486 12. Disclosure and Conflict of Interest: The Contractor represents that it, its directors, principles and employees, presently have no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance of services required by this Agreement, as provided in Sect. 112.311, et seq., Florida Statutes. County agrees that officers and employees of the County recognize and will be required to comply with the standards of conduct for public officers and employees as delineated in Section 112.313, Florida Statutes, regarding, but not limited to, solicitation or acceptance of gifts; doing business with one's agency; unauthorized compensation; misuse of public position, conflicting employment or contractual relationship; and disclosure or use of certain information. Upon execution of this Agreement, and thereafter as changes may require, the Contractor shall notify the County of any financial interest it may have in any and all programs in Monroe County which the Contractor sponsors, endorses, recommends, supervises or requires for counseling, assistance, evaluation or treatment. This provision shall apply whether or not such program is required by statute, as a condition of probation, or is provided on a voluntary basis. The County and Contractor warrant that, in respect to itself, it has neither employed nor retained any company or person, other than a bona fide employee working solely for it, to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for it, any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For the breach or violation of the provision, the Contractor agrees that the County shall have the right to terminate this Agreement without liability and, at its discretion, to offset from monies owed, or otherwise recover the full amount of such fee, commission, percentage, gift or consideration. 13. Arrears: The Contractor shall not pledge the County's credit or make it a guarantor of payment or surety for any agreement, debt, obligation, judgment, lien or any form of indebtedness. The Contractor further warrants and represents that it has no obligation or indebtedness that would impair its ability to fulfill the terms of this Agreement. 14. Notice Requirement: Any notice required or permitted under this Agreement shall be in writing and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned receipt requested, to the following: 6 Arneurop Group, Inc. ID#: 1485 FOR TDC: Maxine Pacini Monroe County TDC 1201 White Street#102 Key West, FL 33040 FOR COUNTY: Christine Limbert-Barrows, Assistant County Attorney PO Box 1026 Key West, FL 33041-1026 FOR CONTRACTOR: The Ameurop Group, Inc. P.O. Box 273095 Tampa, FL 33688-3095 15. 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. 16. Termination: 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 Contractor's obligations under this Agreement. B. Either of the parties hereto may terminate this Agreement without cause by giving the other party sixty (60) days written notice of its intention to do so. 17. Governinq Law, Venue, Interpretation, Costs and Fees: A. 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 or before the appropriate administrative body in Monroe County, Florida. 7 Arneurop Group, Inc. I D#: 1485 0 C. 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 any extent by a court of competent jurisdiction, the remaining terms, covenants, conditions and provisions of this Agreement, shall not be affected thereby; and each remaining term, covenant, condition and provision of this Agreement shall be valid and shall be enforceable to the fullest extent permitted by law unless the enforcement of the remaining terms, covenants, conditions and provisions of this Agreement would prevent the accomplishment of the original intent of this Agreement. The County and Contractor agree to reform the Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. E. Attorney's Fees and Costs. The County and Contractor agree that in the event any cause of action or administrative proceeding is initiated or defended by any party relative to the enforcement or interpretation of this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, court costs, investigative and out-of-pocket expenses, as an award against the non- prevailing party, and shall include attorney's fees, courts costs, investigative and out-of-pocket expenses in appellate proceedings. Mediation proceedings initiated and conducted pursuant to this Agreement shall be in accordance with the Florida Rules of Civil Procedure and usual and customary procedures required by the circuit court of Monroe County. F. Adjudication of Disputes or Disagreements. County and Contractor agree that all disputes and disagreements shall be attempted to be resolved by meet and confer sessions between representatives of each of the parties. If the issue or issues are still not resolved to the satisfaction of the parties, then any party shall have the right to seek such relief or remedy as may be provided by this Agreement or by Florida law. G. Cooperation. In the event any administrative or legal proceeding is instituted against either party relating to the formation, execution, performance or breach of this Agreement, County and Contractor agree to participate, to the extent required by the other party, in all proceedings, hearings, processes, meetings and other activities related to the substance of this Agreement or provision of the services under this Agreement. County and Contractor specifically agree that no party to this Agreement shall be required to enter into any arbitration proceedings related to this Agreement. 8 Arneurop Group, Inc. ID#: 1486 18. Binder j Effect: The terms, covenants, conditions and provisions of this Agreement shall bind and inure to the benefit of the County and Contractor and their respective legal representatives, successors and assigns. 19. Authori!y* Each party represents and warrants to the other that the execution, delivery and performance of this Agreement have been duly authorized by all necessary County and corporate action, as required by law. 20. Claims for Federal or State Aid: Contractor and County agree that each shall be, and is, empowered to apply for, seek and obtain Federal and State funds to further the purpose of this Agreement; provided that all applications, requests, grant proposals and funding solicitations are not for funding already provided under this Agreement. 21. Privileges and Immunities: All of the privileges and immunities from liability, exemptions from laws, ordinances and rules, and pensions and relief, disability, workers' compensation and other benefits which apply to the activity of officers, agents or employees of any public agents or employees of the County, when performing their respective functions under this Agreement within the territorial limits of the County shall apply to the same degree and extent to the performance of such functions and duties of such officers, agents, volunteers or employees outside the territorial limits of the County. 22. Legal Obligations and Responsibilities: Non-Delegation of Constitutional or Statutory Duties. This Agreement is not intended to, nor shall it be construed as, relieving any participating entity from any obligation or responsibility imposed upon the entity by law except to the extent of actual and timely performance thereof by any participating entity, in which case the performance may be offered in satisfaction of the obligation or responsibility. Further, this Agreement is not intended to, nor shall it be construed as, authorizing the delegation of the constitutional or statutory duties of the County, except to the extent permitted by the Florida constitution, state statute and case law. 23. Non-Reliance by Non-Parties: No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to enforce or attempt to enforce any third-party claim or entitlement to or benefit of any service or program contemplated hereunder, and the County and the Contractor agree that neither the County nor the Contractor or any agent, officer or employee of either shall have the authority to inform, counsel or otherwise indicate that any particular individual or group of individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart, inferior to, or superior to the community in general or for the purposes contemplated in this Agreement. 9 Ameurop Group, Inc. I D#: 1485 24. Attestations: Contractor agrees to execute such documents as the County may reasonably require, to include a Public Entity Crime Statement, an Ethics Statement and a Drug-Free Workplace Statement. 25. 'No Personal Liabili : No covenant or agreement contained herein shall be deemed to be a covenant or agreement of any member, officer, agent or employee of Monroe County in his or her individual capacity, and no member, officer, agent or employee of Monroe County shall be liable personally on this Agreement or be subject to any personal liability or accountability by reason of the execution of this Agreement. 26. Execution in Counterparts: 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 singing any such counterpart. 27. 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. REMAINDER OF PAGE INTENTIONALLY LEFT BLANK 10 Arneurop Group, Inc. ID#: 1485 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first move written. (SEAL) Board of County Commissioners Attest Amy Heavilin, Clerk of Monme County Deputy Cleric MayorANud man .................................................................................................................. (To be filled out by The Ameurop Group, Inc.) The Aamnap Group,, Inc. > ' 0 e- � Pr�lderd - Print Nanm AND TWO WITNESSES Print Name ( 1-�______ Print Name Data: , '�1 /.�Zc�� Dab: cy-X-7' MONROE COUNTY ATTORNEY PPF1 Y 0 AS TO FORM: CHFUSTINE M.LIMSERT-8ARRO A8818nq ORNEY D..,_ 0_ 11 Ameurop Group,Ino. IQ#: 1485