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Item C19 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: December 10, 2014 Division: Public Works& Bulk Item: Yes X No Department: Parks & Beaches Staff Contact Person/Phone #:Kevin Wilson ext.8797 AGENDA ITEM WORDING: Approval for use of the southeast comer of the Key Largo Community Park for overnight camping of volunteers & cyclists participating in the 2015 Bike MS: Breakaway to Key Largo on Saturday, March 7, 2015 through Sunday, March 8, 2015 and for waiver of all fees for the use of County facilities for the event. ITEM BACKGROUND: See attached. The MS Bike Ride has been an annual event for the last 28 years. The South Florida Chapter of the National Multiple Sclerosis Society is requesting the use of the park for overnight camping as a cost free alternative for volunteers and participants who need it. MCC 18-1 prohibits the use of the park between 11:00 p.m. and 7:00 a.m. The ROCC may waive this Section of the County Code on an event by event basis. The normal hours for the park are 7:00 a.m. — 9:00 P.M. They will provide portable shower&bathroom facilities in the designated camping area. They propose to set up Friday, March 6, 2015. Details of the schedule are attached. PREVIOUS RELEVANT BOCC ACTION: In previous years the County has waived all fees for use of County facilities including tolls on Card Sound Road. CONTRACT/AGREEMENT CHANGES: Not applicable. STAFF RECOMMENDATIONS: Recommend Approval. TOTAL COST: None INDIRECT COST: None BUDGETED: Yes No DIFFERENTIAL OF LOCAL PREFERENCE: N/A COST TO COUNTY: Waiver of tolls. SOURCE OF FUNDS: REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year APPROVED BY: County Atty OMB/Purchasing Risk Management DOCUMENTATION: Included X Not Required DISPOSITION: AGENDA ITEM# Revised 7/09 "IA REQUEST FOR USE OF COUNTY PROPERTY IN MONROE COUNTY, FLORIDA Date: 11/12/2014 Name of Contact and organization: Shiteda Marshall, National Multiple Sclerosis Society Address &Telephone number: 3201 West Commercial Blvd, Suite 127, Fort Lauderdale, FL 33309 Email: Shileda.Marshall*nmss.org/954-731-4224 ext.2032 Specific County property or meeting room requested: YMCA of Greater Miami (500 St. Croix Place, Key Largo, FL 33037) Intended use: Bike MS participants travel by bicycle from FIU Stadium to the Key Largo Resorts (97701 Overseas Hwy, Key Largo, FL 31037). The event is a charity fundraiser to support the National MS Society's efforts to help those affected by multiple sclerosis. Date(s) needed: 03/07/201,6t- 03/08/2015 Time: 7 AM Saturday (3/7) to 2 PM Sunday (3/8) Official Monroe County Government Use: Yes El NoN Number of participants: 1,200 cyclists,approximately 100 to camp at YMCA Alcohol consumption/sales? Yes No [E (Only at the host hotel,Holiday Inn)Use of personal BBQ grill: Yes ❑ No USE OF COUNTY PROPERTY ONLY Clean up provisions, assurances, and state if any improvements are to be to facility: Coordination with: Sheriff Dept: Yes [] No ❑ Security: Yes N No ❑ Public Works: Yes M NoF-1 Previous history of holding similar events: Yes N (28 years) No USE OF MEETING ROOMS ONLY Special Audio Visual Equipment needed: Yes F NoF] Describe: Public Address System: Yes F-1 NoF-1 Arrangement of Room: Fees are listed on pages 7, 8 and 9 of the Policy for Public Facilities, Roads, Bridges, & County Meeting Rooms and are NON-REFUNDABLE. Checks or Money Orders are to be made payable to Monroe County Board of County Commissioners. COUNTY USE ONLY Scheduled Date: , Ac 119 A Insurance/Hold Harmless Req%ie,,,; S. 0),( Approved: YlesR",No BY. Fees: w '66-211) �X-Lzl Remarks: PW 10/12 /%/ j 3201 W Commercial Boulevard Suite 127 3339 orr FteltL1954a1731L42204 r/. fax 1 954 739 1 398 National +1 800 FIGHT MS Multiple Sclerosis www.nationalisociety.org/fls Society South Florida Chapter November 12, 2014 Mr.Roman Gastesi County Administrator Monroe County Public Works Division 3583 South Roosevelt Blvd. Key West,Florida 33040 Dear Mr. Gastesi: Thank you for your continued support of the National Multiple Sclerosis Society's cycling event, Bike MS (formerly the MS 150 Bike Tour). It is through the combined commitment of riders, volunteers, sponsors and community leaders that we are able to continue the programs,services,and research that helps those affected by MS. The 2015 Bike MS: Breakaway to Key Largo will take place on March 7 and 8. We kindly request your support once again by waiving the$300 fee for this two-day event. Monroe County has assisted the National MS Society with the use of Card Sound Road and Card Sound Bridge without cost. This support keeps our expenses down and allows us to devote more funds to our mission. We would be grateful for this support once again. We also hope you can assist us by waiving the fees at the toll booth. In the past,we have placed a small ramp at the toll booth and directed riders over the ramp. If we can avoid using the ramp, it would smooth the passage of participants through the area, as they would not need to navigate over the ramp. Thank you again for support and commitment to our cause. Sincerely, Cristina Vidal Bike MS Director 3201 W Commercial Boulevard Suite 127 ��� Fort Lauderdale,FL 33309 gq 777, tel �1 954 731 4224 fax f1 954 739 1 398 National +1 800 FIGHT MS Multiple Sclerosis www.nationalNASsociety.org/fls Society South Florida Chapter Request: • Camping for 100 at the YMCA Park (Key Largo Community Park) at 500 St Croix Place on Saturday, March 7 to Sunday, March 8, 2015. Purpose: • The YMCA Park(Key Largo Community Park) is in close proximity to our Overnight/Day 1 Finish Line(Key Largo Resorts, 99701 Overseas Highway) • This will allow for convenient and expedited transportation to and from the overnight location The National Multiple Sclerosis Society will do the following: • Provide the necessary bathrooms,showers, sinks, and a large tent • Provide staff or security at the campsite for the entire time period that there are campers are present • Add YMCA and Monroe County as additionally insured to National Multiple Sclerosis Society liability policy + Ensure trash removal and clean up Placement: • Tent(40'x20') -to be placed in large open area of SE corner of the park • Smaller individual tents -to be determined per YMCA Staff • Portable toilets and sinks -to be determined per YMCA Staff • Showers - to be placed in parking lot of the YMCA Timeline: • Friday, March 61h-drop off showers/toilets/sinks and other supplies after 1:00 PM • Saturday, March 7th-campers arrive starting at 12:00 PM • Sunday, March 8th- campers depart by 8:00 AM • Sunday, March 8th-cleanup begins at 10:00 AM • Monday, March 9th-removal of showers/toilets/sinks by 3:00 PM ''' 3201 W Commercial Boulevard ffin Jar 1G l'/ Suite 127 i� Fort Lauderdale,FL 33309 tel -i1 954 731 4224 fax 11 954 739 1 398 National 1 800 FIGHT MS Multiple Sclerosis www.national NA Ssociety.org/fls Society South Florida Chapter November 12,2014 Mr.Roman Gastesi County Administrator Monroe County Public Works Division 3583 South Roosevelt Blvd. Key West, Florida 33040 Re: 2015 Bike MS: Breakaway to Key Largo Dear Mr. Gastesi: The National Multiple Sclerosis Society - South Florida Chapter is making plans for the 2015 Bike MS: Breakaway to Key Largo. The event will take place on March 7 and 8. The success of this annual event is credited largely to our partners who support us through in-kind and financial donations. Our goal is to raise $1.1 million. Those dollars fund MS research and provide vital programs and services for persons in South Florida living with MS. The Breakaway to Key Largo brings riders from over 30 states and half dozen countries and they ride here, thorough our community, to help people living with MS, here, in our community. Monroe County's support is crucial to the success of this event. We expect to host 1,200 cyclists in 2015.Our event utilizes the services of the Monroe County Sheriff's Office and the Monroe County Emergency Services Division. We will again need their services to insure a safe and successful event. We also kindly request a waiver that will allow riders and volunteers to camp at the Upper Keys YMCA (500 St Croix Place)on Friday, March 6,through Sunday morning, March 8. Thank you again for support and commitment to our cause. Please contact me if you have any comments or questions. Sincerely, Cristina Vidal Bike MS Director 2015 Bike MS: Breakaway to Key Largo Camping Site Map d l �r 5 as I r n r% t � � �' �„� �'��%�f��aa �� �/i✓1�, JIMMY � ry / f i r � / r i a DATE(MMIDDIYYYY)A #V CERTIFICATE OF LIABILITY INSURANCE 11r12r2014SWI THIS CERTIFICATE IS ISSUED AS A (MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE 'POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the policy(es) must be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). IPRODUCIER CONTACT NAME MARSH USA,INC. _ I 445 SOUTH STREET jtrr,Fkl. l cH.NI MORRISTOWN,NJ 07960-6454 E-MAIL. ADDRESS: _ INSURISRtffORDING COVERAGE � NAIC N 123456 Sland 13-14 FORT L INSURER A:Federal Insurance Company �20281 INSURED INSURER B Great Northern Insurance Company 20303 NATIONAL MULTIPLE SCLEROSIS SOCIETY SOUTH FLORIDA CHAPTER INSURER c:ACE Property&Casualty(insurance Company 20699 FORT ILACOMMERCIAL BIL 3D., INSURER Q:TE 127 Employers Insurance Company Of Wausau 21456 309 INSURER E: INSURER,F'. COVERAGES CERTIFICATE NUMBER: NYO-006963370-01 RIEVISIION NUMBER:2 THIS IIS TO CERTIFY THAT THE (POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS 'SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIM'S, rNgw,LTR TYPE OF INSURANCElAD'R WVD9LI POLICY NUMBER IMPOLICY EFF MIDDUYYYY �. MwD POLICYr E%P ......... _ .......LIMITS ... ...... �.,.. A GENERAL LIABILITY 3583-33-49 12/3112013 12/31/2014 EACH OCCURRENCE $ 1„000,000 ..- DAMAGE TO RENTED .,. COMMERCIAL GENERAL LIABILITY p, PGAIF (gyp�cpunpP� 1 $ 1 000 000 X 110,000 CLAIMS-MADE OCCUR MED EXP(Any one Person} $ PERSONAL&ADV INJURY $.. 1,000,000 ,,,,,,,,,,,, GENERAL AGGREGATE $ 2,000,000 _ GENL..AGGREGATE LIMIT AP(PLIESIPER PRODUCTS COMP/OPAGG $ 1,000,000 POLICY L.... I PNO' I X..... LOG $ B AUTOMOBILE LIABILITY (12)7353-02.37 126112013 12131)2014 COMBIN WD St I.I:LIMIT 1,000,000 ............................. �... X ANY AUTO BODILY INJURY(Per person) $ ALL OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS AUTOS x ... NON-OANEiD PROPERTY DAMAGL $ HIRED AUTOS AUTOS iPU rPcVdenli,. Comp/O©II Deductible $ 1,000 C X DMBREILLAILIAIB X OCCUR M00552835 1213112013 12r31,(2014 EAOHOCCURRENCE 50011 0000 EXCESS LIAB t .. 5 000,000 4 CLAIMS MADE. AGGREGATIE �$ DEC. RETENTIION$ p WORKERS COMPENSATION WCO-Z91-451053 013 12MV2013 1213112014 X I WC S'1"ATU- I OTH ANID EMPLOYERS'LIABILITY TORY LIMITS ...ER ANY PROPRIETORIPARTNERiEXECUTIVIE Y I N E L EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? IM'IA J .... ,,,,,,,,,,,,,,,,,,,,1000000„ (Mandatory In NH) — E L DISEASE-EA EMPLOYEE„$ If yes,describe under . DESCRIPTION OF OPERATIONS below L DISEASE-POLICY LIMIT $ 1 000;000 iI DESCRIPTIION..OF OPERATIONS r LOCATIONS I'VEHICLES (Attach ACORD 101,Additional Remarks Schedule,If more space react red) MONROE COUNTY BOARD OF COUNTY COMMISSIONERS PARKS AND RECREATION DEPT ARE ADDED AS 1lOtruDNAL lNS = ORKERS'COMPENSATION AND EMPLOYER'S (LIABILITY AS REQUIRED BY WRITTEN CONTRACT BUT LIMITED TO THE OPERATIONS OF THE IN a,SUBJECT TO THE POLICY TERMS,CONDITIONS AND EXCLUSIONS. µ BY OAT WAIVER YES' CERTIFICATE HOLDER CANCELLATION MONROIE COUNTY BOARD OF COUNTY SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE COMMISSIONERS THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 1100 SIMONTON STREET,ROOM 2-231 ACCORDANCE WITH THE POLICY PROVISIONS. KEY WEST,FL 33040 AUTHORIZED REPRESENTATIVE of Marsh USA Inc. Manashi MukherjeenE-,�r+�a C 1988-2010 ACORD CORPORATION. All rights(reserved. ACORD 26(2010105) The ACORD name and logo are registered marks of ACOIRD HOLD HARMLESS AGREEMENT This agreement entered into by and between MONROE COUNTY, FLORIDA, a political subdivision of the State of Florida, herein "COUNTY", and The National Multiple Sclerosis Society - South Florida Chapter whose address is 3201 W. Commercial Blvd, Suite 127, Fort Lauderdale, Florida 33309 hereinafter"EVENT SPONSOR": That for and in consideration of the understanding hereinafter set forth the parties do agree and covenant as follows: 1. That in and for the consideration of permission to use certain public roads or other public property, more particularly described as follows: The Bike MS: Breakaway to Key Largo with 1,200 cyclists traveling from FlU Modesto Maidique Campus to the Key Largo Resorts located at 99701 Overseas Hwy, Key Largo, Florida on Saturday March 7 and Sunday March 8, 2015 for the purpose of conducting a charity fundraising event to support the National MS Society's efforts against multiple sclerosis more particularly described as follows: Bike MS: Breakaway to Key Largo on the 7th-and 8th day of March, 2015, from 7:00 AM until 5:00 PM, the EVENT SPONSOR does hereby agree to indemnify the COUNTY in to for any and all claims or liabilities that may arise out of the above described event, 2. That, in addition to indemnification described in Paragraph One, the EVENT SPONSOR does hereby agree to hold the COUNTY harmless in all respects concerning the event described in Paragraph One and will defend any and all causes of action or claims and will, further, pay the cost of any attorney's fees incurred by the COUNTY arising out of the event described in Paragraph One, The Natioi Florida Char Organization By: Of the above and duty authorized to execute this agreement., State of Florida County of440ww i 3rcy-�o SUBSCRII ED AND SWORN to (or affirmed before me) on l day of (Event Contact Person), he/she is personally known to me or has produced (type of identification) as identification. Stacylaub Notary Publa State of Rodda My CommlWon#EE 21 M EVft Septedw 4,2016