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Item T09 T.9 County �� � .�� �y,4 ' �, "tr, BOARD OF COUNTY COMMISSIONERS Mayor Michelle Coldiron,District 2 �1 `ll Mayor Pro Tem David Rice,District 4 Tire Florida.Keys ��� � � Craig Cates,District 1 Eddie Martinez,District 3 w Mike Forster,District 5 County Commission Meeting February 17, 2021 Agenda Item Number: T.9 Agenda Item Summary #7373 BULK ITEM: No DEPARTMENT: Facilities Maintenance TIME APPROXIMATE: STAFF CONTACT: Kevin Wilson (305) 292-4441 None AGENDA ITEM WORDING: Discussion and Direction of 2021 KEYS 100 Ultramarathon Event Request with proposed date of May 15, 2021, for use of Higgs Beach, with focused consideration of COVID-19 safety precautions. ITEM BACKGROUND: This request is for use of Higgs Beach for the 2021 Keys 100 Ultramarathon to allow for the finish line to be located at Higgs Beach. The 100-mile individual runners and relay teams will begin in Key Largo and finish on Higgs Beach in Key West. The 50- mile individual and team races will begin in Marathon and end on Higgs Beach. The 50-kilometer individual race will begin in Big Pine Key and finish on Higgs Beach. Pending approval, this would be the 13th year for this event with the exception of 2020 due to Covid-19. Under the current County Covid-19 guidelines for use of County property, this event would not be an authorized use that County staff could approve. Staff, therefore, seeks discussion by the BOCC and direction as to whether the Keys 100 race can be approved for its use of Higgs Beach so the event can end on the Beach in May 2021 as it has done in previous races. The race organizer, Bob Becker, has submitted the safety plan and proposed Covid-19 protocols for protection of the participants. If the event is allowed, all participants should execute the appropriate County Waiver and the event organizer shall submit the Certification of having all the executed Waivers. PREVIOUS RELEVANT BOCC ACTION: None. In past years, this event has been approved through Use of County Property Forms and approval. CONTRACT/AGREEMENT CHANGES: N/A STAFF RECOMMENDATION: Discussion and Direction DOCUMENTATION: Keys 100 Request of Use of County Property Higgs Beach pop-up tents placement-1-2021 KEYS 100 Packet Pg. 3796 L9 2021 KEYS100 race plan & safety protocol s_final_01082021 Attachment A-Number of Participants FINANCIAL IMPACT: Effective Date: May 15, 2021 Expiration Date: May 16, 2021 Total Dollar Value of Contract: N/A Total Cost to County: Current Year Portion: Budgeted: Source of Funds: CPI: Indirect Costs: Estimated Ongoing Costs Not Included in above dollar amounts: Revenue Producing: Yes If yes, amount: Approximately $ 400.00 Grant: County Match: Insurance Required: Yes Additional Details: They do not have a Waiver and have not provided Insurance No REVIEWED BY: Patricia Eables Completed 02/09/2021 3:53 PM William DeSantis Completed 02/09/2021 3:56 PM Kevin Wilson Completed 02/09/2021 4:10 PM Purchasing Skipped 02/09/2021 4:10 PM Budget and Finance Skipped 02/09/2021 4:11 PM Maria Slavik Completed 02/09/2021 5:24 PM Liz Yongue Completed 02/09/2021 6:19 PM Board of County Commissioners Pending 02/17/2021 9:00 AM Packet Pg. 3797 L9.a' REQUEST FOR USE OF COUNTY PROPERTY IN MONROE COUNTY,FLORIDA Date: U rr Name of Contact and organization: t t� 7? Ut~k/k 5-PO r S t_ .L. G Address&Telephone number: ®+I-T-ri ;53c- Email: --Llyq ZOv _ o Specific County property or meeting room requested: le i 6 65 136-Acq Intended use: —f a [ L��f r-� ��5 rU& Lam}� 0` A RATRX,n 1 P-V-V fJ 1,v C �A� `e Dates needed: f�(�� I �lSrn� to .'=00 am O �;� Time: from to A-r► _ Official Monroe County Government Use: Yes❑ No Number of participants: e scc A1-rn,ctt MCc•,T- "A" Alcohol consumption/sales? Yes❑No© Use of personal BBQ grill: Yes❑ No USE OF COUNTY PROPERTY ONLY `V Clean up provisions,assurances,and state if any improvements are to be to facility: 1 E 1 1 !',A,''( v P-L 4 t- 5 (JJ I L L- fqT.;;u S C j7 A L 1-d, t&-p L p P C JUD i'V,'it 5 key'L S r r t A 5 Y_ s t e- v 6 c� t F c ci i P--r G e�i2 L-- '" Coordination with: Sheriff Dept: Yes © No Lj Fire Dept: Yes® No❑ Security: Yes © No 06 Public Works: Yes F,1 No Previous history of holding similar events: Yes 9 No❑ v, USE OF MEETING ROOMS ONLY Special Audio Visual Equipment needed: Yes ❑ No❑ ._ Describe: Public Address System: Yes❑ No Arrangement of Room: CL Fees are listed on pages 8,9,and 10 of the Policy far Public Facilities,Roads,Bridges, &Corurty Meeting Roams and are NON-REFUNDABLE. Checks or Money Orders are to be►trade payable to Monroe Cc only Board of County Commissioners. Uo COUNTY USE ONLY o Scheduled Date: Insurance/Hold Harmless Requirements: Approved: Yes❑ No [p By: Fees charged or basis for waiver to be approved by County Administrator: rr Alcohol use or basis for waiver or special conditions to be approved by County Administrator: _ Remarks: M17 Packet Pg. 3798 L9.a' MONROE COUNTY BOARD OF COMMISSIONERS EVENT AND USE OF COUNTY PROPERTY HOLD HARMLESS AND INDEMNITY AGREEMENT For and in consideration of having been granted permission by the Monroe County Board of Commissioners, County Administrator, and/or Assistant County Administrator, or his/her designee to hold an Event within Monroe County limits or on Monroe County property, the Undersigned on behalf of the organization hereby agrees on behalf of the organization, to protect and hold harmless Monroe County, its subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives and agents from (i) any claims, = actions or causes of action, (ii) any litigation, administrative proceedings, appellate proceedings, or other proceedings relating to any type of injury (including death), loss, damage, fine, penalty or business interruption, and (iii) any costs or expenses that may be >- asserted against, initiated with respect to, or sustained by, any indemnified party by reason of, or in connection with, (A) any activity of Undersigned or any of Undersigned employees, agents, contractors or other invitees, (B) the negligence or willful misconduct of Undersigned cv or any of its employees, agents, sub-contractors or other invitees, or (C) Undersigned's default in respect of any of the obligations that it undertakes under the terms of this Agreement, except to the extent the claims, actions, causes of action, litigation, proceedings, costs or expenses arise from the intentional or sole negligent acts or omissions of the County or any of its employees, agents, contractors or invitees (other than Undersigned) arising out 06 of or occurring in connection with the event or the use of County property described herein. The Undersigned also agrees to protect and hold harmless Monroe County, its y subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives y and agents from any present,past or future claims which may be asserted by this organization, or W any member of this organization or any participation or third party arising out of or occurring in connection with this event or the use of County property. 0 That as the consideration of the County entering into this Agreement with the CL Undersigned, it is agreed and understood that the Undersigned shall indemnify the County against any and all claims or expenses or losses of any type, which are related to or arising from 0 the participation of the Undersigned in this event. The Undersigned agrees and understands that a part of said consideration for this Agreement shall include the Undersigned's promise that any rights to bring suit against the County and any rights to compensation therefrom on any matters y arising from or otherwise related to Undersigned's participation in this event have been knowingly and willingly relinquished by the Undersigned under this Agreement. y m The Undersigned therefore agrees to save harmless, indemnify, and defend the County, r including its subsidiaries and affiliates, its consultants, agents, volunteers, elected and appointed officers, and employees from any and all claims, suits, actions, damages, expenses, losses, penalties, interest, demands,judgments, and liabilities claims and related expenses in connection with the loss thereof, and costs of suit, including attorneys' fees, for any expenses, damages, or liability incurred by any of them, whether for bodily or personal injury, death, property damage, direct or consequential damages, or economic loss or use thereof, including environmental impairment, arising directly or indirectly on account of or arising out of the Undersigned's participation in this event or the use of County property. The Undersigned's obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance. The Undersigned agrees to pay on behalf of Monroe County, as well as provide a legal defense for the County, both of Packet Pg. 3799 L9.a' Event and Use of County Property Hold Harmless And Indemnity Agreement m which will be done only if and when requested by the County, for all claims made. Such rr payment on behalf of the County shall be in addition to any and all other legal remedies °' available to the County and shall not be considered to be the County's exclusive remedy. Lu r_ Or in the case of atiotl er Government a elrcy o The as a state agency or subdivision defined in Section 768.28 Florida Statutes agrees to be fully responsible to the limits set forth in such statute for its own negligent acts or omissions, or intentional tortious actions, which result in = claims or suits against either County or , and agrees to be liable to the statutory limits for any damages proximately caused by said acts or omissions, or intentional tortious acts. >- The County, as a political sub-division of the State of Florida, as defined in Section 768.28, Florida Statutes,agrees to be fully responsible to the limits set forth in such statute for its cv own negligent acts or omissions, or intentional tortious acts,which result in claims or suits against either the or County, and agrees to be liable to the statutory limits for any damages proximately caused by said acts or omissions, or intentional tortious acts. Nothing contained in this Section shall be construed to be a waiver by either party of any 06 protections under sovereign immunity, Section 768.28 Florida Statutes, or any other similar provision of law. Nothing contained herein shall be construed to be a consent by either party to N be sued by third parties in any matter arising out of this or any other Agreement. 0 CL 0 0 rr Page 2 of 3 Packet Pg. 3800 L9.a' Event and Use of County Property Hold Harmless And Indemnity Agreement m Those who are hereby released shall not be stopped or otherwise barred from asserting rr any expressly reserved right to assert any claim or cause of action they may have against the °' Undersigned or any others. LU This Agreement shall be interpreted under and its performance governed by the laws of the State of Florida. The parties agree that any action relating to this Agreement shall be o instituted and prosecuted in the courts of Monroe County, Florida, and therefore, each party to this Agreement hereby waives the right to any change of venue. ns By the signature to this document, the undersigned acknowledges that it understands the contents of this document and is voluntarily agreeing to its terms. The undersigned is authorized and holds the actual authority as the Legally Authorized Representative of this organization to enter into this Agreement and the organization has delegated such signatory authority to me. >- In witness whereof I/we have hereunto set my/our hand and seal the act Day of Atf,.-,t z It in the year Z,J ZI 0 NAME OF EVENT K3�S I a e Lt L i izA ti A9 c jE D 1<! DATE(S)OF EVENT M All ) .9-- f 6 ZI � 06 LOCATION OF EVENT }-1 f C GS 6EP�c-r( PURPOSE OF EVENT t--G tJ 'D l 7-AEv c-E i�- v nO w O A " Organization/Sponsor's Name b 0 CL Signature dfLegally Authorized Representative R-O B E(7c c - Uo Printed Name Cr P-M Title 0 State of Florida County o€fie-'Ee—'t\�� rr Q) SUBSCRIBED AND SWORN to (or affirmed before me) on this ',Pday of 20_3�b bnli s tCi he/she is personally known to me or has produ - t (type of identification) as identification. bli (SEAL) t ` SABA MCMILLIAN Notary Public-State of Florida Page 3 of 3 Commission#HH 012352 My Comm.Expires Jul 20,2024 Packet Pg. 3801 L9.c 2021 KEYS100 Ultramarathon May 15, 2021 Running Race Overview This outline proposes a realistic plan for 2021—with focused consideration of COVI D-1 9--for the 131h year of this iconic running race. In major ways, it scales back the event weekend from previous years, removing aid stations along the route, cancelling in-person orientation and not hosting the finish line post-race social on Higgs Beach in Key West. The following addresses U) registration, pre-race packet pick-up, on-course logistics and scheduling race starts. They LU incorporate long-distance road-running best practices to create a safe environment for runners, volunteers, staff and spectators during the 2021 KEYS100 Ultramarathon. Because these are very long-distance races, and are run point-to-point in one direction, runners are spread out along many miles of the course throughout the 32 hours they are allowed to finish. It is typical for the first runners to cross the finish line in Key West while others are still making their way c through Marathon! There will be no large clusters of runners as would be typical in a 5k, half- marathon or even a full marathon. Location of event and race distances The race route remains unchanged from previous years. The 100-mile individual runners and relay teams will begin in Key Largo and finish on Higgs Beach in Key West. The 50-mile individual and team races will begin in Marathon and end on Higgs Beach. The 50-kilometer W individual race will begin in Big Pine Key and finish on Higgs Beach. As in previous years, no roads or lanes will be closed. Runners will proceed along the Florida Keys Overseas Heritage Trail, utilizing multi-purpose paths, sidewalks, portions of"old" SR 4a, pedestrian bridges, etc. CCD The balance will be run on the road shoulder facing traffic. Seven Mile Bridge will be T_ professionally coned. ' Runners and teams will be self-supported; aid on course There will be no runner aid stations along the course in 2021. Each individual runner will be 0 required to have a dedicated or shared support crew, which has been an option in past years. (Over 50% of runners in a typical year have been supported by their own crew.) Teams are already self-sufficient and not supported by aid stations. Having a support crew or being a self- sufficient team means that all water, food and other gear is carried on board the support vehicle. The individual runner crew or team vehicle leap-frogs the runner down Overseas Highway, 06 stopping in designated locations (generally averaging about 3-4 miles between them) to meet the runner for support or, in the case of teams, to switch runners. Timing mats will be located at strategic points along the course to check-in runners and record interim times as they proceed towards Key West. Race marshals and medical support will monitor runners along the route for safety and rules compliance. CD Start times LU There will be rolling race starts, with waves of six (6) runners starting at any one time. Additional groups of six runners will start every three to five minutes thereafter. Face coverings will be required at the start. Spray chalk or cones will be used to show individual starting line positions as well as subsequent wave waiting positions to maintain proper social distancing. (See sketch below.) There will be no large race "corrals". Runners will be called over loudspeaker by time and will only then be allowed to get into position. 100-mile relay teams and individual runners will start at 5:30am. Packet Pg. 3802 L9.c 50-mile race: first wave starts at 9:00am. 50-kilometer race: first wave starts at 12:00 noon. Only registered runners, staff and assigned volunteers will be allowed in the start area. LU C 0 Runner Starting Positions,first and subsequent waves, called by assigned start time = N N E E S 6' 6' X 6' 6' X 6' 6' T n T A T A c44 A 6' 6' 6' CD R W W LPv A V A V 6' 6' V 6' 6' V 6' 6' E E Start/Finish Line 06 c� Registration and packet pick-up There will be no on-site registration. Online registration will include a liability waiver that incorporates specific COVID-related language. On race weekend, packet pick-up (race shirts, runner bibs, timing chips, etc.) will be "drive-by" only. All persons on site, except for runners Co during the race as explained elsewhere, will be required to wear face covering at all times unless at least six (6) feet from other persons. Before being handed their race packet, each �I runner will be required to submit to a temperature check or other best practices in effect at the time of the race. i Protective face coverings Protective face coverings, including face masks or neck gaiters, must be carried with the runner at all times. They must be worn at the race start, when approaching and while on site at timing locations if monitors are present, when using a portable or"standard" toilet, when passing another runner if less than six feet of separation is available, when approaching the finish line y and in the finish line vicinity post-race. Each runner will receive a race buff in their race packet. 06 In addition, supplies of disposable face masks will be available at the start/finish line. Failure to comply with face covering rules will result in disqualification and removal from the race. Movement during the race The course will readily accommodate six-foot distancing most of the time, and runners will be heading in one direction only throughout the race. When six-foot distancing is NOT possible, no U) passing will be allowed without a face covering. When passing another runner, the faster LU runner will inform the one being overtaken and wait until a sufficient amount of space is available; the runner being passed will be required to step as far to the side as possible. When passing or being passed, runners will be urged to wear their face covering. `V Portable toilets and bathrooms Packet Pg. 3803 L9.c Bathrooms authorized for race use or portable toilets will be available at the start line and at strategic locations along the course. Each will be frequently spray-disinfected during the race. Each will have adequate supplies of hand sanitizer and/or a separate hand wash station. LU r_ 0 Upon completion of the race As in previous years, an inflatable finish line arch will be erected on Higgs Beach. Unlike in previous years, there will be no after-party under a huge tent, where cooked food and other items are offered, and where R&R and social engagement with other runners is encouraged. = Instead, runners will be directed away from the finish line to tables where each will be handed a finisher medal, pre-packaged food packet and bottle of water. A hand-sanitizer station will precede the food/water tables. >- LU Typically, at the end of a race, runners want to stop, meet family and friends and recover on site. In 2021, they will be asked instead to move quickly through the finish area and either find an isolated space removed from the finish line area, or simply go to their vehicle to recover at cV their hotel or elsewhere. Race results will be posted electronically. All race awards will be shipped directly to winners after the race; there will be no awards ceremony or live music. Volunteers 2 Only a small percentage of volunteers will be needed compared to previous years. Those who 06 might have near-contact with runners, like monitors at timing mat locations, will be required to wear face coverings. Those passing-out bottled water, food packages and finisher medals at Higgs Beach will also be required to wear gloves, as will those distributing race packets to runners before each race at drive-up locations. (All items will be pre-packaged for ease of distribution and to minimize volunteer-to-volunteer contact at pick-up sites.) Masks, buffs, gloves, volunteer shirts and personal hand sanitizer will be provided to each volunteer. Volunteers will receive pre-race training on safety protocols via ZOOM call and/or online. co CD Medical i Our medical team will be primarily mobile, gradually working their way toward Key West. A small medical tent will be set-up at Higgs Beach where staff will be located as runners begin i arriving at the finish line. This is a similar plan to years past, and it has worked well. For serious medical issues, runners and their crews will be instructed to call 911. Monroe County first responders will be notified that there is a race in progress. Pre-race communication and setting expectations y Pre-race communication with registered runners will emphasize the rules and expectations, 06 especially regarding COVID-19 safety standards. These will be incorporated into promotional efforts in advance of registration, as well. While this outline is KEYS I 00-specific, most of these ideas will be typical for nearly all other ultra-distance running races in 2021. Those ultramarathoners choosing to participate will know that such rules and conditions are part of the game and will be enforced. Compliance should not be a significant issue. LU I am available to discuss these ideas anytime, and may be reached at 954-439-2800, or at bcb cCuitraportiic.ccm. Thank you for the consideration. `V cv Bob Becker Race Director Packet Pg. 3804 T.9.d 2021 KEYS100 ULTRAMARATHON Attachment "A" Number of Participants rr W Our best estimate of total runners is 600, spread over a 32-hour period and across 100 miles. Here are pertinent details from the race plan: c For each of the race distances-100 miles, 50 miles and 50 kilometers--there will be rolling race starts, with waves of only six (6) runners starting at any one time. Additional groups of six runners will start every three to five minutes thereafter. Runners will not be clustered along the course. Because these are very long-distance races, and U) Lu are run point-to-point in one direction, runners are spread out along many miles of the route throughout the 32 hours they are allowed to finish. It is typical for the first runners to cross the finish line in Key West while others are still making their way through Marathon! There will be no masses of runners as would be typical in a 5k, half-marathon or even a full marathon. c At the finish line on Higgs Beach in Key West, small numbers of runners will gradually stream through from approximately 3:OOpm on Saturday until 4:30pm on Sunday. Upon arrival,they will be asked to disburse and move away from the reserved race space on the beach. There will be no food or beverages offered as in past years, and no large tent or finish-line social activity N to encourage runners to remain at the finish line area. N .2 CL 4- 0 Packet Pg. 3805