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Item F6 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: MAY 18, 2000 Division: TDC Bulk Item: Yes XXX No Department: N/A AGENDA ITEM WORDING: Approval of an Agreement with Mel Fisher Maritime Heritage Society, Inc. covering the production of Myths and Dreams: The Cultural Legacy of Florida and the Caribbean on June 1, 2000 through January 21, 2001 in an amount not to exceed $25,000, FY 2000, Two Penny, allocated under the Cultural Umbrella. ITEM BACKGROUND: TDC approved same at their meeting of August 10, 1999. PREVIOUS RELEVANT BOCC ACTION: BOCC approved FY 2000 budget at their meeting of September 22, 1999. STAFF RECOMMENDATION: Approval TOTAL COST: $25,000 BUDGETED: YES COST TO COUNTY: $25,000/TOURIST PAY APPROVED BY: County Attorney X OMB/Purchasing~ Risk Managemen!...0 ~~J- DIVISION APPROVAL: Lynda M. Stuart (Type/print name) DOCUMENTATION: Included: X To Follow: Not Required Agenda Item #k& MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Contract with: Mel Fisher Maritime Heritage Society, Inc, Effective Date: 5/18/2000 Contract Purpose/Description: Approval of an Agreement with Mel Fisher Maritime Heritage Society, Inc. covering the productiQn of Myths and Dreams: The Cultural Legacy of Florida and the Caribbean on June 1, 2000 through January 21, 2001 in an amount not to exceed $25,000, FY 2000, Two Penny, allocated under the Cultural Umbrella. Contract Manager: Maxine Pacini X3523 Tourist Development Council (Name) (Ext) (Department) For BOCC meeting on 5/18/2000 Agenda Deadline:5/3/2000 Contract Costs Total Dollar Values of Contract: $25,000.00 Current Year Portion: $ Budgeted? Yes _~ No Account Codes: 115-75011-530340-T05C-307 X Grant: $ County Match: $ Estimated Ongoing Costs: $ (not included in dollar value above) ADDITIONAL COSTS /yr, For: (e.g. maintenance, utilities, janitorial, salaries, etc,) CONTRACT REVIEW DA TE IN CHANGES REVIEWER DA TE OUT NEEDED? Yes No Division Director 0800 ~ ~~ r/Lf/~ - - Risk Management ~/ 29 00 - / 0. . lJ~ ~"'" -'::J:jz.>I00 co~ttorJ1 c.r /n / 00 / S. Hutton '-t /-12/ elr) O.M'. JPurch hng - - tliJ'iIOV _.L i!!fJ"lzd;C. cL/'d!LfiN (Final reviewer should return contra t to originator) Comments: FUNDING AGREEMENT THIS AGREEMENT is made and entered into by and between the Board of County Commissioners of Monroe County, Florida, (hereinafter referred to as the "BOCC") and Mel Fisher Maritime Heritage Society, Inc. (hereinafter referred to as "Event Sponsor"); WHEREAS, the umbrella organization under contract to the BOCC has recommended to the Monroe County Tourist Development Council (hereinafter "TDC"), which has endorsed the recommendation, that certain monies be allocated for promotion of an event; THEREFORE; in consideration of the mutual promises contained herein, the parties agree as follows: 1. BOCC shall pay a sum not to exceed $25,000 (Twenty Five Thousand Dollars) for promotion and related expenditures, as described in the event budget, attached hereto as Exhibit A, for production of the Myths and Dreams: The Cultural Legacy of Florida and the Caribbean on June 1,2000 through January 21,2001. Payment will be made only after Event Sponsor submits invoices and support documentation acceptable to the County's Finance Department. The advertising and promotion budget for County funding may be altered as to the individual line items, or components, within 10% of the amount stated for that item or component, without increasing the total dollar amount and without requiring a written amendment to this agreement. Monroe County's performance and obligation to pay under this agreement is contingent upon an annual appropriation by the BOCC. 2, Event Sponsor shall provide promotion and related services as described in the Sponsor's application for funding, Exhibit B, attached hereto. All advertising and public relations services or supervision of advertising and public relations will be provided through the contracted agencies of the Tourist Development Council (TDC) and BOCC. The agencies of record, shall receive payment of work in progress upon submission of documented invoices associated with said event. In order for event sponsor to be re- imbursed for expenditures, the invoices must be submitted no later than March 22nd, 2001. 3. Event Sponsor shall reimburse BOCC for any amount of funds expended by BOCC in connection with an event which does not occur as a result of any act or omission by Event Sponsor. 4. Event Sponsor covenants and agrees to indemnify and hold harmless Monroe County Board of County Commissioners 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 the services provided, event sponsored, or other activities and funding associated with this agreement. Should event involve the serving or distribution of alcoholic beverages, Event Sponsor shall obtain prior to the event a Liquor Liability insurance policy naming Monroe County as a co-insured. 5. Event Sponsor shall maintain records pursuant to generally accepted accounting principles for three (3) years after the event and shall permit BOCC and its agents and employees access to said records at reasonable times, 6, BOCC may terminate this agreement without cause upon providing written notice to Event Sponsor no less than sixty(60) days prior to the event and may terminate for breach upon providing to Event Sponsor notice at least seven (7) days prior to the effective date of the termination. 7. Event sponsor is an independent contractor and shall disclose any potential conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code, Article XXI. 8, Event Sponsor warrants that he/she/it has not employed, retained or otherwise had act on his/her/its behalf any former COUNTY officer or employee in violation of Section 2 or Ordinance No, 10-1990 or any COUNTY officer or employee in violation of Section 3 of Ordinance NO.1 0-1990. For breach or violation of the provision the COUNTY may, at its discretion terminate this contrCjct without liability and may also, at its discretion, dedu'ct from the contract or purchase price, or otherwise recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former or present COUNTY officer or employee. 9. "A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not sUl:Lmit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under 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 TVVO for a period of 36 months from the date of being placed on the convicted vendor list. " IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly authorized representative, the day of , 2000. (SEAL) Attest: Danny L. Kolhage, Clerk Board of County Commissioners of Monroe County Deputy Clerk Mayor/Chairman WITNESS: Mel Fisher Maritime Heritage Society, Inc. By. By President . Aprill3, 2000 EXHIBIT A MEL FISHER MARITIME HERITAGE SOCIETY MYTHS AND DREAMS JUNE 1, 2000 - JANUARY 21, 2001 .' BUDGET DIRECT MAIL & POSTAGE BROCHURES, POSTERS, PROGRAMS, BANNERS PUBLIC RELATIONS MEDIA ADVERTISING/TV PRODUCTION GENERAL - NON ALLOCATED TOTAL $ 450.00 $ 1,600,00 $ 1,200.00 $18,000,00 $ 3,750,00 $25,000.00 .' EXHIBIT B SCHEDULE OF EVENTS: J.\l.'jor E,.l,ibi,ion - Key We...' J.'dyths and Dreams: The Cultural Legacy of Flodda and the Caribbean Exhibition: June 1,2000 - January 21, 2001. The museum is open to the public every day of the year from 9:30 am to 5 pm. L'f!ctures and Pc'mel Discussions Alllecrures will be free of charge and open to the public. June 15th, 2000 - Image and Identity: Exploring Florida'! Cultural Heritage Moderators: Dr. Carol Damian and Denise Andrews Format: Video, Film, and Discussion Estimated attendance: 75-125 August 17th, 2000 - Florida: The Cultura! Crorsroads of the New World Speakers: Dr, Eugene Lyon, Dr. Sherry Jones, and Dr. XXX (Miami) Format: Pane! discussion Estimated attendance: 75-125 November 2nd, 2000 - Myth! and Dreams from the Florida Experience Speakers: Dr. Jerry Milanich, Dr. John Scott, and Dr: Madeleine Burnside Format: Panel discussion Estimated attendance: 75-125 Conkrence - Shipn-recks of the Flonaa Keys . This will be the second annual shipwreck conference, drawing together State officials, treasure hunters, archaeologists and Sanctuary officials. The underlying theme is Florida's rich cultural heritage as it is represented by current underwater excavation. The conference will last for two days and is scheduled for November 11 & 12, 2000. .i.11e1 Fisher Days The Mel Fisher Days Festival will take place between July 17th - 20th, in conjunction with Heming<:vay Days. Children's programming, including a city-wide scavenger hunt., demonstrations, and contests will be offered by the museum as part of the activities. Hospit.wty A series of exhibition receptions and previews will be held in June which will be attended by the media, Society embers, local residents and dignitaries. Each event will result [0 hotel stays during this period.