Item D02
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: OCTOBER 19, 2000
Division: TDC
Bulk Item: Yes XXX No
Department:
N/A
AGENDA ITEM WORDING:
Approval of an Agreement with the Lower Keys Chamber of Commerce
covering Oktoberfest 2001 on October 6, 2001 in an amount not to exceed
$5,600.00, FY 2001, Two Penny Cultural Umbrella Funding.
ITEM BACKGROUND:
TDC approved same at their meeting of July 19, 2000.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved FY 2001 budget at their meeting of September 20,2000.
STAFF RECOMMENDATION:
Approval
TOTAL COST:$5,600.00
BUDGETED: YES
COST TO COUNTY: $5,600.00/TOURIST PA
01~'
asing X Risk Management X
APPROVED BY: County Attorney X OMBl
DIVISION APPROVAL: ___ ~ ~ ~
Lynda M. Stuart
(Type/print name)
DOCUMENTATION: Included: X To Follow: Not Required x
Agenda Item # a~~
MONROE eOUNTY BOARD OF eOUNTY eOMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Lower Keys Chamber of Commerce Effective Date: 10/19/2000
Contract Purpose/Description: Agreement with the Lower Keys Chamber of Commerce covering
Oktoberfest 2001 on October 6, 2001 in an amount not to exceed $5,600.00, FY 2001, Two Penny
Cultural Umbrella Funding.
Contract Manager: Maxine Pacini X3523 Tourist Development Council
(Name) (Ext) (Department)
For BOCC meeting on 10/19/2000 Agenda Deadline: 1 0/4/2000
Contract Costs
Total Dollar Values of Contract: $5,600.00 Current Year Portion: $
Budgeted? Yes -L No Account Codes: 115 75011 530340 T15C306X 530480
Grant: $ 115 75011 530340 T15C306X 530410
County Match: $
Estimated Ongoing Costs: $
(not included in dollar value above)
ADDITIONAL COSTS
tyro For:
(e.g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
DATE IN
Division Director
CHANGES
NEEDED?
Yes No
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REVIEWER
DA TE OUT
Risk Management
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County Attor~~
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Comments:
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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 Lower Keys Chamber of Commerce. (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 partie5
agree as follows:
1. BOCC shall pay a sum not to exceed $5,600.00 (Five Thousand, Six Hundred
Dollars) for promotion and related expenditures, as described in the event budget, attached
hereto as Exhibit A. for production of Oktoberfest 2001 on October 6, 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. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal
year ends September 30, 2001. Event sponsor also understands that the funding
process through which this contract was made available by County requires event
sponsors to submit their payment requests as quickly as possible and to finalize all
such requests before the end of the fiscal year, if at all possible. In order for the tourist
development taxes to be utilized most effectively for the purpose for which they were
authorized, attracting and promoting tourism, the budgeting process of the County
requires the event's funding to be concluded in a timely manner. In recognition that the
timeliness of payment requests is of extreme importance to the funding of future
advertising and promotion for the stability of the tourist-based economy, Event Sponsor
agrees to submit by September 30, 2001, all invoices and support documentation as
required by the County's Finance Department rules and policies. Event sponsor shall
not be reimbursed nor will Event Sponsor's vendors be paid directly for any invoices
received after September 30, 2001, except that for events with promotional
expenditures occurring after August 1,2001, in which case invoices must be submitted
Oktoberfest 2001
Cultural Umbrella Funding FY 2001
within ninety (90) days of the conclusion of the event. Any invoices received after
January 4, 2002 will not be reimbursed.
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.1 0-1990 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 contract without liability and may also, at its discretion,
deduct 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 submit bids
on leases of real property to public entity, mny 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 TWO for a period of 36 months from the date of being
placed on the convicted vendor list. "
2
Oktoberfest 2001
Cultural Umbrella Funding FY 2001
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:
Lower Keys Chamber of Commerce
By.
By
President
..
"
3
Oktoberfest 2001
Cultural Umbrella Funding FY 2001
EXHIBIT A
SCHEDULE
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKDOWN
FISCAL YEAR 2000/2001
EVENT NAME: Oktoberfest 2001
DIRECT MAIL & POSTAGE $ 30.00
BROCHURES, POSTERS, PROGRAMS $ 170,00
PUBLIC RELATIONS $
PHOTO PROGRAM $
MEDIA ADVERTISING $ 3,800.00
T-SHIRTS, CAPS, JACKETS $ 600,00
*GENERAL - NON-ALLOCATED $ 1,000.00
TOTAL: $ 5,600.00
,
*GENERAL NON-ALLOCATED IS NOT TO EXCEED 15% OF THE AMOUNT
AWARDED BY THE MONROE COUNTY TOURIST DEVELOPMENT COUNCIL FOR
THIS SPECIFIC EVENT.
*MAXIMUM REQUEST CAP = $25,000.00
EXHIBIT B !,
MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL
CUL rURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2000/2001
NAME OF EVENT: Oktoberfest 2001
. Please list all scheduled activities in date and time order:
OKTOBERFEST
_AT THE SUMMERLAND KEY FIELD,
EAST SHORE DRIVE
SATURDAY, OCTOBER 6th, 2001
..
2:00 P.M. TO 8:00 P.M.
ARTS & CRAFTS
FOOD VENDORS
KIDS GAMES
MUSIC
PRIZES
:
FUN FOR THE WHOLE FAMILY