Item D04
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 a Turnkey Funding Agreement with Premiere Racing, Inc. to
cover Yachting Key West Race Week 2001 on January 15-19, 2001 in an
amount not to exceed $52,000, FY 2001, Two Penny, Special Project,
DAC I allocation.
ITEM BACKGROUND:
District I Advisory Committee approved same at their meeting of 6/21/00.
TDC approved same at their meeting of 7/19/00.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved FY 2001 budget at their meeting of September 20,2000.
STAFF RECOMMENDATION:
Approval
TOTAL COST: $52,000.00 BUDGETED: YES
COST TO COUNTY: $52,OOO.00/TOURIST PAY
APPROVED BY: County Attorney ~ OM~Singl Risk Managem~~t~ .
DIVISION APPROVAL: (-
Lynda M. Stuart
(Type/print name)
DOCUMENTATION: Included: X To Follow: Not Required
Agenda Item # ~
MONROE eOUNTY BOARD OF eOUNTY eOMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Premiere Racing, Inc. Effective Date: 10/19/00
Contract Purpose/Description: A Turnkey Funding Agreement with Premiere Racing, Inc. to cover
Yachting Key West Race Week 2001 on January 15-19, 2001, in an amount not to exceed
$52,000.00 FY 2001, Two Penny, Special Project, DAC I allocation.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/00
Agenda Deadline: 1 0/4/00
Contract Costs
Total Dollar Values of Contract: $52,000.00
Budgeted? Yes ~ No
Grant: $
County Match: $
Current Year Portion: $
Accou nt Codes: 115-75360-530340- T15M 1 5X-530340
TlSm liS/(
Estimated Ongoing Costs: $
(not included in dollar value above)
ADDITIONAL COSTS
tyro For:
(e.g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
DATE IN
CHANGES
NEEDED?
Yes No
V
REVIEWER
DA TE OUT
Division Director
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Risk Management
/
q /)....\1 cf1J /' S. Hutton
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(Final reviewer should return contract to originator)
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County Attorney
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Comments:
Turn Key Events Agreement
THIS AGREEMENT is entered into this day of , 2000, by and
between BOARD OF COUNTY COMMISSIONERS, MONROE COUNTY, FLORIDA,
(BOCC) and Premiere Racing, Inc.
NOW, THEREFORE, and in consideration of the mutual covenants, contained
herein the parties agree as follows:
1. The BOCC agrees to pay ($52,000.00) Fifty Two Thousand dollars for
Yachting Key West Race Week 2001 covering a period from January 15-19, 2001 from
tourist development tax funds provided Event sponsor meets all of its obligations under
this agreement.
2. Scope of Services: The Premiere Racing, Inc. agrees to provide the
County with an event as specified in the Scope of Services;
1. One (1) week of scheduled Yachting Race Events.
2. Events will include Skipper meetings, SponsorNIP Yacht
boarding's, Seminars, Symposiums, Yacht Races, Receptions and
Award Ceremony.
3. Payment: Upon receipt from Event Sponsor of documentation, reviewed
and verified by the Tourist Development Council (TDC) Administrative Office, proving
that event has been produced and promoted through marketing literature, advertising
program/publication ads, television coverage, publicity and on-site advertising, and that
the required insurance was obtained no less than twenty days prior to the event, BOCC
shall pay $52,000.00.
Monroe County's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the BOCC. Only acceptable expenses
listed in the Monroe County Tourist Development Council Operations Manual shall be
paid.
4. Accounting: Financial records of Premiere Racing, Inc. pertaining to this
project shall be kept on generally recognized accounting principles and shall be
available to the BOCC or to an authorized representative for audit. Records shall be
retained a minimum of three years after contract has been performed,
5. Modification: Any changes to this contract may be made only by written
mutual agreement, recommended by the TDC and approved by the BOCC.
6. Breach and Penalties: The parties agree to full performance of the
covenants contained in this agreement, and the BOCC reserves the right at its
discretion, provided such breach is material, to terminate the services in this agreement
Yachting Key West Race Week 2001
FY 2001 Funding
for any misfeasance, malfeasance, or nonperformance of the agreement terms or
negligent performance of the agreement terms by Premiere Racing, Inc.
7. Termination: This Agreement will be terminated on September 30, 2001.
All invoices must be submitted prior to September 30, 2001,
8. Non Occurrence of Event: The Premiere Racing, Inc. shall give written
notice to the Monroe County Tourist Development Council if it is found necessary to
cancel an event. The notice shall contain the following specifics: 1) reason for
cancellation, 2) documentation of the reason for cancellation and 3) person authorized
to cancel including title and stated affiliation,
9. Indemnification and Hold Harmless: Premiere Racing, Inc. 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 event sponsored by Premiere Racing, Inc.
10. Insurance Requirements: Premiere Racing, Inc., as a pre-requisite of the
Special Event governed by this agreement, shall obtain, at its own expense, insurance
as specified in this section:
Premiere Racing, Inc. will not be permitted to commence work associated with
the Event (including pre-staging of personnel and material) until satisfactory evidence of
the required insurance has been furnished to the county as specified below, Premiere
Racing, Inc. shall maintain the required insurance through out the entire duration of the
Special Event and any extensions specified in any attached schedules. Failure to
comply with this provision shall release County of any obligation to compensate event
sponsor. Further, any material misstatement in the application for insurance coverage
shall release County from it's obligations to pay under this agreement. Premiere
Racing, Inc. shall provide, to the County, as satisfactory evidence of the required
insurance, including the insurance policy application and either:
* Original Certificate of Insurance
or
* Certified copy of the actual ins~rance policy
An original certificate or a certified copy of any or all insurance policies required
by this contract shall be filed with the Clerk of the BOCC prior to the Event. The
Insurance policy must state that the Monroe County BOCC is the Certificate
Holder and additional Insured. Insurance should be mailed to:
Monroe County Board of County Commissioners
C/O Risk Management
2
Yachting Key West Race Week 2001
FY 2001 Funding
5100 College Road
Room 203
Stock Island
Key West, FL 33040
All insurance policies must specify that they are not subject to cancellation, non-
renewal, material change or reduction in coverage unless a minimum of thirty (30) days
prior notification is given to the County by the insurer,
Acceptance and/or approval of Premiere Racing, Inc.'s insurance shall not be
construed as relieving Premiere Racing, Inc. from any liability or obligation assumed
under this contract or imposed by law.
The Monroe County Board of County Commissioners, its employees and officials
will be included as "Additional Insured" on all policies, except for Worker's
compensation.
Any deviations from these General Insurance Requirements must be requested
in writing on the County form titled "Request for Waiver of Insurance Requirements" and
must be approved by Monroe County Risk Management.
Premiere Racing, Inc. shall furnish the county with a certificate evidencing the
insurance required by this paragraph not later than twenty (20) days prior to the event.
Prior: to commencement of work governed by this contract, Premiere Racing, Inc,
shall obtain General Liability Insurance. Coverage shall be maintained throughout the
life of the contract and include, as a minimum:
* Premises Operations
* Products and Completed Operations
* Blanket contractual Liability
* Personal Injury Liability
* Expanded Definition of Property Damage
The minimum limits acceptable shall be:
* $1,000,000.00 combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
* $500,000.00 per Person
* $1,000,000.00 per Occurrence,
* $100,000.00 Property Damage
An Occurrence Form policy is preferred. If coverage is provided on a Claims
Made policy, its provisions should include coverage for claims filed on or after the
effective date of this contract. In addition, the period for which claims may be reported
should extend for a minimum of twelve (12) months following the acceptance of work by
the County.
..,
.)
Yachting Key West Race Week 2001
FY 2001 Funding
Recognizing that the work governed by this contract involves the sales and/or
distribution of alcoholic beverages, the Contractor's General Liability Insurance policy
shall include Liquor Liability with limits equal to those of the basic coverage.
A separate Liquor Liability policy is acceptable if the coverage is not more
restrictive that the contractor's General Liability policy,
11. Permits: The Premiere Racing, Inc. will secure all required permits,
licenses including but not limited to occupational licenses.
12. Laws and Regulations: Any and all services, materials and equipment
shall comply fully with all Local, State and Federal laws and regulations, and Premiere
Racing, Inc. agrees that the venue for any dispute concerning this agreement shall be
in Monroe County, Florida.
13. Taxes: The BOCC and TDC are exempt from Federal Excise and State
of Florida Sales Tax.
14. Finance Charges: The BOCC and TDC will not be responsible for any
finance charges.
15. Relation of BOCCfTDC: It is the intent of the parties hereto that the
Premiere Racing, Inc. shall be legally considered as an independent contractor and that
neither it nor its employees shall, under any circumstances, be considered servants or
agents of the BOCC and TDC, and the BOCC and TDC shall at no time be legally
responsible for any negligence on the part of said Event Sponsor, its employees or
agents, resulting in either bodily or personal injury or property damage to any individual,
firm, or corporation.
16. Disclosure: The Premiere Racing, Inc. shall be required to list any or all
potential conflicts or interest, as defined by Florida Statute 112 and Monroe County
Code. The Premiere Racing, Inc. shall disclose to the BOCC and TDC all actual or
proposed conflicts of interest, financial or otherwise, direct or indirect, involving any
client's interest which may conflict with the interest of the BOCC and TDC,
17. Assignment: The Premiere Racing, Inc. shall not assign, transfer, convey,
sublet or otherwise dispose of this agreement, or of any or all of its right, title or interest
therein, or his or its power to execute such agreement to any person, company or
corporation without prior consent of the TDC, and BOCC.
18. Compliance with laws - Nondiscrimination: The Premiere Racing, Inc.,
shall comply with all federal, state and local laws and ordinances applicable to the work
or payment for work thereof, and shall not discriminate on the grounds of race, color,
religion, sex, age, or national origin in the performance of work under this Agreement.
This Agreement shall be subject to all federal, state, and local laws and ordinances.
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Yachting Key West Race Week 2001
FY 2001 Funding
19. Security Protection: The Premiere Racing, Inc. agrees to provide
adequate security for the event. No TDC funds will be used for this purpose.
20. Ethics Clause: Premiere Racing, Inc. warrants that it has not employed,
retained or otherwise had act on its behalf any former county officer of employee
subject to the prohibition of Section 2 of Ordinance No 010-1990 or any County officer
or employee in violation of Section 3 of Ordinance No, 020-1990. For breach or
violation of this provision the County may, in its discretion, terminate this contract
without liability and may also, in 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 county officer or employee.
21. Ownership: All advertising and promotion work performed under the
agreement and paid for by the BOCC and TDC shall be the property of the BOCC and
TDC, for whatever use and/or disposition the BOCC and TDC may deem appropriate.
22. Media rights: The TDC shall have the right to broadcast, rebroadcast.
use, reproduce or transmit for any purpose whatsoever, radio, television, pictures,
sound, film and tape motion pictures and still photographs paid by the BOCC and TOC
under this agreement.
23. Logo: All promotional literature and display advertising with the exception
of generic advertising must display the Florida Keys and Key West logo/trade mark (as
per enclosed).
24. Severability: If any provision of this Agreement shall be held by a Court
of competent jurisdiction to be invalid or unenforceable, all remaining provisions shall
not be affected thereby; and each provision of this Agreement shall be valid and
enforceable to the fullest extent permitted by law.
25. Authority: Each of the signatories for the sponsor below certifies and
warrants that:
a) The sponsor's name in the agreement is the full name as designated in its
corporate charter, and b) they are empowered to act and execute agreement for the
sponsors and c) this agreement has been approved by the sponsor's Board of
Directors.
26. Public Entity Crimes: "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, 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
5
Yachting Key West Race Week 2001
FY 2001 Funding
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".
27. Entire Agreement: The parties agree that the Agreement above
constitutes the entire agreement between the BOCC and Premiere Racing, Inc.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the
day and year first above written.
(SEAL) Premiere Racing, Inc.
Attest:
By
(SEAL)
Attest: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Deputy Clerk
By
Mayor/Chairman
6
Yachting Key West Race Week 2001
FY 2001 Funding
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