Item D07
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 Fishing event agreements for FY 2001 for events with
promotional expenditures occurring after August 1, 2001, as per attached
spreadsheet totaling $93,400.
ITEM BACKGROUND:
In order to reduce the vast quantity of paperwork we request your approval
of the Fishing events outlined on the attached spreadsheet wherein the
amount of the agreement(s); the date(s) of the event(s); TDC approval; and
the Routing Checklists are provided.
PREVIOUS RELEVANT BOCC ACTION:
At the meeting of April 19, 1995 the BOCC approved TDC's reduction of
repetitive paperwork wherein TDC would provide a summary of event(s)
funding information. A boilerplate Fishing event agreement is attached for
your information. BOCC approved FY 2001 budget at their meeting of
September 21,2000.
STAFF RECOMMENDATION:
Approval requested.
TOTAL COST: $93,400
BUDGETED: YES
COST TO COUNTY: $93,4001T0URIST PAY ~ t-.,,-
APPROVED BY: County Attorney ~ OMB/~singL Risk Manageme;;; .~ .
DIVISION APPROVAL: ~~~
Lynda M. Stuart
(Type/print name)
DOCUMENTATION: Included: X To Follow: Not Required
Agenda Item #..a:m
en
....
z
w
>
w
C)
z
-
:I:
en
-
LL
~
o
o
N
>
LL
~
o
o
N
~
.pi
tJ)
~
~
c:(
~
Q)
=
c:(
c
.-
~
~
~
CJ
CJ
o
tJ)
Q)
~
~
.pi
.-
"C
C
Q)
><
W
-
ns
c
o
.-
.pi
o
E
o
~
0-
J:
.pi
.-
~
tJ)
.pi
c
Q)
>
w
""
c
w
>
o
a::
a.
a.
~
()
C
I-
000000
000000
000000
"1"1"1"1"1"1
cricricricricricri
~~~~~-r-
Q) Q) Q) Q) Q) Q)
c c c c c C
::J ::J ::J ::J ::J ::J
..., ..., ..., ..., ..., ...,
I-
Z
::)
o
:e
~
000000
000000
OOOON..N_
cO cO cO"-:N "I
LO or- or-
tit tit tit tit tit tit
W
I-
~
C
or-
..e 0
0> or-O
::Jor-or-ON or-
0000 -or-O
..cOONOOO
....."1"1 -C?ON
- - 0) CO '"
or- 0 I'- I '" "1-
OC"')or-I'-N.....-
o ,........ '" or-
NQ5LOQ)Q)~~
t-EtiEE Q5 Q5
Q)::JQ)Q).o.o
>0>0.0..9.9
". r-.: 0 ::J Q) Q) () ()
y1 z <( en en 0 0
~
..J
..J
W
a::
m
:e
::)
C)
Z
::I:
en
LL
.....
c
Q)
E
rn
c
....
::J
o
I-
0>
C
..e
.~
LL
..e
E ~
~ ..eQ)
en (/)c
t+= 0
-g ~CO
~ 0 Q)
<.9 CO~
-a. ()
'0 ...: Q) .- rn
c.o::::c..el-
rn <(. 0 (/) -
- .oc-
.!!2 ....J. >- 0 <(
rn .-
E cr.> CO a. ~
a..rn~~~~
::J ::J ..e 0
Q)~~()E
::::: Q) Q) >-~
:.:J~~LL.!!2
.....
(/)
~
>-
Q)
~
or-
. . . . .
NC"')-.::tLOCO
o
o
"Il:t
""
M
0')
~
...J
c:(
....
o
....
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 (Organization/Entity). (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 $ (Amount of Dollars) for
promotion and related expenditures, as described in the event budget, attached hereto as
Exhibit A, for production of the (Name and Date of Event). 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
1
Fishing Umbrella Funding FY 2001
within ninety (90) days of the conclusion of the event. Any invoices received after
Ninety days after conclusion of event 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.1 0-1990. 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, 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 TWO for a period of 36 months from the date of being
placed on the convicted vendor list. "
2
Fishing Umbrella Funding FY 2001
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by
its duly authorized representative, the day of I 2000.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
(Organization/Entity)
Attest:
By.
By
Secretary
President
OR
Witness
3
Fishing Umbrella Funding FY 2001
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Key West Fishing Tournament, 'nc Effective Date: 10/19/2000
Contract Purpose/Description: A Funding Agreement with Key West Fishing Tournament, Inc.
overinq the Key West Fishing Tournament, Inc. d.b.a. Key West & Lower Keys Fishing Tournament
activities from ~~, 2001 through November 30,2001 in an amount not to exceed $56,000, FY
',I
2001, Two Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/2000
Agenda Deadline: 1 0/4/2000
Contract Costs
Total Dollar Values of Contract: $56,000.00 Current Year Portion: $
Budgeted? Yes ~ No Account Codes:: 115-75022-530340-T15F056X-530410
Grant: $ 115-75022-530340- T15F056X-530480
County Match: $
Estimated Ongoing Costs: $
(not included in dollar value above)
ADDITIONAL COSTS
/yr. For:
(e.g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
DATE IN CHANGES REVIEWER DA TE OUT
NEEDED?
Yes No
V3t7? t/ ~0U;VL~ /1'
Division Director 1~Ub
- -
Risk Management LrUJC:c I /l V GCot :ts Cj /.).'/ Ice
- - L ' \,)u'-'-.~"-GI.-~(i~
County Atto~ t\ /" / 0'0 ./ S. Hutton --2/(~ leV
~rc aSing t}/1/!/fJ{) - / ~C~ t1'~t/OO
(Final reviewer should return' . tract to originator)
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Redbone, Inc.
Effective Date: 10/19/2000
Contract Purpose/Description: A Funding Agreement with Redbone, Inc. covering the Little Palm
Island Grand Slam on August 15 - 17,2001 in an amount not to exceed $6,000.00, FY 2001, Two
Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/2000
Agenda Deadline: 1 0/4/2000
Contract Costs
Total Dollar Values of Contract: $6,000.00 Current Year Portion: $
Budgeted? Yes ~ No Account Codes: 115-75022-530340- T15F061 X-530480
Grant: $
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
CHANGES
NEEDED?
Yes No
REVIEWER
DA TE OUT
Division Director
c,f/{X)
,/
~J
{l c WGUT~ \(~Jjtj::-~N'--
9-/~/~
Risk Management
~/.Y)/ CD
/
/
!1.J'tfJ /00 ~
(Final reviewer should return_
ell).; / ()C
County Attorney
~C~~ing
<~l/ t ~ / fit
01 I, \ /~'
-Au
1
q ~bc/ 00
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Redbone, Inc.
Effective Date: 10/19/2000
Contract Purpose/Description: A Funding Agreement with Redbone, Inc. covering Mercury S.L.A.M.
Celebrity Tournament on September 7-9,2001 in an amount not to exceed $16,000.00, FY 2001,
Two Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/2000
Agenda Deadline: 1 0/4/2000
Contract Costs
Total Dollar Values of Contract: $16,000.00 Current Year Portion: $
Budgeted? Yes -L No Account Codes:: 115-75022-530340-T15F076X-530480
Grant: $
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
CHANGES
NEEDED?
Yes No
V ~~ !LJ&'I~o
/' ((, Il\~~0C ~'--L,J;~--t:-'\, ::lI)) /()c
REVIEWER
DATE OUT
Risk Management
fl./ fI (20
c::JJ:J7/0D
Division Director
~/w~ /
(Final reviewer should return co
S.Hutton 0 /~/c~
A. ~Ut~0 0;<01 or)
ract to originator)
County Attorney
S~~rcllf&ng
'\ / (<I rfi
/
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Redbone, Inc.
Effective Date: 10/19/2000
Contract Purpose/Description: A Funding Agreement with Redbone, Inc. covering The Mercury
Baybone Celebrity Tournament on September 28-30,2001 in an amount not to exceed $11,000, FY
2001, Two Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/2000
Agenda Deadline: 1 0/4/2000
Contract Costs
Total Dollar Values of Contract: $11,000.00 Current Year Portion: $
Budgeted? Yes ~ No Account Codes:: 115-75022-530340-T15F080X-530480
Grant: $
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
CHANGES
NEEDED?
Yes No
REVIEWER
DATE OUT
Division Director
q/krvo
v
~<ZE~
7 / ~/QI,
Risk Management
Ci {)7/ CO
/
~
- I \ ~ " .+-
(I \ . . . III . . \ '\ "-
........' _ ~ ,Lc I..;\-r-r'~ I ..-':+:::"'__~' -'.......\~--:.t (......
1
l/.'l. j/ CC
County Attorney
~&ivurclkng
i-~ / (( //'" .../" S. Hutton
9-/ 211 ~ " e-C ; Il:ue-L
(Final reviewer should retu!p: ontract to originator)
c~ /r"- /c.r-v
tli{fv / {J ()
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Women's World Invitational Fly Championship, Inc. Effective Date: 10/19/2000
Contract Purpose/Description: A Fundin A reement with Women's World Invitational FI
Cham ionshi ,Inc. coverin the omen's World Invitational
Fly Championship Bonefish Series on October 1-4,2001 in an amount nt to exceed $2,200.00, FY
2001, Two Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 10/19/2000
Agenda Deadline: 10/4/2000
Contract Costs
Total Dollar Values of Contract: $2,200.00 Current Year Portion: $
Budgeted? Yes _~ No Account Codes: 115-75022-530340-T15F353 X-530480
Grant: $
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
CHANGES
NEEDED?
Yes No
REVIEWER
DATE OUT
Division Director
CLdw
V ~fi72d~~&LY
/
v/' LA ' ( ," :o,t'-L ILI-~~J=( Y'-
o /13 ~
Risk Management
CL/~7/ DD'
C) F'J. 7 / c:'c.\
County Attorney,
~rCh~g
q /() /c;rV
S. .Hutton
1-/Jjj~ ~/ tL ; ~,
(Final reviewer should retUrn co tract to originator)
../'
Of / {"3 /c./t-'
(ift{ 0/ [1)
Comments:
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Islamorada All Tackle Bonefish Tournament Effective Date: 10/19/2000
Contract Purpose/Description: A Funding Agreement with Islamorada All Tackle Bonefish
Tournament covering the Mercury Outboards Bonefishing World Championship - Islamorada All
Tackle Bonefish Tournament on October 7-12,2001 in an amount not to exceed $2,200.00, FY 2001,
Two Penny allocated under the Fishing Umbrella.
Contract Manager: Maxine Pacini X3523 Tourist Development Council
(Name) (Ext) (Department)
For BOCC meeting on 10/19/2000 Agenda Deadline: 10/4/2000
Contract Costs
Total Dollar Values of Contract: $2,200.00 Current Year Portion: $
Budgeted? Yes _X_ No Account Codes:: 115-75022-530340-T15F263X-530480
Grant: $ 115-75022-530340-T15F263X-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 CHANGES
NEEDED?
Yes No
REVIEWER DATE OUT
Risk Management
q~~/t){/ t/
~07/ Cc /
~ Llo_
Division Director
\ ~."
C{, L"'{~~r--<-' C:.k--f.J;;:&",,~
c:; / ,.) //00
County Attorney
~urcfa~ing
(1/ () /(jr,
/'
S. Hutton cr /r;, t1J
---
fL/ii/~ / Uf-- tt7~c-k0 tl/&zJ CO
(Final reviewer should return co tract to originator) .
Comments: