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Item D6 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: NOVEMBER 22, 2000 Division: TDC Bulk Item: Yes XXX No Department: N/A AGENDA ITEM WORDING: Approval of an Agreement with Womenfest Inc. covering Womenfest on September 4-11, 2001 in an amount not to exceed $20,968.00, 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 21,2000. STAFF RECOMMENDATION: Approval TOTAL COST: $20,968.00 BUDGETED: YES COST TO COUNTY: $20,968.00ITOURIST PAY ~J~ ~.Q. APPROVED BY: County Attorney ~ OM~aSing~ Risk Management~ DIVISION APPROVAL: ~~4M.f Lynda M. Stuart (Type/print name) To Follow: DOCUMENTATION: Included: x Not Required Agenda Item #~ MONROE COUNTY BOARD OF COUNTY COMMISSIONERS CONTRACT SUMMARY Contract # Contract with: Womenfest, Inc. Effective Date: 11/22/2000 Contract Purpose/Description: Agreement with the Womenfest, Inc. covering Womenfest on September 4-11, 2001 in an amount not to exceed $20,968.00, FY 2001, Two Penny Cultural Umbrella Funding. Contract Manager: Maxine Pacini X3523 Tourist Development Council (Name) (Ext) (Department) For BOCC meeting on 11/22/2000 Agenda Oeadline:11n/2000 Contract Costs Total Dollar Values of Contract: $20,968.00 Current Year Portion: $ Budgeted? Yes L- No Account Codes: 11575011 530340 T15C 024X 530480 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 DATE IN CHANGES REVIEWER DATE OUT NEEDED? Yes No Division Director /CL/tboo y/ ~ur /CLftdlc! - - Risk Management !.D /.24/ "() L/'/ (LJ ^"CtA_~-v2.- IU--e \.t ~C"" Ie) r:J.... '+ / ;XI --~ - - / ~ County Attorney 10 IIb/OlJ S. Hutton Lfl-' ~fc50 ().~rc~g - /~e/~a~~. ill! ~O/ If) ~o /;?~/ o() - - (Final reviewer should return contract 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 Womenfest Inc. (hereinafter referred to as "Event Sponsor"); WHEREAS, the umbrella organization under contract to the SOCC 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 $20,968.00 (Twenty Thousand, Nine Hundred and Sixty Eight Dollars) for promotion and related expenditures, as described in the event budget, attached hereto as Exhibit A, for production of Womenfest on September 4 - 11, 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 SOCC. 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 (TOC) 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 from August 1 through September 30, 2001, invoices must be submitted within ninety (90) days of the conclusion of the event. 1 Womenfest Cultural Umbrella Funding FY 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 empJoyees 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. 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, 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 T'NO for a period of 36 months from the date of being placed on the convicted vendor list. .. 2 WomenfesttCultural 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: Womenfest, Inc. By. By President 3 Womenfest Cultural Umbrella Funding FY 2001 EXHIBIT A SUMMARY TOURIST DEVELOPMENT COUNCIL CULTURAL UMBRELLA APPROVED BUDGET BREAKDOWN FISCAL YEAR 2001 EVENT NAME: . WOMENFEST DIRECT MAIL & POSTAGE $ BROCHURES, POSTERS, PROGRAMS $ 6,218 PUBLIC RELATIONS $ PHOTO PROGRAM $ MEDIA ADVERTISING $14,500 T-SHIRTS, CAPS, JACKETS $ 150 *GENERAL - NON-ALLOCATED $ 100 TOTAL: $20,968 EXHIBIT B W omenfest Schedule = TUESDAY Sept. 5th a Hospitality Suite opens 10 a.m. to 6 p.m., Atlantic Shores Resort, registration and check in. Program and schedules available. Tickets for sale. Stop by and visit the girls for the latest information. a W omenfest Snorkel Trips available, trips to the reef, Venus Charters and Captain Karen, $45.00 tickets for sale in the hospitality room at Atlantic Shores. a W omenfest Welcome Reception 7 p.m. Diner Shores Meet festival participants, organizers, sponsors and attendees, cocktails and hors d'ouvres, t-shirt give aways, programs available, entertainment by Robyn Fear - a Three Legged_Dog Gallery presents a Lesbian Art Show with an opening, 8 p.m. view the works of three Lesbian artists. Show runs all week long. - WEDNESDAY Sept. 6th a Hospitality suite opens 10 a.m. to 6 p.m., Atlantic Shores Resort, registration and check in. Program and schedules available. Tickets for sale. Lots of information available. Stop by and chat. a W omenfest Snorkel Trips available, Venus Charters and Captain Karen. Tickets for sale in hospitality room at Atlantic Shores. $45.00 includes all snorkel gear, soda and water. a Pool Volleyball Tournament I p.m. at the Shores Pool Bar, pick up games, join as a team or join one there! o HERart at Woodenhead Gallery, 8 p.m. free champagne and hors d'ouvres, view local eight women's' art and meet the artists, music, show runs all week long. No cover. a Rainbow House Welcome Cocktail Party, 5 till 7 p.m. enjoy the poolside party at the only exclusive lesbian guesthouse in Key W es~ cocktails and hor d'ouvres, free THURSDAY Sept. 7th o Hospitality suite opens 10 a.m. to 6 p.m., Atlantic Shores Resort, registration and check in. Program and schedules available. a Womenfest Snorkel Trips available, Venus Charters and Captain Karen, $45.00 includes all snorkel gear, water and soda. a Sebago Catamarans snorkel trips to the reef, all female crew and captain. Snorkel gear provided. Free sod~ water, wine and beer. $35.00 a Womenfest Waverunner Tour, 1 p.m. Tour the island on a waverunner with a guide and other women. Reservations at the hospitality room. $75.00 per person, one or two persons per waverunner, reservations required. a Womenfest Champagne Sail, tickets for sale in the hospitality suite, 6:30 till 8:30, $30 . includes free beer, wine and soft drinks, aboard the Sebago Catamaran. Watch the Key West sunset over the water! a Womenfest Casino Night Enjoy the evening on the water, watch sunset, gamble, lavish buffet provided and music for women's only casino cruise. $25.00 Tickets available in the hospitality suite. Boat boards at 6:30 p.m. and returns at 11 :30. a Lesbian Film Festival, Cinema Shores, 9 p.m. $4 admission, pizza available,Jree popcorn, cocktail service, raffle, enjoy a m.m under the stars, the Southernmost outdoor movie theater. A unique Key West experience. a Sunset Strip, back by popular demand, watch the Key West sunset and enjoy watching the lovely Key West Kuties strip! Free beer and wine, 6:30 till 8:30, $29.00, tickets for .sale.in the l!...ospitality r?om at Atlanti~. Sbore~ Resor!. -- .- -- -- -- - - .=_ _~ - - _ _.. - - ~ - FRIDA Y-Sept~8tli~~- -.c;-- . - - - - .-- - a -Hospitality suite opens 10 a.m. to 6 p.m., Atlantic Shores Resort, registration and check in. Pro~am and schedules available. a Womenfest Snorkel Trips available, Venus charters and Captain Karen, $45.00 includes all gear, soda and water, reservations and tickets in the hospitality room a. Sebago Catamarans snorkel trips to the reef, all female crew and captain. Snorkel gear provided: Free soda, water, and beer. $35-:00 - -0. Womenfest Waverunner Tour,=l p.m. Tour.the.islan(fon a waverunner with a guide and other women. Reservations at the hospitality room. $75.00 per person, one or two persons per waverunner, reservations required. a Girlie Girl Olympics, 2 p.m. come join in the fun, 2 women teams cOfI?-pete in the two armed hand cuffed swim, the "straight" relay, the pass the fruit relay, lots of laughs and the winning te'!JIl gets $100, lunch for two, two free T-shirts o Sunset Strip, back by popular demand, watch the Key West suns~t and enjoy watch!rig' the lovely Key West Kuties strip! Free beer and wine, 6:30 till 8:30, $29.00, tickets for sale in the hospitality room at Atlaritic Shores Resort. o . W omenfest Champagne Sail, on the Sebago Catamaran, tickets for sale in the hospitality suite, 6:30 till 8:30, $30 includes free beer, wine and soft drinks SATURDAY Sept. 9th o Hospitality suite opens 10 a.ID. to 6 p.m., Atlantic Shores Resort, registration and check in. Program and schedules available. o Womenfest Snorkel Trips available, Venus Charters and Captain Karen, $45.00 includes snorkel gear, soda and water, and Sebago Catamarans, all female Captain and crew, free wine and beer, $35.00, book in hospitality room at Atlantic Shores Resort or on the internet site www.womenfest.net o Women fest Waverunner Tour, 1 p.m. Tour the island on a waverunner with_a. guide and other w.omen. Reservations at the hospitality room. $75.00 per person, one or two persons per waverunner, reservations required. o 10th Annual Womenfest Wet T-shirt Contest, 2 p.m. Atlantic Shores Resort, $500 cash prize, Rude Girl, Molly Blue and Audrey MC one of the most popular events! - - . - .- - ~-~~:-~.ii~h oirt.-Lood" Coniedy-s1fow,-tw~ sh~~-1~~rand2:;.30'; star.ring Sh~IlliOn -~-- - .~ tai:r;-opeiiing seating ava~lable.i~ the~an.diban~o!>m.'at the Wyndain HoteE -- -=-- ~. '.~ Tickets a~ailable .in the hospitality suite- at Atlantic- Shores or order on the internet ". by sel~ting event tickets in the menu. SUNDAY Sept. 10th " 0 Sunday Worship Services, 9:30 and 11 a.m.- at Metropolitan Community Church, Petronia St. o Womenfest Waverunner Tour, 1 p.m.-Tour the island-on a waverunner with a guide and other"women. ReseFVations at the hospitality room. $75.00 per person, one or two- - persons-"per waverunner, reservations requir-ed. -: ..: o WOMENFEST HOT BUNS CONTEST, 2 P.M. Atlantic Shores Resort, 1st place wins $500, sponsored by Gayborhood.com o Womenfest "Tea by the Sea" 7 till II p.m. DaI)ce the night away, outside under the stars; cool cocktails, fireworks, a Sunday evening Key West tI]idition! No cover. MONDAY Sept. 11th Q Womenfest "Fond Farewells" Breakfast and Good-byes at Diner Shores, See you at W omenfest 2001 ! _ _ _ 4 - - - - - - - -.. - - --~- -- ... .- -- - _ -"- :4~- - -- =-- - -.- .:- ____'4__ -: -: