Item D6
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JANUARY 18, 2001
Division: TDC
Bulk Item: Yes XXX No
Department:
N/A
AGENDA ITEM WORDING:
Approval is requested of an Amendment to Agreement to revise dates of
event for the Key West Jazz & Blues Festival.
ITEM BACKGROUND:
TDC approved Agreement at their meeting of September 6, 2000.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original Agreement at their meeting of October 19, 2000.
BOCC approved FY 2001 budget at their meeting of September 21,2000.
STAFF RECOMMENDATION:
Approval
TOTAL COST: $16,682.00
BUDGETED: YES
COST TO COUNTY: $16,6821TOURIST PAY
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APPROVED BY: County Attorney ~ OMB/Purchasing~ Risk Management'X
DIVISION APPROVAL: ~./
~ Lynda M. Stuart
(Type/print name)
DOCUMENTATION: Included: X To Follow: _Not Required _
Agenda Item #~'D"
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MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract #
Contract with: Bahama Village Business Association Effective Date: 1/18/2001
Contract Purpose/Description: Amendment to Funding Agreement with Bahama Village Business
Association covering Key West Jazz and Blues Festival to revise dates from December 14-16. 2000
to June 7-10, 2001 in an amount not to exceed $16.682.00. FY 2001 Two Penny allocated under the
Cultural Umbrella.
Contract Manager: Maxine Pacini
(Name)
X3523
(Ext)
Tourist Development Council
(Department)
For BOCC meeting on 1/18/2001
Agenda Deadline:1/3/2001
Contract Costs
Total Dollar Values of Contract: $16,682.00
Budgeted? Yes 1- No Account Codes:
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $
(not included in dollar value above)
Current Year Portion: $
115-75011-530340- T15C-364 X-530480
115-75011-530340-T15C-364 X-53041 0
/yr. For:
(e.g. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
DATE IN
CHANGES
NEEDED?
Yes No
REVIEWER
DA TE OUT
Division Director
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(Final reviewer should return cbntract to originator)
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AMENDMENT TO AGREEMENT
THIS ADDENDUM to agreement is made and entered into this
day of 2001, between the County of Monroe and Bahama Village Business
Association.
WHEREAS, there was a contract entered into on October 19, 2000, between the
parties, awarding $16,682.00 to Bahama Village Business Association for the
production of the Key West Jazz and Blues Festival; and
WHEREAS, it has become necessary to revise dates of event;
NOW, THEREFORE, in consideration of the mutual covenants contained herein
the parties agree to the amended agreement as follows:
1. Paragraph 1 of the Agreement shall read "The BOCC agrees to pay up to
($16,682.00) Sixteen Thousand, Six Hundred and Eighty Two Dollars for the production
of the Key West Jazz and Blues Festival on June 7-10,2001."
2. The remaining provisions of the contract dated October 19, 2000, remain
in full force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day and
year first above written.
(SEAL)
Attest:
Bahama Village Business Association
By
(SEAL)
Attest: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Deputy Clerk
By
Mayor/Chairman
BAHAMA VILLAGE BUSINESS ASSOCIATION
PO BOX 6611
KEY WEST FL 33040
TEL: (305) 296-0202
Ms. Maxine Pacini
Administrative Assistant
Monroe County
Tourist Development Council
Re: Key West Jazz and Blues Festival
Dear Madam,
I am humbly requesting a change in date for the above narned festivaL The new date
selected is June ih to 10th 2001. We have carefully selected this date to correspond with
the scoring on the previous approved application.
The reason for the change is :-
There was ajoint contract with the City of Key West, another
community group and the Business Association to stage the annual Goombay Festival.
This group elected to stage two other events in the same month while pretending to be a
part of the Goombay committee. In addition, no infonnation from the previous years
event was available to the 2000 festival committee.
In order to ensure the success of the Goombay Festival all the resources of the events
committee had to be focused on the event that was due first. .'
We feel if we have your support in postponing this event we will be able to bring about a
national event as promised.
Looking forward to a positive reply.
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 Bahama Village Business. Association. (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 $16,682.00 (Sixteen Thousand, Six
Hundred and Eighty Two Dollars) for promotion and related expenditures effective October
1. 2000, as described in the event budget, attached hereto as Exhibit A, for production of
the Key West Jazz and Blues Festival on December 14-16,2000 with alternate dates of
December 28-30, 2000. 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 BGCC.
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 alt 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
Key West Jazz and Blues Festival
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 Coml11issioners 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/herlits 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 COU NTY
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 elJtity 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
Key West Jazz and Blues Festival
Cultural Umbrella Funding FY 2001
IN WITNESS WHEREOF, each Piq t!~s caused this Agreement to be executed by
'zed representative, the lift day of Ocr' ,2000.
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WITNESS:
By.
Key West Jazz and Blues Festival
Cultural Umbrella Funding FY 2001
Board of County Commissioners
of Monroe County
~~~~(<<"-~
Mayorl irman
Village Business Association
By
3
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EXHIBIT A
TOURI~T DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKDOWN
EVENT NAME:
KEY WEST JAZZ AND BLUES FESTIVAL
DIRECT MAIL & POSTAGE
$ 450
BROCHURES, POSTERS, PROGRAMS
$ 2,500
PUBLIC RELATIONS
$ 1,500
PHOTO PROGRAM
$
lVlEDIA ADVERTISING
$ 8,000
T-SIllRTS, CAPS, JACKETS
$ 3,500
*GENERAL - NON-ALLOCATED
$ 732
TOTAL:
$16,682
EXHIBIT B
.'
MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL
CUKLTURALUMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 1999/2000
NAME OF EVENT: KEY WEST JP;ZZ AND BLUES FESTIVAL
Please list all schedule activities in date and time:
Thursday December 14111 Local competition for the two best Jazz and Blues band. 6.00 pm
Friday official welcome and art showing 11,00 am - 11.00 pm
Saturday Uve band performance at the Bahama Village Market Place 6.00 pm
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