Item E11
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: APRIL 19,2001
Division: TDC
Bulk Item: Yes X
No
Department:
AGENDA ITEM WORDING:
Approval of an assignment of agreement and revised Exhibit A between the Holiday Inn and
Sunny Keys Fishing Tournaments, Inc, for the production of the Key Largo Dolphin
Tournament on April 27-29, 2001.
ITEM BACKGROUND:
The contract was originally awarded to the Key Largo Holiday Inn, The Holiday Inn no longer
desires to run the event under their new management and would like to assign the contract
over to Sunny Keys Fishing Tournaments,
PREVIOUS REVELANT BOCC ACTION:
BOCC approved original agreement at their meeting of October 19, 2000.
CONTRACT/AGREEMENT CHANGES:
Assignment of event agreement to another organization,
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $10,000 BUDGETED: Yes X No
COST TO COUNTY: $ 1 O,OOO/TOURIST PAY
OUNT PER MONTH Year
--
sk Managemerltv~<'" '
DIVISION DIRECTOR APPROVAL:
(Haro d Wheeler)
DOCUMENTATION:
Included X
To Follow
Not Required_
AGENDA ITEM #~ II
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
Holiday Inn/Sunny Keys
Fishing Tournaments Inc,
Contract #
Effective Date:
Expiration Date:
October 19,2000
September 30,2001
Contract Purpose/Description:
Approval of an assignment of agreement and revised Exhibit A between the Holiday Inn
and Sunny Keys Fishing Tournaments, Inc, for the production of the Key Largo Dolphin
Tournament on April 27-29, 2001.
Contract Manager: Maxine Pacini
(Name)
3523
(Ext. )
TDC # 3
(Department/Stop #)
for BOCC meeting on
4/19/01
Agenda Deadline: 4/4/01
CONTRACT COSTS
Total Dollar Value of Contract: $ $10,000
Budgeted? Yesl:8l No D Account Codes:
Grant: $
County Match: $
Current Year Portion: $
115-75022-530340-T15F-081 X 530480
-- -
115-75022-530340-T15F-081 X 530410
ADDITIONAL COSTS
Estimated Ongoing Costs: $ _/yr For:
(Not included in dollar value above) (eg. maintenance, utilities,janitorial, salaries, etc,)
CONTRACT REVIEW
Changes Date Out
Date In Needed ~ ~e~~ewer
Division Director 3/7-4'IOIYesDNo[~r ~
~sk Management :3/2-Z/0/ YesD Nocg/Ll, lj(.~r~' ~~~(;N\
~ur~ing ~I YesDNoc;(~~ 0 ~
County Attorney YesD NoD S,Hutton
Comments:
OMB Form Revised 2/27/01 MCP #2
AMENDMENT TO AGREEMENT
THIS ADDENDUM to agreement is made and entered into this _ day of
2001, between the County of Monroe, Holiday Inn and Sunny Keys Fishing
Tournaments,lnc,
WHEREAS, there was a contract entered into on October 19, 2000, between the
County of Monroe and Holiday Inn to provide the production of the Key Largo Holiday
Inn Dolphin Tournament on April 27-29, 2001; and
WHEREAS, Holiday Inn is not able to continue to sponsor the event; and
WHEREAS, it is necessary to amend said agreement to provide for Assignment
of the Holiday Inn agreement to Sunny Keys Fishing Tournaments, Inc,; and
WHEREAS, a budgetary change is required to Exhibit A of original agreement;
NOW THEREFORE, the above parties agree as follows:
1. Holiday Inn assigns to Sunny Keys Fishing Tournaments, Inc. all rights and
obligations of Holiday Inn under the contract dated October 19, 2000.
2. Sunny Keys Fishing Tournaments, Inc. hereby assumes all obligations and
responsibilities of Holiday Inn under the agreement dated October 19, 2000.
3. The County approves and accepts the assignment of said contract to Sunny
Keys Fishing Tournaments, Inc,
4. The revised Exhibit A attached hereto is approved by Sunny Keys Fishing
Tournaments, Inc. and the County of Monroe,
5. All other provisions of the contract dated October 19, 2000 not inconsistent
herewith, 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,
Holiday Inn
Sunny Keys Fishing Tournament, Inc,
President
President
(SEAL)
ATTEST: DANNY L. KOLHAGE
CLERK
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Deputy Clerk
Mayor/Chairman
'1
BUDGET BREAKDOWN
FLORIDA KEYS FISHING TOURNAMENTS, INC.
OCTOBER 1, 2000 TO SEPTEMBER 30, 2001
SUNNY KEYS FISHING TOURNAMENTS, INC.
April 27-29, 2001
Direct Mail & Postage
$ 800
Brochures, Posters,
Programs, Patches
$ 1 ,500
$ 700
$ 300
$ 4,500
$ 2,000
$ 200
$10,000
Trophies
Photo Program
Media Advertising
T-Shirts, Caps, Jackets
*General Non-allocated
EXHIBIT A
MaDlng Address: P.O. E10x 420358 Summerland Key. A. 33042-0358
Shipping Addrees; 29975 Overseas Hwy. Big Pine Key, Fl, 33043
Phone: 305-87~-223J
FBlC 305-872-0604
Elnarl: FishUmblellil@aol,com
Florida Keys Fist
Tournaments, In
.
Fax
To: Ma><ine - TOC
From: Christina Sharpe-Welnhofer
Fax: 305-296-0788
Date: March 20,2001
Phone: 305-296~ 1552
Pases: 1
Re:
Budget Change
cc:
o Urgent
o For Review I:) Please Comment 0 Pie... Reply
D PIe..e Recyc r..
-Comment$:
Florida Keys Fishing Tournaments. Inc. would like the IDC and BOCC to approve the
attached budget change for the Key Largo Holiday Inn Dolphin Tournament. Key Largo
Holiday Day Inn has gone through some changes and Laura Males just took over the event.
Laura's address and phone are enclosed. Iiyou need anything else please give me a call.
Thank you!
21 i) Muhawlt St
JsJ:lJuw-.id.a, 1<1 JJCi7(
JOS 1l':<~-4ji'3
Suriny Keys :Toul11anierits, :Inc.
To: Florida Keys FisblDg T()llll1ante1\~. fnc.
Re: Key Largo Holiday Inn .Fishing Tournament
April 27 ~ 29. 200 [
Attention: Cbri$tina Sharpe
Dear Christi4a:
The Key Largo Holiday Inn T OlltJ18meDt will be operated by Sunny Keys FislW...g Tournarmnts Inc.
from. now OIL It W111 operate in conjunction with the Holiday f1lll but the hotel has no desire to : I.m
. tbe tOUl1lllment SiD.cc 1 have been. running this tournament for the past 7 years and was someth ng
that Gus always loved. we ate dedicating this in his honor.
I am srllI the tournament director along witb GenQ LQpez. Please direct a11 eOITcspondence to 21.0
Mohawk Sf.. I$llUDOrada. FI. 33010. The phone n~ is 305 8524573 or n}y ~llls )05 522 1234.
Anyone WiPlling information on the above mentioned tournament can contact either Laura Malt 11 @
30$ ~22-1234 QT Geno @ 305852-4573.
llltin WQric fol" the Holiday Inn and will continue to do the tournament. As the tnanagr:ment is ., ,I
diftercnt as we discussed - anything OUTStanding from last year I will fullow up on the ~eipl$ : tkr!
this tournament. . ,
Thanking you ill advance for all your holp, I remain.
S~elY.
(!~J~
,:-'
~r:aUill Males
TotUnament Director
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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 Holiday Inn, (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 $10,000.00 (Ten Thousand Dollars) for
promotion and related expenditures, as described in the event budget, attached hereto as
Exhibit A, for production of the Key Largo Holiday Inn Dolphin Tournament on April 27-29,
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 from August 1 through September 30, 2001, invoices
must be submitted within ninety (90) days of the conclusion of the event. .
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.
S, 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, 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 TVVO fo'r a period of 36 months from the date of being
placed on the convicted vendor list. II
its dul
EOF, each party flps caused this Agreement to be executed by
tative, the I qtrf. day of c>~ / . , 2000.
Board of County Commissioners
:!S~~
May /Chairman
(CORPORATE SEAL)
Holiday Inn
Attest:
By.
OR
Secretary
Witness
.'
EXHIBIT A.
BUDGET BREAKDOWN
FLORIDA KEYS F~SHING TOURNAMENTS, INC.
OCTOBER 1, 200n TO SEPTEMBER 30, 2001
KEY LARGO HOLIDAY INN DOLPHIN TOURNAMENT
------------------------------------------------------
APR. 27-29, 2001
DIRECT MAIL & POSTAGE
$
400
BROCHURES, POSTERS,
PROGRAMS, PATCHES
$
$
$
300
500
TROPHIES
PHOTO PROGRAM
300
MEDIA ADVERTISING
T-SHIRTS, CAPS, JACKETS
$ 5,000
$ 3,000
*GENERAL - NON-ALLOCATED
$
500
$10,000
DAY 1
DAY 2
DAY 3
OA'! 4.
DAY 5
FLORIDA KEYS FISHING TOtmNAMENTS, INC.,
TOURNAMENT SCHEDULE OF ~TS
FISCAL YEAR 2000-Z001
Key Largo Holiday Inn Dolphin Tournament
PRINT TOURW\MENr NAME
~
7 : 30 AM LINES!N WMER
-A. .__:.lliL- PM. LINES OUT OF WATER
...2.-: ~ PM EVENING COCKTAIL PARTY
PM OTHER E:VENT
~:30 AM LINES IN ~ER
~:~PM LINES IN ~ER'
PM EVENING COCKTAIL PARTY
EXHIBIT B
--1- : 30 PM OTHER E:VENT
/ First Round Standings Party
---2:~AM LINES IN WA.TER
~:~PM LINES IN WAXER
----2: 00 PM EVENING EVEN'!'
:ai OTHER E:VENT
JU{ LINES IN WATER
--
PM LINES IN.W1U'ER
--
PM EVENING EVENT
--
PM OTHER EVENT
--
AM LINES IN WATER
--
l?M LINES IN WATER
--
PM EVENING EVENT
--
: PM OTHER EVEN'!'
--
6