Item F7
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: NOVEMBER 19,2003 Division: TDC
Bulk Item: Yes ~ No
Department:
AGENDA ITEM WORDING:
Approval of an Amendment to Agreement with Key West Investment Syndicate,
Inc. to revise the name of their event to take place on November 19-21,2003
from APBA Offshore Worlds Billfish Tournament to Offshore Worlds Billfish
Tournament.
ITEM BACKGROUND:
The Florida Keys Fishing Tournament at their meeting of October 1, 2003
moved approval to delete the reference to APBA from the Offshore Worlds
Billfish Tournament.
PREVIOUS REVELANT BOCC ACTION:
BOCC approved original Agreement at their meeting of October 15, 2003.
CONTRACT/AGREEMENT CHANGES:
Event Name Change
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $4350
BUDGETED: Yes ~ No
COST TO COUNTY: $4.350
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X- No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty -K-
(Lynda Stuart)
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM #
ri
/
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Key West Investment
Syndicate, Inc.
Contract #_
Effective Date: 11/1912003
Expiration Date:
Contract Purpose/Description:
Approval of an Amendment to Aqreement with Kev West Investment Syndicate,
Inc. to revise the name of their event to take place on November 19-21, 2003
from APBA Offshore Worlds Billfish Tournament to Offshore Worlds Billfish
Tournament.
Contract Manager: Maxine Pacini
(Name)
3523
(Ext.)
TDC # 3
(Department/Stop #)
for BOCC meeting on
11/19/2003
Agenda Deadline: 11/4/03
CONTRACT COSTS
Total Dollar Value of Contract: $ 4,350 Current Year Portion: $
Budgeted? YesrgJ No D Account Codes:
Grant: $ 115-75022-530340-T45F-474X-530480
County Match: $
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
~:fr Needed . .../-V-L Revi~r
Division Director ~ "0) YesDNo[B" / F r~
Risk Management L{)l2o/{)~ YesO NoW 15!# ~
O.M.B./Purchasing to.j]{JJ3 YesD Noff ,:1 /~ 9..0
County Attorney ~ If'> Y esO No~ ~ S.Hutton
Comments:
Date Out
OMB Form Revised 2/27/01 Mep #2
AMENDMENT TO AGREEMENT
THIS Amendment to Agreement is made and entered into by and between the Board
of County Commissioners of Monroe County, Florida, (hereinafter referred to as the "County")
and Key West Investment Syndicate, Inc. (Hereinafter referred to as "Event Sponsor");
WHEREAS, there was a contract entered into on October 15, 2003, between the
parties, awarding $4,350 effective October 1,2003 to Key West Investment Syndicate, Inc. for
the production of the APBA Offshore Worlds Billfish Tournament on November 19-21; and
WHEREAS, it has become necessary to revise the name of the event in the agreement;
NOW, THEREFORE, in consideration of the mutual covenants contained herein the
parties agree to the amended agreement as follows:
1. Paragraph one of the Agreement shall read "County shall pay a sum not to
exceed $4,350 (Four Thousand, Three Hundred and Fifty Dollars) for promotion and related
expenditures effective October 1, 2003, as described in the event budget, attached hereto as
Exhibit B, for production of the Offshore Worlds Billfish Tournament on November 19-21,
2003.
2. References in Exhibit A; B and Request For Waiver of Insurance Requirements
to APBA Offshore Worlds Billfish Tournament will be changed to Offshore Worlds Billfish
Tournament.
2. The remaining provisions of the contract dated October 15, 2003, 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:
Key West Investment Syndicate, Inc.
By
(SEAL)
Attest: DANNY L. KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Deputy Clerk
By
Mayor/Chairman
MONROE COUNTY ATTORNEY
~..
~ SUZ N E . HUTTON
ASSISTANTJ~}'Jn ATTORNEY
Date___ /0 ?;L!;J _~=
Page 1 of 1
Pacini-Maxine
From: FishUmbrella@aol.com
Sent: Thursday, October 02,20039:55 AM
To: AdminAsst@Fla-Keys.com
Subject: FKFT: Tournament Name Change
Below is the name change for APBA Offshore Worlds Billfish Tournament.
VI. CONSIDERATION/ACTION: TOURNAMENT UPDATE
A. APBA OFFSHORE WORLDS BILLFISH TOURNAMENT - TIM GREENE
1. NAME CHANGE TO CONTRACT {$4,350.00}
MOTION BY TIM GREENE, SECONDED BY FINDLAY SINCLAIR TO APPROVE NAME CHANGE FOR APBA
OFFSHORE WORLDS BILLFISH TOURNAMENT TO OFFSHORE WORLDS BILLFISH TOURNAMENT
DROPPING APBA. UNANIMOUS VOTE.
Thank you,
Christina
FKFT, Inc.
305-872-2233
FishUmbrella@aol.com
10/2/2003
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 "County"),
and Key West Investment Syndicate, Inc. (hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the County 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. County shall pay a sum not to exceed $4,350 (Four Thousand, Three Hundred
and Fifty Dollars) for promotion and related expenditures effective October 1, 2003, as
described in the event budget, attached hereto as Exhibit B, for production of the APBA
Offshore Worlds Billfish Tournament on November 19-21, 2003. 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. The general non-allocated section of an Umbrella event budget
may be utilized for unforeseen permissible expenditures and for those budget lines that may
require additional funds. Monroe County's performance and obligation to pay under this
agreement is contingent upon an annual appropriation by the County.
2. Event Sponsor shall provide promotion and related services as described in the
Sponsor's application for funding, Exhibit A, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the TDC and County. 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, 2004. 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, 2004 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 by the County after September
30, 2004.
APBA Offshore Worlds BII/fish
Fishing Umbrella Funding FY 2004
3. Event Sponsor shall reimburse County for any amount of funds expended by
County 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 County and its agents and
employees access to said records at reasonable times.
6. County 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 TWO for a period of 36 months from the date of being placed on the
convicted vendor list.
10. LOQo: All promotional literature and advertising must display the "The Florida
Keys & Key West, Monroe County Tourist Development Council, Come as You Are",
logo/trade mark adopted by the TDC and County on November, 2000 (as per attached). No
reimbursement or direct payment will be considered unless this logo/trade mark is utilized.
APBA Offshore Worlds BI//fish
Fishing Umbrelfa Funding FY 2004
2
11. Insurance Requirements: Event Sponsor, as a pre-requisite of the Special Event
governed by this agreement, shall obtain, at its own expense, insurance as specified in this
section.
Event Sponsor 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. Event Sponsor shall maintain the
required insurance throughout the entire duration of the Special Event and any extensions
specified in any attached schedules. Failure to comply with this provision may result in the
immediate suspension of the Event until the required insurance has been reinstated or replaced.
Event Sponsor shall provide, to the County, as satisfactory evidence of the required insu rance,
either:
Certificate of Insurance
or
* Certified copy of the actual insurance policy
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.
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 Event Sponsor's insurance shall not be construed as
relieving Event Sponsor 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.
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.
Event Sponsor 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, Event Sponsor shall obtain
General Liability Insurance. Coverage shall be maintained through out 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.
APBA Offshore Worlds Blllfish
Fishing Umbrella Funding FY 2004
*
3
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 than
the contractor's General Liability policy.
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its
duly authorized representative, the day of .2003.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest:
Key w~vestmen
By ~
President
, Inc.
Witness
. -' AS TO FOR~U-'^
'~~~~R8V~ S\jH~\C\f'tk. ' /
,1>" ...I ._ (' ..
D," ...~~ --'rT'::"'"-;-
'-.'.1. _.04..,., '.'1':__: !/;t',J, ,',J,'"
~7~'t' _._hl': -'~7 / r; rJ J
~.. .,~, .
APBA Offshore Worlds BII/fish
Fishing Umbrella Funding FY 2004
4
DAY 1.
DAY 2
DAY 3
DAY 4
EXHIBIT A
FLORIDA KEYS FISHING TOURNAMENTS, INC.,
'" TOURNAMENT SCHEDULE OF EVENTS
FISCAL YEAR 2003-2004
ArBA. O~SHCe.'i:-. Lj\j('\(?.LAJ~ ~U..Lr-;l,S\'\ '\O\J~t-JfH'\\EJ...:rt~
PRINT TOURNAMENT NAME
AM LINES IN WATER
PM LINES OUT OF WATER
WET;'!
5 .;~. .~.
':1- ,- Ct f?A(Z.,-rY
PM EVENING EVENT
PM WEIGH-IN OVER
PM OTHER EVENT
~: 30 AM LINES IN WATER
~:C)O PM LINES OUT WATER
~: 00 PM EVENING EVENT ..-
-1e.: O~ PM WEIGH-IN OVER
'Bt..oClt:- t? A.(C.. \"
PM OTHER EVENT
AM LINES IN WATER
PM LINES OUT WATER
~: 00 PM EVENING EVENT ,.t".,,\j.':, !.~~Z05 :~\,i~~~~)S'\'
PM WEIGH-IN OVER
PM OTHER EVENT
BUDGET BREAKDOWN
FLORIDA KEYS FISHING TOURNAMENTS, INC.
OCTOBER 1, 2003 TO SEPTEMBER 30, 2004
APBA OFFSHORE WORLD BILLFISH
EXHIBIT B
NOV. 19-21, 2003
---------------------------------------------------------
DIRECT MAIL & POSTAGE $
BROCHURES, POSTERS,
PROGRAMS, PATCHES $
TROPHIES $ 1,250.00
PHOTO PROGRAM $
MEDIA ADVERTISING $
T-SHIRTS, CAPS, JACKETS $ 2,500.00
*GENERAL NON-ALLOCATED $ 600.00
$ 4,350.00
*GENERAL NON-ALLOCATED IS NOT TO EXCEED 15% OF THE
TOURNAMENTS TOTAL BUDGET.
*TOURNAMENTS CAN NOT EXCEED MORE THAN 30% OF THE
TOTAL BUDGET IN TROPHY LINE ITEM EXCEPT WHEN
TOURNAMENTS GET SPECIAL APPROVAL FROM FKFT, INC.
THf [LORIDAKfYS &KfYWfST
MONROf COUNTY TOURIST OfYHOPMfNT COUNCIL
Come as you are@
THf [lORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST omLOPMfNT COUNCIl
Come as you are@
TUf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST OfYfLOPMfNT COUNCil
Come as you are@
THf [lORIOA KrYS & KfY WfST
MONROf COUNTY TOURIST OfYHOPMOO COUNCil
Come as you are@
THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST omLOPMfNT COUNCIL
Come as you are@
THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST OffiLOPMfNT COUNCil
Come as you are@
THf [lORIDA KfYS & KfY WfST THf [LOR lOA KfYS & KfY WfST THf [LORIDA KfYS & KfY WfST
MONRO[ COUNTY TOURIST OmLOPM[NT COUNCil MONROf COUNTYTOURISTO[V[lOPM[NT COUNCil MONROf COUNTY TOURIST O[V[LOPMfNT COUNCil
Come as you are@ Come as you are@ Come as you are@
TUf nORIDA KfYS & KfY WfST TUf [LORIOA KfYS & KfY WfST THf [LORIDA KfYS & KfY WfST
MONRO[ COUNTYTOURIST O[V[lOPMfNT COUNCIl MONRO[ COUNTY TOURIST O[VfLOPMfNT COUNGl MONROf COUNTY TOURIST O[VfLOPMfNT COUNCIl
Come as you are@ Come as you are@ Come as you are@
Tl[fLORIDA KfYS & KEY WfST THf [LORIDA KfYS & KfY WfST THE [LORIDA KfYS & KEY WEST
~NRO[ COUNTY TOURIST D[VROPM[NT COUNCil MONRO[ COUNTY TOURIST D[VHOPM[NT COUNCIl MONRO[ COUNTY TOURIST D[VHOPM[NT COUNClt
Come as you are@ Come as you are@ Come as you are@
THf fLORIDA KEYS & KfY WfST THE [LORIDA KEYS & KEY WfST THf [LORIDA KfYS & KfY WEST
MONRO[ COUNTY TOURIST D[VHOPM[NT COUNCIl MONRO[ COUNTY TOURIST O[VHOPM[NT COUNCIl MONRO[ COUNTY TOURIST D[VHOPM[Nl COUNCIl
Come as you are@ Come as you are@ Come as you are@
THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST DfVfLOPMfNT COUNCIL
Come as you are@
T~[ [LORIDA KHS &KHW[ST
MONROf COUNTY TOURIST DfVROPMfNT COUNCIL
Come as you are@
THf [lORIDA KEYS & KEY WfST
MONRO[ COUNTY TOURIST DfVflOPMfNT COUNCil
Come as YOlul are@
T~[ nORIDA KHS & KH W[ST
MONRO[ COUNTY TOURIST D[V[lOPM[NT COUNCil
Come as you are@
MCTG-3125 New Logo Slick L01
1996 Edition
MONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule of Insurance
Requirements, be waived or modified on the following contract.
Contractor: See Event Attachment k~ WP.slr :Ln\lPC;.\-~ ~&-,tt.j l ;'~k..l I CA. ~. )
(fH'8~ ~ W \cls ~ ,'~\S~ '7O~e. ~
Contract for: SeIVices
Address of Contractor: C/O IDC Att: Maxine
Phone: 305-296-1552
Scope of Work: Advertisine & Promotion
" Reason for Waiver: Providine funds to oromote event onlv... . minimal exposure to county
Policies Waiver
Will apply to: See Attached
Signature of Contractor:
Date:
Risk Management:
7~71oJ
County Administrator Appeal:
Approved
Not Approved
Date:
Board of County Commissioners Appeal:
Approved
Not Approved
Meeting Date:
Administration Instruction
#4709.2