Item D7
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: FEBRUARY 16.2005
Division:
TDC
Bulk Item: Yes -1L- No
Department:
AGENDA ITEM WORDING:
Approval of revisions to Section IV of the Monroe County Tourist Development
Council Operations Manual relating to the Overview and Instructions for Destination
and TurnKey events.
ITEM BACKGROUND:
TOG approved same at their meeting of January 18, 2005.
PREVIOUS REVELANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
BUDGETED: Yes X No
COST TO COUNTY:
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes -L No
Year
APPROVED BY: County Atty ~
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 2/27/01
DATE:
January 10, 2005
TO:
Toe Members
/ FROM:
RE:
Harold Wheeler, TDC Director
EVENT FUNDING POLICIES
The promotion of special events is a very important part of our overall marketing
program. Events not only draw visitors to our destination, but also gives visitors
who may not have been aware of a certain event, the opportunity to experience
different activities while on vacation and tell others about the experience. This
develops return visits and adds new awareness of things to do for visitors.
These events are evaluated also by the marketing of the awareness and image
of our destination to the potential visitor. Most event funding is for advertising
and public relations only, however, in some cases that involves national or
international marketing, we fund as a turnkey operation.
Because of recent issues concerning the funding procedures of some events, I
feel it is necessary to review and make some recommended changes to the
event policies.
The following are recommended changes in our Operations Manual concerning
the Overview and Instructions for Destination and TurnKey events.
OPTION 1:
OVERVIEW AND INSTRUCTIONS
1) Bid Schedule
(Contact Administrative Office for updated information)
(TDC/DAC Review/Evaluation meeting dates subject to change)
Issue of Request for Bid TBA
Workshop for Event Applicants TBA
Application Deadline TBA
DAC Review/Evaluation of Applications TBA
TDC Review/Evaluation of Applications TBA
BOCC Approval TBA
2) Each successful bidder shall provide Monroe County with a destination or a Turnkev Event.
Definitions of these events are:
a) Destination Events (require agency of record support Advertising and PR Funding
Only):
An event th3t sho'l.'cases the district in such a v:ay th3t it could not be held elsev:here.
For the purposes of this solicitation, a destination event is designed developed and produced to
entertain the public and which promotes tourism in the Florida Keys and Key West by drawing out-of
county tourists into the Keys.
It is an event that is indigenous to that district \Nhich is designed to shov.'c3se and promote that
particular 3rea in a unique fashion. Such an event, mayor may not receive national/or international
media exposure, 'Nhile simil3r to a Turn Key Event does not carry nation31 sponsorship, or bring with
it n3tional and/or internation31 media exposure, but instead, however, the professional agencies of the
Tourist Development Council approve and support all TDC funding for the event, put forth time
and energy on behalf of said event to garner the necessary medi3 exposure to help ensure the
success of said event based on the amount of allocated funds.
The event coordinator, for purposes of this RFB and any resultinq contract1 shall be the
production agent or other person or organization primarily responsible for the production of the event,
and the entity soliciting event funding under this process. Funds awarded for this event are utillzed
for hard media and public relations related expenditures through the TDC agencies of record to
promote the event County shall fund advertising and promotional activity at up to 10% in-county with
balance out of county for Destination category only.
County shall fund advertising and promotional activity at up to 10% in county with balance out of
county for Destination category' only. The TDC agencies of record and contacts are:
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Mr. John Underwood
Tinsley Advertising
2660 Brickell Avenue
Miami, Florida 33129
(305-856-6060 )
Mr. Andy Newman
Stuart Newman Associates
2140 South Dixie Highway, Suite 203
Miami, Florida 33133
(305-461-3300
b) TurnKey Events - (national sponsors marketing exposure)
For purposes of this solicitation, a Turn Key event is designed and produced to entertain the public,
and promotes tourism in the Florida Keys and Key West by drawing out-of-county tourists into the
Keys. Said event would be produced or coordinated by an entity (soliciting event funding under this
process) with national advertising or a history of national and/or international media exposure.
The event is an entire package which guarantees national television, radio and newspaper
advertising marketing with direction of said media to be reviewed and approved by the advertising
agency of record. Such an event assures a 'follm4.'ing' of participants or spectators generating heads
in beds. In addition, such event shall be considered an all inclusive event where the promoter has
financial responsibility for every facet of the management and production of said event. For
purposes of this solicitation and all contracts awarded pursuant to same, the event coordinator shall
be the production agent primarily responsible for the production of the event and is the entity with
whom any contract shall be entered. Involvement by the Monroe County Tourist Development
Council agencies of record would only be provided at the request of the Monroe County Tourist
Development Council and/or the District Advisory Committee and not as a requirement by the event
coordinator or any sponsor to ensure the success of said event.
Such an event shall bring as a part of its package sponsorship_of a nationally recognized product,
thereby ensuring promotion on an increased basis.
Payment under a contract for a Turn Key Event will not be be made made until upon the
completion of the event has taken place and upon the airing{s) of national and/or international
television when said promotion has been brou~ht forward within the application as a
component of qualifying as a TurnKev Event and subseQuentlv outlined within the scope of
services within the contract with the BOCC. If an event is canceled for any reason, no payment
shall be forthcoming.
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3) The Monroe County Board of County Commissioners (BOCC) reserves the right to reject any and
all bids, to waive irregularities and informalities in any or all bids, and to re-advertise for bids.
A grant award, if made, will be to the most responsive and most qualified bidder(s) which the BOCe,
upon recommendation by the OAe and TDC, deems to be in the best interest of the County utilizing
the Criteria for Evaluation. The successful bidder(s) shall enter into an Event Contract with the
BOCC. The TDC and County reserve the right to negotiate the terms of any contract resulting from
this RFB. (A sample of the contract(s) may be found on pages 22-33). The BOCC reserves the right
to allocate funds to one or more, or none of the bidders.
4) Only complete sets of bid documents will be issued and shall be used in preparing bid packages.
The County does not assume any responsibility for errors or misinterpretations resulting from the use
of incomplete sets. Complete sets of Bid Documents may be obtained in the manner and at the
location stated in the Notice of Calling for Bids.
5) The preparation cost of a bid response to this RFB is solely that of the bidder. Further, the BDCC
will not assume any responsibility or liability for costs incurred by the selected bidder prior to the
execution of the contract.
6) All information disclosed as part of the RFB process is considered part of the public domain by the
laws of the State of Florida.
7) Any interpretation or correction of, or change to, the RFB shall be made in writing and issued by
the TOC Administrative Office. Addenda shall be mailed or delivered to all who are known to have
received this RFB.
Addenda will be issued no later than ten (10) calendar days prior to the submission date for bids,
except in the case of an addendum postponing the submission date of the bids or withdrawing the
RFB. It is the responsibility of the bidder to contact the Administrative Office of the TDC at telephone
number shown on page 4 of the RFB prior to submitting a bid to ascertain whether or not any
addenda have been issued and to ensure that all such addenda have been received.
Failure on the part of any bidder submitting a bid to receive any such addenda will not relieve such
bidder from obligations under this RFB, any issued addenda, or the bid submitted by such bidder.
8) The Application form, pages 9 - 19, of this package and attachments required by page 20 shall
be fully completed. All forms requiring signatures shall be executed. These documents shall
comprise the bid. Do not include pages 1 through 8 in your submission. The bidder shall submit to
the office stated in the Notice of Calling for Bids two (2) signed originals and twelve (12) copies of the
complete bid in a sealed envelope, marked clearly on the outside: "Sealed Bid for Destination/Turn
Key Event Funding."
By signing of the Non-Collusion and Verification form, the bidder declares nothing of monetary value
has been given, promised or implied to any county official, agent or employee as an inducement to
promote or approve a contract resulting from this RFB.
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The bidder further decfares that no improper personal, political or social activities have been used Of
attempted in an effort no prohibited lobbying, solicitation or other act to influence the outcome of
the competition, discussion or negotiations leading to the award of the contract.
The bid must be signed by the authorized officer of said proposing entity and be complete as outlined.
Failure to sign said bid or submit the application as outlined constitute grounds for non-acceptance of
the bid.
The bidder shall list all actual, proposed or potential conflicts of interest, financial or otherwise, direct
or indirect, involving any client's interest which may conflict with the interests of the SOCC.
The successful bidder(s) shall not assign, transfer, convey, sublet or otherwise dispose of the
contract or of any or all of its right, title or interest therein, without prior written consent of the SOCC.
Failure to affirm the above in the application will result in rejection.
9) The pro forma contract included in this RFS can be adapted to the requirements of a specific
event Final acceptance of the contract shall not occur until the soee and the sponsor event
sponsor have signed the contract
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