Item S1 BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
• Meeting Date: DECEMBER 11,2013 Division: TDC
Bulk Item: Yes X No _ Department:
Staff Contact Person/Phone#: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of a Turnkey Agreement with Greater Marathon Chamber of Comnierce, Inc.
covering the Original Marathon Seafood Festival in March, 2014 in an amount not to exceed
$50,000, DAC Ill, FY,2014 Event Resources.
ITEM BACKGROUND:
TDC approved same at their meeting of October 29, 2013
DAC III approved same at their meeting of October 9,2013
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
New Agreement
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $50,000 BUDGETED: Yes X No
COST TO COUNTY: NO COST SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Y ar
et
APPROVED BY: County Atty X • f 1./Purchasing X Risk Management X
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM# S
Revised 11/06
r
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Greater Marathon Contract# 1299
Chamber of Commerce, Effective Date: 11/1/13
Inc:
Expiration Date: 5/30/2014
Contract Purpose/Description:
Approval of a Turnkey Agreement with Greater Marathon Chamber of
Commerce, Inc. covering Original Marathon Seafood Festival in March 2014 in
an amount not to exceed $50,000, DAC III, FY 2014 Event Resources.
Contract Manager: Maxine Pacini 3523 i TDC#3
(Name) (Ext.) i (nevartment/Stop#)
for BOCC meeting on 1 a i 11 J 13 Agenda Deadline j l 125113
CONTRACT COSTS
Total Dollar Value of Contract: $50,000 Current Year Portion: $
Budgeted?Yes® No ❑ Account Codes : 119-79030-530340-TS49-453-X-530340
Grant: $
County Match: $ - - - -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg.maintenance,utilities,janitorial,salaries,etc.)
CONTRACT REVIEW
Changes Date Out
Dat In Needed / e i wer
Division Director rC �Yes❑No❑ t -r�� d9-1/10
Risk Management LEA Yes❑NOU/
e
O.M.B./Purchasing /04i1/,3 Yes❑No' ( k'j5k 10la5ll3
County Attorney (o�7Z\G Yes❑No[/ IC. Limbert 1d f 231 t3
Comments:
OMB Form Revised 2/27/01 MCP#2
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' Turnkey Event Agreement
THIS Agreement is made and entered into by and between Monroe County, Florida, a
political subdivision of the state of Florida ("County"), and Greater Marathon Chamber of
Commerce, Inc. ("Event Contractor") on this day of , 2013.
WITNESSETH:
In consideration of the mutual covenants contained herein the parties agree as follows:
1. Payment: A Turnkey event shall be considered an all-inclusive event where the
Event Contractor has financial responsibility for every facet of the production, promotion and
management of the event. Payment under a contract for a Turnkey event will be made only
after completion of the event and proof that the scope of services as described below in
paragraph 2 has been completed. If a Turnkey event is delayed or canceled for any reason,
no payment shall be forthcoming, even if the Event Contractor has out-of-pocket expenses
leading up to the actual event. The Tourist Development Council (TDC), therefore, strongly
recommends that the Event Contractor purchase insurance that covers the cancellation or
delay of an event due to "force majeure" or unforeseen circumstances (see paragraph 8).
The County agrees to pay $50,000 (Fifty Thousand Dollars — TDC District III Funding
Allocation effective as of November 1, 2013) for the: Original Marathon Seafood Festival
in March, 2014 from tourist development tax funds upon receipt of documentation from Event
Contractor, on or before the expiration date of agreement in paragraph 3, that they have met
its obligations under this agreement. Said documentation shall also include samples of the
Event Contractor's marketing program as outlined in their application. Documentation
submitted by Event Contractor will be reviewed and verified by the Tourist Development
Council (TDC)Administrative Office, at which time, County shall pay the sum noted above.
Monroe County's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the County.
2. Scope of Services: The Event Contractor agrees to provide the County with an
event as specified in the Scope of Services below(Event):
a). A two day seafood festival
b). Vendors including arts and crafts
c). Boat show exhibits
d). Live Entertainment
e). Attractions and rides for children
f). Completion and proof of paid checks for services as described in Exhibit
B of this Agreement(previously Exhibit C of the funding application)
3. Expiration of Agreement: This agreemerjtt expires on May 30. 2014 and the
County shall not be obligated to pay for any services provided by Event Contractor under this
agreement if documentation as noted above is not received on or before this expiration date.
Original Marathon Seafood Festival
Turnkey Funding FY 2014
ID#: 1299
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4. 'Modification: Any changes to this contract may be made only by written mutual
agreement, recommended by the TDC and approved by the County.
5. Non Occurrence of Event: The Event Contractor shall give written notice to the
Monroe County Tourist Development Council if it is found necessary to cancel an event. The
notice shall contain the reason for the cancellation.
6. . Indemnification and Hold Harmless: The Event Contractor covenants and agrees
to indemnify and hold harmless and defend Monroe County, its officers, employees and agents
including the Tourist Development Council and Visit Florida Keys 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 by Event
Contractor, or other activities and funding associated with this agreement, except those losses
or damages caused by County or its agents.
7. Claims and Venue: Event Contractor agrees to notify County immediately of any
claims suits, or action made against the Event Contractor that is related to the activity under
this agreement, and will cooperate with County in the investigation arising as a result of any
action, suit, or claim related to this agreement. Any legal proceedings arising out of this
agreement shall be in accordance with the laws of the State of Florida in the 16th Judicial
Circuit for Monroe County; venue shall be in Monroe County, Florida.
8. Insurance Requirements: Event Contractor as a pre-requisite of the Special
Event governed by this agreement shall obtain, at its own expense, insurance as specified in
this section. If a Turnkey event is delayed or canceled ',for any reason, no payment shall be
forthcoming, even if the Event Contractor has out-of-pocket expenses leading up to the actual
event. The TDC, therefore, strongly recommends that the Event Contractor purchase
insurance that covers the cancellation or delay of an event due to "force majeure" or
unforeseen circumstances.
Event Contractor shall furnish the County with a certificate evidencing the
insurance required by this paragraph not later than twenty(20) days prior to the event.
Event Contractor must have their insurance agency email the certificates of insurance
directly to Maria Slavik in the Monroe County Risk Management Department. Slavik-
MariaAMonroeCounty-FL.Gov — The email must state that this is a certificate for a TDC
event (state name of event as written within your contract) and should be forwarded to
Maxine Pacini at the TDC administrative office. Your certificate must state that the
Monroe County Board of County Commissioners Is a "Certificate Holder" and that
Monroe County, its employees and officials will be included as "additional insured". If
you or your insurance agency needs to speak with Maria Slavik regarding the insurance
requirements, she can be contact by telephone at1(305) 295-3178, or by email at the
address stated above.
Original Marathon Seafood Festival
Turnkey Funding FY 2014
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It'is the Event Contractor's responsibility to confirm that the insurance has been
received and approved. You can do this by contacting Maxine Pacini at AdminAsste,fla-
keys.com or by calling (305) 296-1552.
' I
Event Contractor will not be permitted to commence work associated with the Event
(including pre-staging of personnel and material) until I satisfactory evidence of the required
insurance has been furnished to the County as specified below. Event Contractor 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 Contractor shall provide, to the County, as satisfactory evidence
of the required insurance, either:
* Original 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 County 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 Contractor's insurance shall not be construed as
relieving Event Contractor from any liability or obligation assumed under this contract or
imposed by law.
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.
Prior to commencement of work governed by this contract, Event Contractor shall
obtain General Liability Insurance. Coverage shall be maintained throughout 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:
* $1,000,000.00 Combined Single Limit(CSL)
If split limits are provided, the minimum limits acceptable shall be:
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$ 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. 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.
A Workers' Compensation insurance is required by Florida Statutes.
9. Permits: The Event Contractor will secure all required permits, licenses and shall
pay all appropriate business taxes.
10. Laws and Regulations: Any and all services, materials and equipment shall
comply fully with all Local, State and Federal laws and regulations.
i
11. Taxes: The County and TDC are exempt from Federal Excise and State of
Florida Sales Tax.
12. Finance Charges: The County and TDC will not be responsible for any finance
charges.
13. Relation of Countv/TDC: It is the intent'of the parties hereto that the Event
Contractor shall be legally considered as an independent contractor and that neither it nor its
employees shall, under any circumstances, be considered servants or agents of the County
and TDC, and the County and TDC shall at no time be legally responsible for any negligence
on the part of said Event Contractor, its employees or agents, resulting in either bodily or
personal injury or property damage to any individual, firm or corporation.
14. Disclosure: The Event Contractor shall be required to list any or all potential
conflicts of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code.
The Event Contractor shall disclose to the County and TDC all actual or proposed conflicts of
interest, financial or otherwise, direct or indirect, involving any client's interest which may
conflict with the interest of the County and TDC.
15. Assignment: The Event Contractor shall not assign, transfer, convey, sublet or
otherwise dispose of this agreement, or of any or all of its right, title or interest therein, or his or
its power to execute such agreement to any person, company or corporation without prior
consent of the TDC and County.
Original Marathon Seafood Festival
Turnkey Funding FY 2014
ID#: 1299
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• 16. Compliance with Laws - Nondiscrimination: The Event Contractor, shall comply
with all federal, state and local laws and ordinances applicable to the work or payment for work
thereof, and shall not discriminate on the grounds of race, color, religion, sex, age, or national
origin in the performance of work under this agreement. j This agreement shall be subject to all
federal, state, and local laws and ordinances.
17. Security Protection: The Event Contractor agrees to provide adequate security
for the event.
18. Ethics Clause: The Event Contractor warrants that it has not employed, retained
or otherwise had act on its behalf, any former County office 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 agreement without liability and may also, at its discretion, deduct from
the agreement 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.
19. Media rights: The TDC shall have the ;right to broadcast, rebroadcast, use,
reproduce or transmit for any purpose whatsoever, radio, television, pictures, sound, film and
tape motion pictures and still photographs paid by the County and TDC under this agreement.
20. Ownership: All advertising and promotion'work performed under the agreement
and paid for by the County and TDC shall be the property of the County and TDC, for whatever
use and/or disposition the County and TDC may deem appropriate.
21. Logo: Marketing promotions that display our logo must use the "The Florida
Keys - Marathon" logo/trademark (as per attached logo sample — Exhibit A). Electronic
format (eps or jpg file) of the appropriate logo may be obtained by contacting Jessica Taylor-
Smith or John Underwood with Tinsley Advertising at 305-856-6060.
22. Severability: If any; provision of this agreement shall be held by a Court of
competent jurisdiction to be invalid or unenforceable, the remaining provisions shall not be
affected thereby; and each provision of this agreement shall be valid and enforceable to the
fullest extent permitted by law.
23. Authority: Each of the signatories for the Event Contractor below certifies and
warrants that: a) The Event Contractor's name in 'the agreement is the full name as
designated in its corporate charter, and b) they are I empowered to act and execute the
agreement for the Event Contractor and c) this agreement has been approved by the Event
Contractor's governing board.
24. Public Entities Crimes: 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
Original Marathon Seafood Festival
Turnkey Funding FY 2014
ID#: 1299
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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.'
25. Governing LawNenue: This agreement shall be governed by and construed in
accordance with the laws of the State of Florida applicable to contracts made and to be
performed entirely in the State. In the event that any cause of action or administrative
proceeding is instituted for the enforcement or interpretation of the agreement, the County and
Event Contractor agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe County, Florida. This agreement shall not be subject to
arbitration.
26. Accounting and Records: Event Contractor shall maintain records pursuant to
generally accepted accounting principles for four (4) years after the event and shall permit
County and its agents and employees access to said re cords at reasonable times.
27. Notice: Any notice required or.permitted under this agreement shall be in writing
and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Grantee: Daniel Samess, Marathon Chamber of Commerce
12222 Overseas Hwy
Marathon, FL 33050
For Grantor: Lynda Stuart
Monroe County Tourist Development Council
1201 White Street, Suite 102'
Key West, FL 33040
And
Cynthia Hall, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
28. Breach and Penalties: The parties agree to full performance of the covenants
contained in this agreement, and the County reserves the right at its discretion, provided such
breach is material, to terminate this agreement for any misfeasance, malfeasance, or
nonperformance of the agreement terms or negligent performance of the agreement terms by
the Event Contractor.
29. Termination of Agreement: County may terminate this agreement without cause
by providing written notice to Event Contractor, through its officer, agent, or representative, no
less than sixty (60) days prior to the event and may terminate for breach upon providing to
Event Contractor, through its officer, agent or representative, notice at least seven (7) days
prior to the effective date of the termination. Notice is deemed received by Event Contractor
when hand delivered, delivered by national courier with proof of delivery, or by U.S. mail upon
verified receipt or upon the date of refusal or non-acceptance of delivery.
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30. Miscellaneous: As used herein, the terms `contract' and `agreement' shall be
read Interchangeably.
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31. Entire Agreement The parties agree that the agreement above constitutes the
entire agreement between the County and Event Contractor.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year
first above written.
(SEAL)
Attest Amy Heavifn, Clerk Board of County Commissioners of Monroe
County
Deputy Clerk Mayor/Chairman
(C R:PORATE SEAL) Greater Marathon Chamber of Commerce,Inc.
AtBY. Bes1)\K---
Secretary Py
1�2r� 3e,vtio C-O00.-eI�
Print Name Print Name
Date:
Date: ( s f t 3
OR TWO WITNESSES(only necessary when President does NOT sign)
(1) (2)
Print Name: Print Name:
Date: Date:
MONROE COUNTY ATTORNEY
APPROVED AS TO FORM:
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7
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EXHIBIT A
Color ads four(4) color processing printing
Black &white ads shall include the appropriate generic or district logo in high resolution
TV: logo must appear at the conclusion of commercial
Radio Advertising: No logo is required. All radio announcements must say "Brought to you
by the Monroe County Tourist Development Council."
Marketing promotions that display our logo must us the `The Florida Keys - Marathon"
logo/trademark. Electronic format (eps or jpg file) of the appropriate logo may be obtained by
contacting Jessica Taylor-Smith or John Underwood with Tinsley Advertising at 305-856-6060.
1
ThclFlorda Keys
id in
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ID#: 1299
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• EXHIBIT B
Marketinq Plan
*Plan is based on utilizing a minimum of$50,000.00 of TDC grant money on the following
publications
TDC funded portion of Plan:
Publication Type of Ads Amount
Islands Magazine Print, Eblasts,Web,social media $ 8,000 (minimum)
Comcast Spotlight TV commercials,web $ 7,000 (minimum)
Miami Herald Print,web $17,000 (minimum)
Sun-Sentinel Print,web $ 6,000 (minimum)
Miami New Times Print,web, social media $ 6,000 (minimum)
Event Promotional Hats Promotional item $ 3,500 (minimum)
Clear Channel Radio $ 1,500 (minimum)
Keysnet.com web $ 500 (minimum)
Reporter flyer insert print $ 500 (minimum)
Total = $50,000 (minimum)
*All TDC funds to be spent only on Out-of-County advertising*
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