FY2000 10/13/1999
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Soard of
County Commissioners of Monroe County, Florida, (hereinafter referred to as the "SOCC")
and Key West Literary Seminar, Inc. (hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the SOCC 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. SOCC shall pay a sum not to exceed $20,000.00 (Twenty Thousand Dollars)
for promotion and related expenditures, as described in the event budget, attached hereto
as Exhibit A, for production of The Eighteenth Annual Key West Literary Seminar, The
Memoir on January 9-16, 2000 and Science and Literature Narratives of Discovery on
January 8-14,2001. 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 SOCC.
2. Event Sponsor shall provide promotion and related services as described in
the Sponsor's application for funding, Exhibit S, 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 SOCC. The
agencies of record, shall receive payment of work in progress upon submission of
documented invoices associated with said event.
3. Event Sponsor shall reimburse SOCC for any amount of funds expended by
SOCC 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 Soard 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 SOCC and its
agents and employees access to said records at reasonable times.
6. SOCC may terminate this agreement without cause upon providing written
notice to Event Sponsor no less than sixty(60) days prior to either 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.
September 20, 1999
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. "
Board of County Commissioners
of Monroe County
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Deputy Clerk ./
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Mayor/Chairman
WITNESS:
Key West Literary Seminar, Inc.
By.
By /2 -'17 ~
~:t:~nt
September 20, 1999
EXHIBIT A
v
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
APPROVED
BUDGET BREAKOOWN
FISCAL YEAR 199912000/9.J:o\
EVENT NAME: 18th Annual Key Wat Li.rary Seminar, THE MEMOIR,
January '.16,2000
DIRECT MAIL & POSTAGE $2,000 .
BROCHURES, POSTERS, PROGRAMS,
AD DESIGN, INTERNET $6,500
PUBLIC RELATIONS $
.'
PHOTO PROGRAM $
MEDIA ADVERTISING $10,000
T-SHIRTS, CAPS, JACKETS $
*GENERAl- NON-ALLOCATED $1.500
TOTAL: $20,000
Direct mail and postage will be spent on mailings to in-house liets and to rented
lists and includes the cost of printing and designing materials.
Media advertising is primarily display advertising in national magazines and print
media. Less than 10% of expenditures go to local advertising.
EXHIBIT B
"'-.../
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MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 199912000
!
NAME OF EVENT: 18th Annual Key W..t uterary ~Inar, THE MEMOIR
Please list all scheduled activities in date and time order:
Wrtbtnl' WOrkaho".:
18th Annual Key W..t LhI~ry Seminar
January 9-13. 2000
January 13-16.2000