Item E04
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JULY 19.2006
Division:
TDC
Bulk Item: Yes ~ No
Department:
Staff Contact Person: Maxine Pacini
AGENDA ITEM WORDING:
Approval of an Agreement with the Florida Keys Council of the Arts to act as a county wide Cultural
Umbrella to make recommendations to the Monroe County Tourist Development Council and County
concerning funding for tourism related cultural activities.
ITEM BACKGROUND:
TDC to approve same at their meeting of July 11, 2006
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
New Contract
ST AFF RECOMMENDATIONS:
Approval
TOT AL COST: $670.800
BUDGETED: Yes --X.- No
COST TO COUNTY: $670.800
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes -1L No
AMOUNT PER MONTH_ Year
APPROVED BY: County Atty ~ OMB/Purchasing -L
Risk Management ~
DIVISION DIRECTOR APPROVAL:
(Lynda Stuart)
DOCUMENTATION:
Included X
Nor Required~
DISPOSITION:
AGENDA ITEM #
Revised 2/05
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Florida Keys Council of the Contract # -
arts Effective Date: 1011/06
Expiration Date:
Contract Purpose/Description:
Approval of an Agreement with the Florida Kevs Council of the Arts to act as a county
wide Cultural Umbrella to make recommendations to the Monroe Countv Tourist
Development Council and Countv concerninf! fundinQ for tourism related cultural
activities.
Contract Manager: Maxine Pacini 3523 TDC # 3
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 7/19/06 Agenda Deadline 7/5/06
CONTRACT COSTS
Total Dollar VaIue of Contract: $ 670,800
Budgeted? Yes[ZJ No D Account Codes:
Grant: $
County Match: $
Current Year Portion: $
See Attached
- -
-~--~
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Division Director
Changes
Needed ,
YesD NoLJ
YesD NoGY
"" \~ YesD NoD
\
s/6fo'b YesD No~r/
Date Out
Risk Management
County Attorney
S.Grimslev
()6
ty
O.M.B./Purchasing
Comments:
OMB Form Revised 2/27/0 I Mep #2
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CULTURAL UMBRELLA AGREEMENT
THIS AGREEMENT is entered into this_day of 2006, by and between
Monroe County, a political subdivision of the state of Florida,("COUNTY") and the
Monroe Council of the Arts Corporation, d/b/a Florida Keys Council of the Arts, a Florida
non-profit corporation ("FKCA").
WITNESSETH:
WHEREAS, COUNTY desires to contract with FKCA so that the FKCA will act as a
county wide Cultural Umbrella to make recommendations to the MONROE COUNTY
TOURIST DEVELOPMENT COUNCIL (TDC) and COUNTY concerning funding for
tourism related cultural activities; and
WHEREAS, FKCA is qualified and able to act as a Cultural Umbrella organization and to
provide these recommendations;
NOW, THEREFORE, the parties agree as follows:
1. Term: The term of this agreement is for a three year period commencing
October 1, 2006 and terminating September 30, 2009. Upon the recommendation of the
Tourist Development Council, the COUNTY may exercise an option for an additional two
(2) years upon giving written notice to the FKCA no less than sixty (60) days prior to
September 30, 2009. Monroe County's performance and obligation to pay under this
agreement, is contingent upon an annual appropriation by the COUNTY.
2. Scope of Services: The FKCA will provide the following services:
a) FKCA shall administer TDC pOlicies and procedures which will distribute
on an equitable district-wide percentage basis those monies
recommended for all TDC qualified cultural events. FKCA will accept
applications for the events on an annual basis.
b) FKCA shall advertise the availability of the Cultural Umbrella program
through which event coordinators may apply for promotional funding. The
advertisement shall be placed at a minimum, in a newspaper of general
circulation, in each of the three primary areas of the County, to wit: Lower
Keys, Middle Keys and Upper Keys. The advertisement shall give notice
of the availability of funding, the restriction of such funding to promotional
expenditures and any other information which FKCA deems necessary to
conduct the cultural umbrella program. FKCA may place the
advertisements and be reimbursed pursuant to paragraph 3 or may
request TDC to place the advertisements and pay the newspapers
directly.
c) FKCA shall conduct at least three (3) workshops each year. one per area
of the Florida Keys (Lower Keys, Middle Keys, Upper Keys), within two
weeks after the release of the request for application, to explain the
application process to all potentia! applicants.
d) All meetings related to the administration of the Cultural Umbrella shall be
open to the public and properly noticed, in conformity with the same rules
as required for all governmental meetings under FS. 286.011.
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
e) The TDC administrative office shall receive a copy of the agenda of any
Cultural Umbrella meetings/workshops at least seven (7) days prior to the
scheduled meeting/workshop.
f) FKCA shall recommend funding for events in each district proportionate
to the total revenues generated by each district. If funding available
under this plan to any district is not allocated for specific events, the
monies remaining shall be allocated to the county-wide Cultural Umbrella
advertising campaign,
g) The recommendations of the Cultural Umbrella Committee shall be
submitted to the TDC for consideration prior to adoption of the TDC
annual budget each year, but FKCA has no final authority to require TDC
to adopt its recommendations. TOC will then make recommendations to
the COUNTY for allocation of funds and contracts with each individual
recipient.
h) FKCA shall make recommendations to the TOC and COUNTY of those
members who shall sit on the Cultural Umbrella Recommendation
Committee. There shalf be five (5) members, one each representing the
five TDC Districts. Recommended appointments will be approved by the
TOC and COUNTY and will be referenced in an Exhibit to the Agreement.
An amended Exhibit shall be provided by COUNTY if changes occur.
i) FKCA shalf provide in writing, or by verbal communication to the TDC
Administrative office Cultural Umbrella funding and event related activities
to be included in the scheduled Monroe County Tourist Development
Council District Advisory Committees meeting packets.
j) FKCA shall not receive any administration compensation, directly or
indirectly, out of the TOC Cultural Umbrella funds.
k) The FKCA shall make recommendations for changes in TOC policies
pertaining to the Cultural Umbrella as it deems appropriate and shalf
submit such recommendations for TOC and County approval.
3. FundinQ:
a. The COUNTY shall allocate from tourist development tax funds, an amount
not to exceed Six Hundred Seventy Thousand Eight Hundred doJlars
($670,800.00) for the agreement year ending September 30,2007. For each
of the remaining years, under the agreement, COUNTY shall allocate from
tourist development tax funds such amounts as are established within the
TOC budget approved by the COUNTY prior to each fiscal year. The budget
for period ending September 30, 2007 is attached hereto as Exhibit Band
incorporated herein. Monroe COUNTY and TDC will fund, through its
Advertising and Public Relations agencies of record, costs of promotion and
advertising of cultural events: (1) directly to vendors upon receipt of properly
approved invoices or (2) reimburse the event coordinator upon receipt of
properly approved paid invoices and evidence of payment, subject to
availability of funds.
b. No salary, bonus, or other compensation will be paid directly or indirectly out
of the County's Cultural Umbrella funds, and no Cultural Umbrella funds shall
be used in the computation of any salary, bonus or other compensation to
any person.
c. Administrative costs, including but not limited to salaries, transportation costs,
and mailing were previously paid by the predecessor contractor and therefore
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
2
pursuant to BOCC Resolution No, 316-2001, shall be borne entirely by the
FKCA.
d, There shall be no action by FKCA which has the effect of reducing in anyway
the amount of TOC and FKCA money used for advertising, promotion or any
programs of either entity,
4. Termination: The agreement may be terminated by either party with or without
cause with 120 days prior written notice.
5, AccountinQ: Records of the FKCA pertaining to this agreement shall be kept
pursuant to generally recognized accounting principals, acceptable to Monroe County,
and shall be available to the COUNTY or to an authorized representative for audit, or for
records made available pursuant to Chapter 119, Florida Statutes.
6. Modification: Additions to, modification to or deletions from the provisions set
forth in this agreement shaH be effective only in writing and approved by the partiies.
7. Indemnification and Hold Harmless: The FKCA agrees to indemnify and hold
Monroe County and the Monroe County Tourist Development Council harmless for any
and all claims, liability, losses and causes of action which may arise out of its fulfillment
of the agreement. It agrees to pay all claims and losses, including related court costs
and reasonable attorneys fees, and shall defend all suits filed due to the negligent acts,
errors or omissions of the FKCA employees and/or agents.
8. Taxes: The COUNTY and TDC are exempt from Federal Excise and State
Florida Sales Tax.
9. Finance CharQes: The COUNTY and TOC will not be responsible for any finance
charges.
10. Relationship: It is the intent of the parties hereto that the FKCA shall be legally
considered as an independent contractor and that neither it nor its employees or agents
shall, under any circumstance, be considered servants or agents of the COUNTY and
TOC. COUNTY and TOG shall at no time be legally responsible for any negligence
on the part of the Event Sponsor, its employees or agents, resulting in either
bodily or personal injury or property damage to any individual, firm, or
corporation.
11. Disclosure: The FKCA shall be required to list any or all potential conflicts of
interest, as defined by Florida Statute 112 and Monroe County Ethics Ordinance. The
FKCA shall disclose all actual or proposed conflicts of interest, financial or otherwise,
direct or indirect, involving any client's interest which may conflict with the interests of
the COUNTY and TDC.
12. Assiqnment: the FKCA 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 contract to any person, company or corporation without prior
written consent of the COUNTY and TOC.
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
3
13, Compliance With Laws - Non Discrimination: FKCA shall comply with all
international, 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, sexual orientation, age, or national origin in the performance of work under
this agreement. This agreement shall be subject to all international, federal, state, and
local laws and ordinances.
14. Force Majeure: Neither COUNTY nor FKCA shall be liable for delay in
performance or failure to perform, in whole or in part, the services due to the occurrence
of any contingency beyond its control or the control of any of its subcontractors or
suppliers, including labor dispute, strike, labor shortage, war or act of war whether an
actual declaration thereof if made or not, insurrection, sabotage, riot or civil commotion,
act of public enemy, epidemic, quarantine restriction, accident, fire, explosion, storm,
flood, drought, or other act of God, act of any governmental authority, jurisdictional
action, or insufficient supply of fuel, electricity, or materials or supplies, or technical
failure where the FKCA has exercised reasonable care in the prevention thereof, and
any such delay or failure shall not constitute a breach of this agreement.
15. Governinq LawNenue: This agreement shall be governed and construed by and
in accordance with the laws of the State of Florida and constitutes the entire agreement
between the COUNTY and FKCA. Venue of any court action filed relative to this
agreement shall lie in Monroe County, Florida.
16. Antisolicitation: The FKCA warrants that no person has been employed or
retained to solicit or secure this contract upon an agreement or understanding for a
commission, percentage, brokerage, or contingent fee and that no member of the
Monroe County government or the TDC has any interest, financially or othervvise in the
FKCA or its subcontractors.
17. Severabilitv: If any prOVIsion of the agreement shall be held by a Court of
competent jurisdiction to be invalid or unenforceable, the remainder of this agreement, or
the application of such provision other than those as to which it is invalid or
unenforceable, shall not be affected thereby; and each provision of the agreement shall
be valid and enforceable to the fullest extent permitted by law.
18. Notice: Any notice required or permitted under this agreement shall be in writing
and hand-delivered or mailed, postage prepaid by certified mail, return receipt
requested, to the other party as follows:
TO: COUNTY: AND
Monroe County AdministratorDirector,
5100 College Road
Key West, FL 33040
TDC:
Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
TO: FKCA:
Florida Keys Council of the Arts
1100 Simonton Street, Suite 2-263
Key West, FL 33040
eultural Umbrella Agreement 2006
Monroe Council of the Arts
4
COUNTY, through TOC, shall give notice to FKCA of any meetings at which there is an
agenda item pertaining to Cultural Umbrella.
19. Ethics Clause: The FKCA 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.
20. Public Entitv Crime Statement: A person or affiliate who has been placed on the
convicted vendor list following a conviction for public entity crime may not submit a
response on a contract to provide any goods or services to a public entity, may not
submit a response/bid on a contract with a public entity for the construction or repair of
a public building or public work, may not submit responses/bids on feases 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.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Mayor/Chairman
Deputy Clerk
(CORPORATE SEAL)
Attest
Florida Keys Council of the Arts
By.
Secretary
8Y~~
President
Print Name
Mo V\ l co. i-l- ().. ~ i::k:. tl
Print Name
OR
( 1 ) Witness
Print Name
MONROE COUNTY ATTORNEY
APPROVE AS TO FORM:
..
(2) Witness
Print Name
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
5
EXHIBIT A
RECOMMENDATION COMMITTEE
The Recommendation Committee of the FKCA Cultural Umbrella is comprised of five (5)
members, with one member representing each of the five TDC Districts throughout the
Monroe County. The members shall be appointed by the FKCA and confirmed by the
TDC and COUNTY.
As of the commencement of the agreement effective October 1, 2006, the members
shall be:
District I
Ms. Shirlev Freeman
District II
Ms. Sherry Phillips
District III
Ms. Marianne Motches
District IV
Mr. Chris Sante
District V
Mr. Bob Sandifer
The term of a Recommendation Committee member shalt be for one (1) year terminating
September 30th of each year of the agreement. New appointees, re-appointees and
replacement members shall be confirmed by the FKCA, TDC and COUNTY.
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
6
EXHIBIT B
FY 2007 BUDGET
Umbrefla Total 670,800
Minimum of 30% advertising 201,240
DACI
DAC II
DAC III
DACIV
DACV
53%
6%
14%
13%
14%
248,867
28,174
65,738
61,043
65,738
Cultural Umbrella Agreement 2006
Monroe Council of the Arts
..,
I