Item D1
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: JUNE 18, 2008
Division:
TDC
Bulk Item: Yes ~ No
Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of an Amendment to Agreement with Red Barn Actors' Studio, Inc. covering the Red Barn
Theatre/Live Theatre between October 2007 and September 2008 to revise Exhibit A reflecting
changes to schedule.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original Agreement at their meeting of October 17, 2007
CONTRACT/AGREEMENT CHANGES:
Amendment to revise schedule of events
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:
$22,000
BUDGETED: Yes X No
COST TO COUNTY:
$22,000
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes ~ No AMOUNT PER MONTH_ Year
r:=J::; r{\~-
APPROVED BY: County Arty ~ O~:s6'urchasing ~ Risk Management 'X!
DOCUMENTATION:
Incl uded X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 11106
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
Red Barn Actors' Studio
Contract#_
Effective Date:
Expiration Date:
TDC ID#: 365
10/1/07
12/31/08
Inc.
Contract Purpose/Description:
Approval of an Amendment to Agreement with Red Barn Actors' Studio, Inc. covering
the Red Barn Theatre/Live Theatre between October 2007 and September 2008 to revise
Exhibit A reflecting changes to schedule.
Contract Manager: Maxine Pacini
(Name)
3523
(Ext. )
TDC # 3
(Department/Stop #)
for BOCC meeting on
6/18/08
Agenda Deadline: 6/3/08
CONTRACT COSTS
Total Dollar Value of Contract: $ 22,000
Budgeted? YeslZ] No D Account Codes:
Grant: $
County Match: $
Current Year Portion: $
115-75022-530340- T85C-020-X-530480
115-75022-530340- T85C-020-X-530410
ADDITIONAL COSTS
Estimated Ongoing Costs: $~yr For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Changes
~ In Needed
Division Director ~'()1l YesD No~
.) I
Risk Mana~menk 6 -l;)-Ql YesD N00
fJlL ~ 1.
O.M.B./Pur asmg 5 q -elf:. YesD NotJ
Date Out
County Attorney
s~
C. Hall
Comments:
OMB Form Revised 2/27/01 Mep #2
./
AMENDMENT (1st AMENDMENT) TO AGREEMENT
THIS AMENDMENT to agreement dated the_day of 2008, is entered into by and between
the Board of County Commissioners for Monroe County, Florida, a political subdivision of the state of
Florida ("County"), and Red Barn Actors' Studio, Inc. ("Event Sponsor"),
WHEREAS, there was a contract entered into on October 17, 2007 between the parties, awarding
$22,000 for the production of the Red Barn Theatre/Live Theatre between October 2007 and September
2008; and
and
WHEREAS, it has become necessary to revise Exhibit A to reflect a change in schedule of activities:
NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties agree to
the amended agreement as follows:
1. Exhibit A of the Agreement dated October 17, 2007 shall be revised, and attached hereto,
2. The remaining provisions of the contract dated October 17, 2007 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: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
Deputy Clerk
Mayor/Chairman
(CORPORATE SEAL)
Attest:
By.
Secretary
Print Name
Print Name
OR TWO WITNESSES
(1)
(1)
Print Name
(2)
(2)
Print Name
. \nlCndllll'nt'i I
Red Barn I hcatre
('nntract :1: .165
MONROE COUN Ii AITORNEY
~P~1TJf!!!-_
\JYNTHIA L, LL
ASSISTANT COUNTY ATTORNEY
f1ate ~- - '1 _ OGl
_____~_____ ,T ...,,__,_Q.
REVISED EXHIBIT A
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2008
EVENT NAME:
RED BARN THEATRE 07-08 SEASON
,
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
NOV 28 - DEC 1 07
LAUGHING MATTERS
DEC 18 - JAN 26 08
FEB 5- MARCH 8 08
#1 BARK!
#2 SHEL SHOCKED
MARCH 18-APRIL 12 08
#3 SYLVIA
APRIL 22- MAY 3 08
#4 MAVIS AND THE THREE BEARS
MARCH 23.24.30,31. APRIL 6.7,27.28
MAY 31. WEEKENDS IN JUNE
#5 VAGINA MONOLOGUES series
MAY 13-END OF MAY 08
#6 ROMPERS
FEB 12 08
JACQUES BREL REPRISED
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida, a
political subdivision of the {tate of Flort ("County"), and Red Barn Actors' Studio, Inc.
("Event Sponsor") on this J)~day of 11-00 . ...,--. , 2007.
WHEREAS, the umbrella organization under contract to the County has recommended to the
Monroe County Tourist Development Council ("TOG"), which has endorsed the recommendation, that
certain monies be allocated for promotion of an event by Event Sponsor;
NOW THEREFORE, in consideration of the mutual promises contained herein, the parties
agree as follows:
1 . Amount: County shall pay a sum not to exceed $22,000 (Twenty Two Thousand
Dollars) effective October 1, 2007 for promotion and related expenditures, as described in the event
budget, attached hereto as Exhibit 8, for production of the Red Barn Theatre/Live Theatre between
October 2007 and September 2008. 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 using 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. Duties of Event Sponsor: 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.
3. Invoicing: The contracted agencies of record shall receive payment of work in
progress upon submission of documented invoices associated with the event. Event sponsor fully
understands that funding is obtained from tourist development taxes for which the fiscal year ends
September 30, 2008. 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, 2008, 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, 2008, except that for events with
Red Barn
Cultural Umbrella Funding FY 2008
Contract 10#: 365
promotional expenditures incurred between July 1 and September 30, 2008, invoices must be
submitted within ninety (90) days of the conclusion of the event.
4. Reimbursement to County: 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.
5. Indemnification: 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 the 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.
6. Records: Event Sponsor 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 records at reasonable times.
7. Termination: County may terminate this agreement without cause by providing written
notice to Event Sponsor, 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 Sponsor, 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 Sponsor 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.
8. Conflicts: 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.
9. Non-Collusion: By signing below, 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 of 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.
10. 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 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.
Red Barn
Cultural Umbrella Funding FY 2008
Contract 10#: 365
2
11. Loao: All promotional literature and display advertising with the exception of
generic advertising must display the "Florida Keys & Key West Come As You Are" logo/trade mark
(as per attached logo sample). This logo/trade mark was adopted by the TDC and County in
December 2006.
In-Countv Loao: The logo that includes the "Monroe County Tourist Development Council"
designation is to be utilized in all approved in-county print newspaper ads, magazine ads, street
banners, posters and other approved signage efforts. Radio commercials should include "Brought to
you by The Monroe County Tourist Development Council". To seek approval, clarification and/or logo
in electronic format (eps or jpg file), contact John Underwood with Tinsley Advertising at 305-856-
6060.
Out of Countv Loao: The out of county logo does NOT include the "Monroe County Tourist
Development Council" designation and is to be utilized in all other efforts including any approved out-
of-county print newspaper ads, magazine ads, television commercials, internet advertising (banners,
buttons, e-mail blasts), direct mail promotions (brochures and pamphlets) and any approved
promotional items including programs, T-shirts, hats, jackets, trophies and koozie cups. Radio
commercials should include "Brought to you by The Monroe County Tourist Development Council". To
seek approval, clarification and/or logo in electronic format (eps o~pg file), contact Emerson Fales or
John Underwood at Tinsley Advertising at 305-856-6060.
12. Insurance Reauirements: Event Sponsor, as a pre-requisite of the Special Event
govemed 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
fumished 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 insurance, 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.
Red Barn
Cultural Umbrella Funding FY 2008
Contract 10#: 365
3
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.
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 poi icy 'is acceptable if the coverage is not more restrictive than the
contractor's General liability policy.
(SEAL)
Atte . Danny L Kolhage, Clerk
Board of County Commissioners
of Monroe County
n,".. ' r~
/ 41Z1'~/J(J ~ ~
Mayor/Chairman
(CORPORATE SEAL)
Attest:
Red Barn Actors' Studio, Inc.
By.
Secretary
By
Print Name
OR TWO WITNESSES
(1 )
Date:
(2)
Print Name
Print Name
Date:
Date:
Red Barn
Cultural Umbrella Funding FY 2008
Contract 10#: 365
MONROE COUNTY ATTORNEY
APPRO 0 AS TO FORM:
/ f
4
In-County Loao
The
floridd Keys
-.-
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Out-of-County Loao
The
floridd Keys
Red Barn
Cultural Umbrella Funding FY 2008
Contract 10#: 365
. .
-.-
5
EXHIBIT A
D.
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2008
EVENT NAME: 2007 - 2008 Season
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
Nov 26 - Dec 2 '07
Dec 18 - Jan 26 '08
Preseason Show
Show #1
Feb 5 - March 8 '08
March 18 - Aoril 5
Aoril 1 - May 3 '08
Feb3.4. 10.11.17.18.24.25
Show #2
Show #3
Show #4
Show #5 (Sundayl Monday series)
May 13 - June 4
Show # 6
* Show selection is royalty oending
June - October
Classes. Comedy WOrkShODS. Cabarets
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2008
,
j
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT BUDGET
BUDGET BREAKDOWN
line items listed below must be approved by the appropriate agency of record
FISCAL YEAR 2008
EVENT NAME:
Red Barn Theatre
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, radio, magazines,
TV, websltelinternet advertising only $ 17,000.00
PROMOTIONAL SIGNS: posterslbanners
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozle cups
DIRECT MAIL PROMOTIONS: brochures/pamphlets/
postage & shipping
$ 4,000.00
PROGRAMS:
PUBLIC RELATIONS
"GENERAL NON-ALLOCATED
$ 1,000.00
$ 22,000.00
TOTAL:
"GENERAL NON ALLOCATED MAY NOT EXCEED 15% OF THE ABOVE BUDGET.
AND CAN ONLY BE UTILIZED FOR ACCEPTABLE TDC ITEMS.
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THE BUDGETED LINE ITEMS
NOTED ABOVE.
EXHIBIT B
, ,
1996 Edition
~10NROE COUNTY, FLORIDA
Request For \Vaiver
of
Insurance Requirements
It is rc'qUc'stt:d that the insurance requirements, as specified in the County's Schedule of Insurance
Requirements, be \.,aived or modified on the following contract.
~ame of Entity:
Name of Event:
Contract for: Services
Address of Contractor:
c/o TDC Att: Maxine
Phone: 305-296-1552
Scope of Work: Advertising and Promotion
Reason for Waiver: Providing funds to promote event only. ... Minimal exposure to
county
Policies Waiver will
apply to: ';'., !h:, _ J~O' ';A1
Signature of Contractor:
==v=---------------------
Approyed, '., t. Not Approved
'I I \ I! ~'.,
Risk Management: \) I '\ \.~"~',, . ' -.... ,J ' . I
.,
/I/(~UV-
Date:
.-~..
County Administrator Appeal:
Approved
Not Approved
Date:
Board of Count)' Commissioners Appeal:
Approved
Not Approved
~lccting Date:
Administration Instruction
#4709.2