Item D02BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: DECEMBER 17, 2008
Bulk Item: Yes X No
Division: TDC
Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval to revise the 2009/10 Cultural Umbrella Event Application used by the Florida Keys Council
of the Arts to make recommendations to the Monroe County Tourist Development Council concerning
funding for tourism related cultural activities.
ITEM BACKGROUND:
TDC to approve same at their meeting of December 9, 2008 Meeting
PREVIOUS RELEVANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
None — this is just a change to the scoring within the application process
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $ BUDGETED: Yes X No
COST TO COUNTY: $ SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty N/A OMB/Purchasing N/A Risk Management N/A
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 11/06
AGENDA ITEM #
Page 1 of 1
Pacini-Maxine
From: Florida Keys Council of the Arts [info@keysarts.com]
Sent: Saturday, October 18, 2008 3:10 PM
To: Maxine Pacini/TDC
Cc: director@keysarts.com
Subject: 2009/10 Cultural Umbrella Application Revisions
Attachments: FY 2010 Cultural Umbrella Application.doc
At its October 2, 2008 meeting, the Cultural Umbrella Committee voted to revise the scoring in
Section II, Part A of the 2009/10 application. The changes are indicated in red on Page 3 of the
revised application attached. Please submit the revised application for placement on the next TDC
and BOCC meeting agendas for approval. Thank you for your assistance.
Elizabeth Young, Executive Director
Florida Keys Council of the Arts
1100 Simonton Street
Key West, FL 33040
305-295-4369 phone
305-295-4372 fax
info@k_eysarts.com
www.keysarts.com
10/20/2008
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
APPLICATION FOR CULTURAL UMBRELLA EVENT FUNDING
October 1, 2009 through September 30, 2010
Please number pages. The page numbers and page breaks should be the same as this
application. Pages may be inserted as needed. Number inserted pages the same as the page
before plus sub -numbers. Example: 2.1, 2.2, 2.3, etc.
SCORING SYSTEM
Scoring will be considered under the following criteria:
For 5-point items
(1) unacceptable (2) below average (3) average (4) above average (5) excellent
For 10-point items
(1-2) unacceptable (3-4) below average (5-6) average (7-8) above average (9 - 10) excellent
Upon evaluation of the application, the total scores will be tabulated and applications scoring
45 or more will be considered for funding. Events that meet the minimum scoring
requirements will be ranked starting with the highest score. Then committee members will use
their best judgment in determining award recommendations.
NAME OF PROPOSED EVENT:
VENUE (location/city):
DATE(S) OF EVENT:
INDICATE THE DISTRICT(S) FROM WHICH YOU ARE REQUESTING FUNDS and THE DOLLAR
AMOUNT (Maximum request: $25,000)
$ District I (encompasses the city limits of Key West)
S District 11 (from city limits of Key West to the west end of the Seven Mile Bridge)
District III (from the west end of the Seven Mile Bridge to the Long Key Bridge)
S District IV (between the Long Key Bridge and Mile marker 90.939)
District V (from Mile marker 90.940 to the Dade/Monroe County line and any mainland
portions of Monroe County
TOTAL AMOUNT REQUESTED (Total Districts I-V)
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 1
I. EVENT PRODUCER INFORMATION (The event producer is the organization or individual
who is responsible for the event. In some cases, the event producer and the event are the
same, for example: The Key Players. In other cases, they are different, for example: the
Pigeon Key Arts Festival is the event; the Pigeon Key Foundation is the producer.)
A. NAME OF CONTRACTING ORGANIZATION:
(Registered Business name)
FICTITIOUS NAME IF USED:
ADDRESS:
TELEPHONE NUMBER: (Daytime) ( )
FAX NUMBER: ( )
E-MAIL ADDRESS:
YEAR LEGALLY ESTABLISHED
FEDERAL I.D. #/E.I.N. #:
SUMMARIZE HISTORY OF EVENT PRODUCER:
INDICATE FOR PROFIT OR NOT FOR PROFIT STATUS
HAS THIS EVENT BEEN PRODUCED IN THE PAST AND WHEN?
DID THE SAME ORGANIZATION PRODUCE IT?
B. CONTACT PERSON:
(should be familiar with application and authorized to speak for event sponsor)
ADDRESS:
TELEPHONE: ( )
C. ALTERNATE CONTACT PERSON:
ADDRESS:
TELEPHONE: ( )
E-MAIL:
FAX: ( )
FAX: ( )
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 2
D. AUTHORIZED PERSON List name of President and other individual(s) authorized to
execute contracts and otherwise act on behalf of event producer:
Name Title
E. STAFF List staff members including volunteers responsible for administering and
organizing this event with evidence of their qualifications and capabilities to accommodate the
demands of the event.
Name
Qualifications and Capabilities
II. HISTORY OF PROPOSED EVENT
A. NUMBER OF YEARS this event has received Cultural Umbrella funds. Check one:
_ Never received CU funds (5 points)
Received CU funds 1 year (4 PGORtS) (5 points)
_ Received CU funds 2 years (3 PGO tS) (3 points)
Received CU funds 3 years (2 points)
Received CU funds 4 or more years (I PGORt) (0 points) 01 2 3 4 5
B. PREVIOUS FUNDING of this event from the Monroe County Tourist Development Council
and by other state or federal agencies during the last five years.
Source of funding Amount Requested Amount Received Year
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 3
III. PROPOSED EVENT INFORMATION
A. MONTH(s) OF EVENT: (Please check the appropriate month. Shoulder and off-season
events will receive higher scoring. If an event takes place over a series of months the scores
will be added to a maximum of 5 points.)
January
2
July 3
February
1
August 5
March
1
September 5
April
1
October 5
May
3
November 4
June
3
December 3
012345
B. Number of days of event per year:
1 -
2 days
1
40 - 59 days
6
3 -
4 days
2
60 - 79 days
7
5 -
9 days
3
80 - 99 days
8
10
-19 days
4
100 - 149 days
9
20
- 39 day
5
150 + days
10
01 2 3 4 5 6 7 8 9 10
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 4
C. NARRATIVE SUMMARY OF EVENT
Outline goals and objectives and describe in detail the proposed event. (What are you going
to do and how are you going to do it?)
012345
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 5
*:/:11=1kr_1
X
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2010
EVENT NAME:
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.
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 2010 Page: 6
E. MARKETING PLAN (PAID ADVERTISEMENTS & UNPAID PROMOTIONAL ACTIVITIES)
The marketing plan must be approved in advance by the advertising and public relations
agencies of record. See cover letter for contact information. Attach approval letters at end of
application.
Include all aspects of the proposed event with estimated number of persons to be reached
through the different media. Provide source of information for estimated numbers. Specifically
state how you plan to spend the Cultural Umbrella funds requested and summarized in
Exhibit B.
012345
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 7
IV. QUALITY OF PROPOSED EVENT
A. NARRATIVE Discuss the overall excellence of the event. Discuss the artistic excellence,
the tourist appeal, and the extent to which the event is unique to Monroe County or the district.
How does it promote and showcase the destination's cultural, historic, and/or environmental
resources?
['Zi'4&X,WWWAI- ISK
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 8
B. ATTENDANCE Number of people anticipated to attend the event, the number attending
this current year, and actual past attendance:
Vendors/Participants Attendance
Anticipated Current Actual Anticipated Current Actual
2010 1 2009 1 2008 2010 1 2009 1 2008
Monroe County Residents
Out of County, Florida
Out of State
TOTAL
012345678910
C. DETERMINATION OF ATTENDANCE
1. HOW WAS PAST ACTUAL ATTENDANCE DETERMINED?
2. HOW WAS ANTICIPATED ATTENDANCE AT PROPOSED EVENT ESTIMATED?
3. PLAN FOR DETERMINING ACTUAL ATTENDANCE AT PROPOSED EVENT?
Ills 111KNIE, &1
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 9
D. UNPAID MEDIA EXPOSURE OUTSIDE OF MONROE COUNTY
1. Have you received any media exposure outside of Monroe County that was not paid
advertising (i.e. newspaper articles, radio, TV coverage)? If so, submit a detailed history of
state, national and/or international media exposure of events of last year, including estimated
reach and source of information. DO NOT INCLUDE PAID ADVERTISING. DO NOT
INCLUDE MONROE COUNTY MEDIA.
�OB
2. For a new event, submit the anticipated value of the new event to tourism. Include
estimated media vendor circulation of your target market outside of Monroe County. DO NOT
INCLUDE PAID ADVERTISING.
01 2 3 4 5 6 7 8 910
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 10
V. FINANCIAL INFORMATION:
Allowable Expenditures
BOCC 9/20/06
Cultural Events: Definitions and procedures for cultural events can be found in the Monroe
County TDC Operations Manual in Section IV, page 70.
Media Placement & Production Costs: newspaper; magazines, radio; TV; webs ite/internet
advertising only2
Promotional Signs: posters and banners
Promotional Items: T-shirts; hats; jackets; koozie cups. Refer to Sales/Resale statement in
Section II, Page 15.
Direct Mail Promotions: brochures and pamphlets including postage/shipping. This is a direct
mail promotional brochure/pamphlet utilized for pre -event advertising.
Programs: TDC will pay for an event program of listed or schedule of activities and
information on the event, an amount not to exceed 50% of cost, including production and
printing, of program as outlined in contract budget.
Public Relations:
record.
Public relations expenses that are approved by public relations agency of
ADVERTISING THROUGH THE INTERNET- The TDC will pay for Internet advertising on
web sites (banners, buttons, website links), and E-mail blasts. Internet advertising links may go
to the event website. Logo is required on banners and E-blasts. No payment will be made for
development or operation (hosting) of website. Bocc 5/16/06
SALE/RESALE OF TDC FUNDED ITEMS: Items funded, including creative and resulting
work product, by the BOCC/TDC, in accordance with Florida Public Records Law, are owned
by the BOCC/TDC and as such may not be sold. 09/14/94
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 11
Logo/Acknowledgement Usage Guidelines For Events
Destination/Turn Key/Cultural/Fishing Events
BOCC 12/20/06
Color ads four (4) color processing printing (06/12/91)
Black & white ads shall include the Florida Keys and Key West logo in PMS black. (06/12/91)
Use on all printed material as listed under the Acceptable Event Marketing Expenses list
TV: logo must appear at the conclusion of commercial
Hats/t-shirts/jackets/koozie cups: must carry the "The Florida Keys & Key West" logo
Radio Advertising: No logo is required. All radio announcements must say "Brought to you
by the Monroe County Tourist Development Council'
Trophies: Logos are not required on trophies.
In -County Logo
The below logo that includes the "Monroe County Tourist Development Council" designation is
-le to be utilized in all approved in -county print newspaper ads,
magazine ads, street banners, posters and other approved
FloriddKe YS
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
&Key W or jpg file), contact Sharon Joseph or John Underwood with
• •. ��� come ds you are Tinsley Advertising at 305-856-6060.
MONKOE COUNTY TOURIST DEVELOPMENT COUNCIL
Out -of -County Logo
The below logo that does NOT include the "Monroe County Tourist Development Council"
designation is to be utilized in all other efforts including any
ne approved out -of -county print newspaper ads, magazine ads,
Fl• television commercials, internet advertising (banners,
orid Kel 7Q buttons, e-mail blasts), direct mail promotions (brochures
and pamphlets) and any approved promotional items
&Ke
eSt including programs, T-shirts, hats, jackets, trophies and
koozie cups. Radio commercials should include "Brought to
come ds you dre you by The Monroe County Tourist Development Council".
To seek approval, clarification and/or logo in electronic
format (eps or jpg file), contact Sharon Joseph or John Underwood at Tinsley Advertising at
305-856-6060.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 12
A. EVENT PRODUCER'S FINANCIAL STATEMENT Insert producer's total budget and
financial statement, compilation, review or audit for the last completed fiscal year. Number as
page 13.1, 13.2, etc.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 13
Q
STATEMENT OF INCOME & EXPENSE
FOR PROPOSED EVENT, CURRENT YEAR, AND LAST COMPLETED YEAR
The treasurer of the producer must sign this statement. The signature must be notarized. The
figures for the last completed year should be actual. The items listed are for example only.
Individual items can be changed or deleted to fit your event's income and expense except
items listed under advertising & promotion.
EVENT NAME:
INCOME
INCOME FROM SALES & ADMISSIONS
PROPOSED
FY 2010
FOOD
$
BEVERAGE
$
BOOTH RENTAL
$
ENTRY /ADMISSION FEES
$
PHOTO CONTEST
$
PROMOTIONAL ITEMS
$
OTHER
$
OTHER INCOME
(DO NOT INCLUDE IN -KIND)
A).CULTURAL UMBRELLA $
SPONSORS/CONTRIBUTIONS $
GRANTS $
OTHER $
B). TOTAL INCOME $
CURRENT ACTUAL
FY 2009 FY 2008
Cultural Umbrella funds for the proposed FY are % of Total Income (A divided by B)
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 14
EXPENSE
PROPOSED CURRENT ACTUAL
FY 2010 FY 2009 FY 2008
OPERATING EXPENSES
* ADVERTISING & PROMOTION
Media Placement/Production
(newspaper, magazines, radio, TV,
website/internet advertising only)
$
$ $
Promotional Signs (Posters/Banners)
$
$ $
Promotional Items (t-shirts, hats,
jackets, koozie cups)
$
$ $
Direct Mail Promotions (brochures,
pamphlets, postage & shipping)
$
$ $
Programs
$
$ $
Public Relations
$
$ $
General non -allocated
$
$ $
SECURITY/CROWD
CONTROL
$
$ $
SET-UP & CLEAN UP
$
$ $
EQUIPMENT RENTAL
$
$ $
INSURANCE
$
$ $
OFFICE EXPENSES
$
$ $
POSTAGE
$
$ $
RENT
$
$ $
DIRECTOR'S FEES
$
$ $
SALARIES
$
$ $
MISCELLANEOUS
$
$ $
OTHER
$
$ $
C). TOTAL EXPENSES
$
$ $
NET PROFIT/LOSS (B minus C)
$
$ $
*Cultural Umbrella funds may be spent only for advertising and promotion.
SWORN AND SUBSCRIBED before me this
My Commission Expires:
Treasurer
day of
Notary Public at Large
State of Florida (SEAL)
120
012345
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 15
C. EXHIBIT B
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
BOCC 9/20/06
Line items listed below must be approved by the appropriate agency of record
FISCAL YEAR 2010
EVENT NAME:
MEDIA PLACEMENT & PRODUCTION COSTS: newspaper, magazines, radio,
TV, website/internet advertising only
PROMOTIONAL SIGNS: posters/banners
PROMOTIONAL ITEMS: t-shirts, hats, jackets, koozie cups
DIRECT MAIL PROMOTIONS: brochures/pamphlets/
postage & shipping
PROGRAMS:
PUBLIC RELATIONS:
*GENERAL NON -ALLOCATED:
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.
THERE WILL BE NO AMENDMENTS TO THIS BUDGET (EXHIBIT B) AFTER BOCC APPROVAL
OF THE AGREEMENT.
IF FUNDED, EXHIBITS A AND B WLL 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 2010 Page: 16
D. CONTRIBUTIONS IN CASH, ANTICIPATED
(Cash and in -kind contributions are important because they show community support.)
1. List a -mails or letters of commitment of anticipated cash contributions, sponsorships,
grants. List each separately.
2. 1p,;er-t Provide a CD containing an e-mail or letter of commitment for each anticipated
cash contribution or sponsorship. (Letters of commitment for anticipated grants are not
necessary). h1urm.-he-F letters s manes 17 1 17 2 17.3, etCr
CONTRIBUTOR, SPONSOR, GRANT
TOTAL $
AMOUNT
Ills 1111KIE, V
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 17
E. CONTRIBUTIONS IN -KIND, ANTICIPATED
1. List all �++tea a -mails or letters of commitment of anticipated in -kind contributions
(including complimentary rooms, functions, services, and volunteer hours at up to $10 an
hour).
2. E-MAILS OR LETTERS OF COMMITMENT
Ind Provide a CD containing an e-mail or letter of commitment for each in -kind
contribution. "',npe.rleft s pages! 7.1, 17.2, 17.3, e#G-.
CONTRIBUTOR
TYPE DOLLAR VALUE
TOTAL $
3. TOTAL CASH AND IN -KIND CONTRIBUTIONS $
012345
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 18
NON -COLLUSION AFFIDAVIT
AND VERIFICATION
I, , of the city of
according to law on my oath, and under penalty of perjury, depose and say that:
1) 1 am the bidder making
project described as follows:
the Proposal for the
2) The prices in this bid have been arrived at independently without collusion, consultation,
communication or agreement for the purpose of restricting competition, as to any matter relating tc
such prices with any other bidder or with any competitor;
3) Unless otherwise required by law, the prices which have been quoted in this bid have
not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior tc
bid opening, directly or indirectly, to any other bidder or to any competitor; and
4) No attempt has been made or will be made by the bidder to induce any other person,
partnership or corporation to submit, or not to submit, a bid for the purpose of restricting competition;
5) The statements contained in this affidavit are true and correct, and made with full
knowledge that Monroe County relies upon the truth of the statements contained in this affidavit in
awarding contracts for said project.
VERIFICATION
I HEREBY CERTIFY that I have read the forgoing application and that the facts stated herein are true
and correct to the best of my knowledge and belief.
President's Name Typed
Sworn to and subscribed before me this
20
President's Signature
day of ,
personally appeared , , and
known to be the persons named in and who executed the foregoing document.
Notary Public - State of
My commission expires
(Printed, typed, or stamped commissioned
Name of notary public)
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 19
SAMPLE FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of County
Commissioners of Monroe County, Florida, a political subdivision of the state of Florida,
("County") and ., a Florida corporation ("Event Sponsor").
WHEREAS, the umbrella organization under contract to the County has recommended
to the Monroe County Tourist Development Council ("TDC"), 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 $
( Dollars) for promotion and related expenditures, as described in the event
budget, attached hereto as Exhibit B, for production of the between
. 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, 200_. 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, 200_, 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, 200_, except that for events with
promotional expenditures incurred between July 1 and September 30, 200_, invoices must be
submitted within ninety (90) days of the conclusion of the event.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 20
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 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 three (3) 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.
11. Logo: 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.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 21
In -County Logo: 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 Lauren Bernat or
John Underwood with Tinsley Advertising at 305-856-6060.
Out of County Logo: 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 orjpg file), contact Lauren Bernat or John Underwood at Tinsley Advertising at 305-856-
6060.
12. Insurance Requirements: Event Sponsor, as a pre -requisite of the Special Event
governed 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 furnished 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 Sponsors 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.
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 22
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 policy is acceptable if the coverage is not more restrictive
than the contractor's General Liability policy.
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its
duly authorized representative, the day of , 200_.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Deputy Clerk
(CORPORATE SEAL)
Attest:
By: Secretary
Print Name
OR TWO WITNESSES
(1)
Board of County Commissioners
of Monroe County
Mayor/Chairman
By: President
Print Name
(2)
Print Name Print Name
Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 23
In -County Logo
Out -of -County Logo
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Monroe County Tourist Development Council Cultural Umbrella Application FY 2010 Page: 24