Item E1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: FEBRUARY 21, 2007
Bulk Item: Yes X No
Division: TDC
Department:
Staff Contact Person/Phone #: Maxine Pacini
296-1552
AGENDA ITEM WORDING:
Approval of an Amendment to Agreement with MetroMedia Marketing, Inc. to revise dates the
production of Ladies Let's Go Fishing! Islamorada.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original agreement at their meeting of October 18, 2006.
CONTRACT/AGREEMENT CHANGES:
Amendment to revise dates of event
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $2,000 BUDGETED: Yes X No
COST TO COUNTY: $2,000 SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty X OMB/Purchasing X Risk Management X
DOCUMENTATION:
DISPOSITION:
Revised 11 /06
Included X Not Required
AGENDA ITEM #
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
Contract with:
CONTRACT SUMMARY
Metro Media Marketing Contract #
Inc. Effective Date:
Expiration Date:
10/1/06
Contract Purpose/Description:
Approval of an Amendment to Agreement with Metro Media Marketing Inc to revise
dates of contract for Ladies Let's Go Fishing! Islamorada to October 15 2006
Contract Manager: Maxine Pacini 3523 TDC # 3
(Name)
for BOCC meeting on 2/21/07
(Ext.) (Department/Stop #)
genda Deadline: 2/6/07
CONTRACT COSTS
Total Dollar Value of Contract: $ 2,000 Current Year Portion: $
Budgeted? Yes® No ❑ Account Codes:_115-75022-530340-T75F-511-X-530480
Grant: $
County Match: $
ADDITIONAL COSTS
Estimated Ongoing Costs: $ /yr For:
(Not included in dollar value above) (eg. maintenance,
CONTRACT REVIEW
salaries, etc.
Changes Date Out
a In Needed
Division Director Yes[:] Nc)E]'
J
Risk erne Mana F
� r� �� Yes[:] No[V]� 1_
A-B./P'2rchsing I II p(� Yes❑ Noe
/7
1
County Attorney �fU' Yes❑ NoS.Grimsley
Comments:
rivia rorin meviseu—,iziivi ivit.r TT%
Jan 10 07 1o:27a
01-01-200P 04:40pm From -TOURIST DEVELOPMENT COUNCIL T-542 P 002/002 F-322 1
AMENDMENT TO AGREEMENT
THIS AMENDMENT to agreement ("Amendment') dated the day of 2OD7 IS
entered into by and between the Board of County Commissioners for Monroe County, a political
subdivision of the State of Florida, on behalf of the Tourist Development Council, and MetroMedia
Marketing. Inc-
WITNESSETH:
WHEREAS, a contract was entered into on October 18. 2006, between the parties, awarding
$2,000 to Metro Media Marketing, Inc- covering the production of the Ladies Let's Go Fishing!
Wamorada on October 15. 2007: an0
WHEREAS, whereas the date of the event needs to be revised-.
NOW, THEREFORE, in consideration of the mutual covenants contained herein the parties
agree; as follows:
1 • Paragraph I shall read as follows. County shall pay a sum not to exceed
$2,000 (Two Thousand Dollars) for promotion and related expenditures, for
production of the Ladies Let's Go Fishing! Islamorada on October 15, 2006.
2. The remaining provisions of the contract dated October 18, 2006 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. Kolhagc, Clerk
deputy Clerk
(CORPORATE SEAL)
Attest:
By.
Secretary
Print Name
t7R
(1) Wltness
Prim NamQ
(2) imess
Print Name
Board of County Commissioners
of Monroe County
MaYor/Chairman
U0tMMedl3 Marketing, Inc.
By
President
Print Name
MONROE COUNTYA7TORNEY
PPROVe AS 'r FORM:
suSAN 164. G SLF-Y
n33t*TANT COUN ATTORNEY
Data
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between Monroe County, Florida,
a political subdivision of the state of Florida ("County"), and MetroMedia Marketing, Inc. ("Event
Sponsor").
WHEREAS, Florida Keys Fishing Tournaments, Inc., the umbrella organization under contract
to the County, 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 by Event Sponsor; and
WHEREAS, Event Sponsor has represented and agreed that it desires and is able to conduct
the event;
NOW, THEREFORE; in consideration of the mutual promises contained herein, the parties
agree as follows:
1. County shall pay a sum not to exceed $2,000 (Two Thousand Dollars) for promotion
and related expenditures, as described in the event budget, attached hereto as Exhibit B, for
production of "Ladies, Let's Go Fishing!" Islamorada on October 15, 2007 ("Event"). Payment will
be made only after Event Sponsor submits invoices and support documentation acceptable to the
County's Finance Department within ninety (90) days of the conclusion of the Event. Funding under
this agreement terminates ninety days after the conclusion of the Event. 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. The general non -allocated section of the Event
budget may be utilized for unforeseen allowable expenditures and for those budget lines that may
require additional funds, according to County guidelines. Monroe County's performance and obligation
to pay under this agreement is contingent upon an annual appropriation by the County.
2. In a situation where the Event has to be postponed due to a named storm or hurricane
for which the County orders a visitor and/or resident evacuation order, the Event Sponsor shall have
thirty (30) days to provide to Florida Keys Fishing Tournaments, Inc. notice of a new date for the Event,
and shall produce the re -scheduled Event within ninety (90) days of the original date of Event. The
rescheduled date shall be authorized, in writing, by The Florida Keys Fishing Tournaments, Inc. and
forwarded to the Tourist Development Council administrative office to be processed in the form of an
Amendment to this Agreement. If the Event Sponsor is unable to reschedule the Event, the Event
Sponsor shall provide proof of the cancellation being caused by a named storm or hurricane, and a
written statement as to why the Event cannot be rescheduled.
If the Event is cancelled or rescheduled due to a named storm or hurricane for which the
County orders a visitor and/or resident evacuation order, the County shall pay for promotion or related
expenditures of any combination of invoices for the original event date, and/or the rescheduled date up
to the amount, but not to exceed the amount of funds allocated as described in the budget, attached
hereto as Exhibit B.
3. 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. The agencies of record, shall receive payment of work in progress
Ladies, Let's Go Fishing! Islamorada
Fishing Umbrella Funding FY 2007
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,
2007. Event Sponsor also understands that the funding process through which this was Agreement is
made available by County requires event sponsors to submit their payment requests within ninety (90)
days of the conclusion of the. 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 within
ninety (90) days of the conclusion of the Event 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 January 13,
2.�.
4. No person or entity shall be entitled to rely upon the terms, or any of them, of this
Agreement to enforce or attempt to enforce or attempt to enforce any third -party claim or entitlement to
or benefit of any service or program contemplated hereunder, and the County and the Event Sponsor
agree that neither the County nor the Event Sponsor or any agent, officer, or employee of either, shall
have the authority to inform, counsel, or otherwise indicate that any particular individual or group of
individuals, entity or entities, have entitlements or benefits under this Agreement separate and apart,
inferior to, or superior to the community in general or for the purposes contemplated in the Agreement.
5. Event Sponsor shall reimburse County for any amount of funds expended by County in
connection with the Event if it does not occur as a result of any act or omission by Event Sponsor.
6. 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.
7. 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.
8. County may terminate this agreement without cause upon providing written notice to
Event Sponsor no less than sixty (60) days prior to the 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.
9. 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.
10. 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
Ladies, Let's Go Fishing! Islamorada
Fishing Umbrella Funding FY 2007
2
recover, the full amount of any fee, commission, percentage, gift, or consideration paid to the former or
present County officer or employee.
11. 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. By signing below, Event Sponsor warrants that he/she/it is
not in violation of this paragraph.
12. All promotional literature and advertising must display the "The Florida Keys & Key
West, Monroe County Tourist Development Council, Come as You Are'; logo/trade mark adopted
by the TDC and County on November, 2000, attached hereto. Radio Advertising shall read "Brought
to you by the Monroe County Tourist Development Council". No reimbursement or direct payment will
be considered unless this logo/trade mark is utilized.
13. Insurance Requirements are as follows: 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 fled 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.
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
Ladies, Let's Go Fishing! lslamorada
Fishing Umbrella Funding FY 2007
` 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 shall 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 Event.
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 Event Sponsor's General Liability policy.
14. Event Sponsor shall not assign or subcontract its obligations under this agreement, except in
writing and with the prior written approval of the Board of County Commissioners for Monroe County and
Vendor, which approval shall be subject to such conditions and provisions as the Board may deem
necessary.
jN JlVP�VESS WHEREOF, each party has caused this Agreement to be executed by its duly
autttreisentative, the �_ day of 2006.
I.�j _
(SEAL)
Attest: DarihJyV,`NColhage, Clerk
Deputy Clerk
(CORPORATE SEAL)
Attest:
By.
Secretary
Print Name
OR
(1) Witness
Print Name
(2) Witness
Print Name
Ladies, Let's Go Fishing! Islamorada
Fishing Umbrella Funding FY 2007
Board of Co ty Commissioners
of Monroe 4�ty
Mayor/ hairman
MetroMedia Marketing, Inc.
BI
resi ent/Event Sponsor
&A -/�// r_ iiJatj
Print Name
MONROE COUNTY ATTORNEY
APPROYED AS TO FORM:
4 S AN M. GRIM LEY
ASSIST T COUNTY ATTORNEY
FLORIDA KEYS FISHING TOURNAMENTS, INC., Exhibit A
TOURNAMENT SCHEDULE OF EVENTS
FISCAL YEAR 2006-2007
"Ladies, Let's Go Fishingi' m Islamorada
PRINT TOURNAMENT NAME
DAY 1 7: 00 AMLINES IN WATER
_3_:_30_PM LINES OUT OF WATER
3:30-5:30PM EVENING EVENT
3 : 30 PM WEIGH-IN OVER
PM OTHER EVENT
DAY 2 AM LINES IN WATER
PM LINES OUT WATER
PM EVENING EVENT
: PM WEIGH-IN OVER
PM OTHER EVENT
DAY 3 AM LINES IN WATER
PM LINES OUT WATER
PM EVENING EVENT
: PM WEIGH-IN OVER
PM OTHER EVENT
DAY 4 AM LINES IN WATER
PM LINES OUT WATER
PM EVENING EVENT
PM WEIGH-IN OVER
PM OTHER EVENT
r
Exhibit B
BUDGET BREAKDOWN
FLORIDA KEYS F-ISHING TOURNAMENTS, INC.
OCTOBER 1, 2006 TO SEPTEMBER 30, 2007
"Ladies, Let's Go Fishing!" islamorada_
TOURNAMENT NAME
Oct. 15, 2006
TOURNAMENT DATE
DIRECT MAIL & POSTAGE
$
BROCHURES, POSTERS,
PROGRAMS, PATCHES
$125.00
TROPHIES
$
PHOTO PROGRAM
$
MEDIA ADVERTISING
$300.00
T-SHIRTS, CAPS, JACKETS
$1275.00
*GENERAL NON -ALLOCATED
$300.00
$2000.00
*GENERAL NON -ALLOCATED IS NOT TO EXCEED 15% OF THE
TOURNAMENTS TOTAL BUDGET.
*TOURNAMENTS CAN NOT EXCEED MORE THAN 30% OF THE
TOTAL BUDGET IN TROPHY LINE ITEM EXCEPT WHEN
TOURNAMENTS GET SPECIAL APPROVAL FROM FKFT, INC.
THE FLOR I DDA KIys & VWEST LN-1 ORIDA KEYS &KEVWEST to-1 OR I DDA K I y S &KEVWEST
MONROE (OUNTY TOURIST DEVELOPMENT (OUNOL MONROE (OUNTY TOURIST DEVELOPMENT COUNCIL MONROE (OUNTY TOURIST DEVELOPMENT(OUN(IL
Come as you arc® Come as you are® Come as you are"
THE F ORIDA KEYS & KEVWENT
MONROE (OUNTY TOURIST DEVELOPMENT COUNCIL
Come as you arcs
T I PORIDA KLVS & KLV WEST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you arc®
T I RORIDA KEYS & ��V WEST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you arc®
N -I LORIDA KKLYWUST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
M -I ILORIDA K FyWUST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
THE ILORIDA KEYS &KEVWEST
MONROE (OUNTY TOURIST DEVELOPMENT (OUNOL
Come as you arc®
TOL N RIDA KLVS & ��V WLST
MONROE COUNTY TOURIST DEVELOPMENT (OUN(IL
Come as you arc®
TOL PWRIDAKLVS & ��V WEST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
THE KEYS � Y WEST
MONROE (OUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
% KORIDA KLVS & KLV WEST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
TOL DORIDA KLVS & KLV WLST
MONROE COUNTY TOURIST DEVELOPMENT (duct.
Come as you arc®
B -I ILORIDAKFyWLST M-11LORIDAKFyWLST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
MIL FLORIDA K VyWUST
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are°
TNT FLORIDA KKLYWEST
MONROE COUNTY TOURIST DEVELOPMENiCOUNCIL
Come as you are°
Come as you are®
N-1 11ON DA KKLVWLSI
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
Come as you are®
TNT FIORIDA KEYS & KLYWL
MONROE COUNTY TOURIST DEVELOPMENi[OUN[IL
Come as you are"'
tfl[fLORIDaKKLYWEST THI[LORIDAK[VS&KLYWEST
MONROE COUNTY TOURIST DEVELOPMENTCOUNCIL MONROE COUNTY TOURIST DEVELOPMENTCOUNCIL
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