FY2025 09/11/2024 GVS COURTq c
o: A Kevin Madok, CPA
-
�o ........ � Clerk of the Circuit Court& Comptroller Monroe County, Florida
�z cooN
DATE: November 12, 2024
TO: Ammie Machan, Administrative Assistant
Tourist Development Council
FROM: Liz Yongue, D.C.
SUBJECT: September 11, 2024 BOCC Meeting/D4
Attached are electronic copies of the following District I Turnkey Event Funding
Agreements for Fiscal Year 2025, for your handling:
Organization Event Date Amount
Just a Few Friends Key West Just a Few Friends, Key August- September $75,000.00
LLC West 2025
Key West Literary Seminar Key West Literary Seminar January 2025 $75,000.00
Inc.
KW Songwriters LLC Key West Songwriters April - May 2025 $150,000.00
Festival
We've Got the Keys The Key Lime Festival July 2025 $75,000.00
Blue Agua Productions LLC The Southernmost Regatta January - February $75,000.00
2025
We Cycle, Inc. Zombie Bike Ride October 2024 $75,000.00
Should you have any questions please feel free to contact me at(305) 292-3550.
cc: County Attorney
Finance
File
KEY WEST MARATHON PLANTATION KEY
500 Whitehead Street 3117 Overseas Highway 88770 Overseas Highway
Key West, Florida 33040 Marathon, Florida 33050 Plantation Key, Florida 33070
Turnkey Event Agreement
THIS Agreement is made and entered into by and between Monroe County, Florida, a
political subdivision of the State of Florida (County), and Just a Few Friends LLC (Event
Contractor) on this 11th day of September , 2024.
WHEREAS, The District Advisory Committee (DAC) 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, which has as one of its main purposes
the attraction of tourists, by Event Contractors; and
WHEREAS, the DAC recommends allocation of funds for the Just a few Friends, Key
West in August - September 2025.
NOW THEREFORE, in consideration of the mutual promises contained herein,the parties
agree as follows-
1. Payment: A Turnkey event shall be considered an all-inclusive event where the
Event Contractor has financial responsibility for every facet of the production, promotion and
management of the event. Payment under an agreement for a Turnkey event will be made only
after completion of the event and proof that the scope of services as described below in
paragraph 2 has been completed. If a Turnkey event is delayed or canceled for any reason, no
payment shall be forthcoming, even if the Event Contractor has out-of-pocket expenses
leading up to the actual event. The Monroe County Tourist Development Council (TDC),
therefore, strongly recommends that the Event Contractor purchase insurance that covers the
cancellation or delay of an event due to "force majeure" or unforeseen circumstances (see
paragraph 9).
The County agrees to pay $75000 (Dollars — TDC District I Funding Allocation) for: Just
a few Friends, Key West in August - September 2025, from tourist development tax funds
upon receipt of documentation from Event Contractor, on or before the expiration date of
agreement in paragraph 3, that they have met its obligations under this agreement. Said
documentation shall also include a picture of each activity/event listed in the scope of services
in paragraph 2. The picture shall be labeled with which activity/event it is showing
Documentation submitted by Event Contractor will be reviewed and verified by the Tourist
Development Council (TDC) Administrative Office, at which time, County shall pay the sum
noted above.
Monroe County's performance and obligation to pay under this contract is contingent
upon an annual appropriation by the Board of County Commissioners.
2. Scope of Services: The Event Contractor agrees to provide the County with an
event as specified in the Scope of Services below (Event):
a) A four (4) day event to include Welcome activity, Bar Crawl, 2nd line march and farewell
party
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
1
3. Expiration of Agreement: This agreement expires on September 30, 2025 unless
the date of the event is amended upon approval of the Advisory Committee and TDC Director
and the County shall not be obligated to pay for any services provided by Event Contractor under
this agreement if documentation as noted above is not received by the TDC administrative office
on or before this reimbursement deadline date.
4. Modification: The event name, time & date of the event and Schedule of Activities
may be amended upon written approval of the Advisory Committee and TDC Director. Any
changes to said contract other than stated above require approval by the Advisory Committee,
TDC and the County.
5. Non Occurrence of Event: The Event Contractor shall give written notice to the
TDC if it is found necessary to cancel an event. The notice shall contain the reason for the
cancellation.
6. Indemnification and Hold Harmless: The Event Contractor covenants and agrees
to indemnify and hold harmless and defend Monroe County, its officers, employees and agents
including the TDC and Visit Florida Keys 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 by Event Contractor, or other activities
and funding associated with this agreement, except those losses or damages caused by the
negligent or wrongful act or omission of County or its agents.
7. Claims and Venue: Event Contractor agrees to notify County immediately of any
claims; suits or action made against the Event Contractor that is related to the activity under this
agreement, and will cooperate with County in the investigation arising as a result of any action,
suit or claim related to this agreement. Any legal proceedings arising out of this agreement shall
be in accordance with the laws of the State of Florida in the 16t" Judicial Circuit for Monroe
County; venue shall be in Monroe County, Florida.
8. Non-Waiver of Immunity: Notwithstanding the provisions of Sec. 768.28, Florida
Statutes, the participation of the Event Contractor and the County in this Agreement and the
acquisition of any commercial liability insurance coverage, self-insurance coverage, or local
government liability insurance pool coverage shall not be deemed a waiver of immunity to the
extent of liability coverage, nor shall any contract entered into by the County be required to
contain any provision for waiver.
9. Insurance Requirements: Event Contractor as a pre-requisite of the Special Event
governed by this agreement shall obtain, at its own expense, insurance as specified in this
section. If a Turnkey event is delayed or canceled for any reason, no payment shall be
forthcoming, even if the Event Contractor has out-of-pocket expenses leading up to the actual
event. The TDC, therefore, strongly recommends that the Event Contractor purchase insurance
that covers the cancellation or delay of an event due to "force majeure" or unforeseen
circumstances.
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
2
Event Contractor shall furnish the County with a certificate evidencing the
insurance required by this paragraph five (5) or more days prior to the event.
Event Contractor must have their insurance agency email the certificates of insurance
directly to in the Monroe County Risk Management Department. Bradle -Brian MonroeCount
FL.Gov — The email must state that this is a certificate for a TDC event (state name of
event as written within your contract) and should be forwarded to Ammie Machan at the
TDC administrative office. Your certificate must state that the Monroe County Board of
County Commissioners is a "Certificate Holder" and that Monroe County, its employees
and officials will be included as "additional insured". If you or your insurance agency
needs to speak with Brian Bradly regarding the insurance requirements, he can be
contacted by telephone at (305) 295-3177, or by email at the address stated above.
It is the Event Contractor's responsibility to confirm that the insurance has been received
and approved. You can do this by contacting Ammie Machan at Ammie fla-keys.com or by
calling (305) 296-1552.
Event Contractor 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 Contractor 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 Contractor shall provide, to the County, as satisfactory evidence of the required insurance,
either:
Original 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 County 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 Contractor's insurance shall not be construed as
relieving Event Contractor from any liability or obligation assumed under this contract or imposed
by law.
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 Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
3
Prior to commencement of work governed by this contract, Event Contractor shall obtain
General Liability Insurance. Coverage shall be maintained throughout 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 maybe 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.
A Workers' Compensation insurance is required by Florida Statutes.
10. Permits: The Event Contractor will secure all required permits, licenses and shall
pay all appropriate business taxes.
11. Laws and Regulations: Any and all services, materials and equipment shall
comply fully with all Local, State and Federal laws and regulations.
12. Taxes: The County and TDC are exempt from Federal Excise and State of Florida
Sales Tax, but this in no way exempts the Event Contractor from applicable Federal and State
taxes.
13. Finance Charges: The County and TDC will not reimburse, pay or be responsible
for any finance charges.
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
4
14. Relation of County/TDC: It is the intent of the parties hereto that the Event
Contractor shall be legally considered as an independent contractor and that neither it nor its
employees shall, under any circumstances, be considered servants or agents of the County and
TDC, and the County and TDC shall at no time be legally responsible for any negligence on the
part of said Event Contractor, its employees or agents, resulting in either bodily or personal injury
or property damage to any individual, firm or corporation.
15. Disclosure: The Event Contractor shall be required to list any or all potential
conflicts of interest, as defined by Florida Statutes Chapter 112 and Monroe County Code. The
Event Contractor shall disclose to the County and TDC all actual or proposed conflicts of interest,
financial or otherwise, direct or indirect, involving any client's interest which may conflict with the
interest of the County and TDC.
16. Assignment: The Event Contractor 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 agreement to any person, company or corporation without prior
consent of the TDC and County.
17. Compliance with Laws - Nondiscrimination: County and Event Contractor agree that
there will be no discrimination against any person, and it is expressly understood that upon a
determination by a court of competent jurisdiction that discrimination has occurred, this
Agreement automatically terminates without any further action on the part of any party, effective
the date of the court order. County or Event Contractor agree to comply with all Federal and
Florida statutes, and all local ordinances, as applicable, relating to nondiscrimination. These
include but are not limited to: 1) Title VII of the Civil Rights Act of 1964 (PL 88-352) which
prohibits discrimination on the basis of race, color or national origin; 2) Title IX of the Education
Amendment of 1972, as amended (20 USC ss. 1681-1683, and 1685-1686), which prohibits
discrimination on the basis of sex; 3) Section 504 of the Rehabilitation Act of 1973, as amended
(20 USC s. 794), which prohibits discrimination on the basis of handicaps; 4) The Age
Discrimination Act of 1975, as amended (42 USC ss. 6101-6107) which prohibits discrimination
on the basis of age; 5) The Drug Abuse Office and Treatment Act of 1972 (PL 92-255), as
amended, relating to nondiscrimination on the basis of drug abuse; 6) The Comprehensive
Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970 (PL 91-
616), as amended, relating to nondiscrimination on the basis of alcohol abuse or alcoholism; 7)
The Public Health Service Act of 1912, ss. 523 and 527 (42 USC ss. 690dd-3 and 290ee-3), as
amended, relating to confidentiality of alcohol and drug abuse patient records; 8) Title VIII of the
Civil Rights Act of 1968 (42 USC ss. 3601 et seq.), as amended, relating to nondiscrimination in
the sale, rental or financing of housing; 9) The Americans with Disabilities Act of 1990 (42 USC
s. 12101 Note), as maybe amended from time to time, relating to nondiscrimination on the basis
of disability; 10) Monroe County Code Chapter 14, Article II, which prohibits discrimination on
the basis of race, color, sex, religion, national origin, ancestry, sexual orientation, gender identity
or expression, familial status or age; 11) any other nondiscrimination provisions in any Federal
or state statutes which may apply to the parties to, or the subject matter of, this Agreement.
18. Security Protection: The Event Contractor agrees to provide adequate security
for the event.
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
5
19. Ethics Clause: The Event Contractors warrant that, in respect to itself, it has
neither employed nor retained any company or person, other than a bona fide employee working
solely for it, to solicit or secure this agreement and that it has not paid or agreed to pay any
person, company, corporation, individual, or firm, other than a bona fide employee working solely
for it, any fee, commission, percentage, gift, or other consideration contingent upon or resulting
from the award or making of this agreement. For the breach or violation of the provision, the
Event Contractor agrees that the County shall have the right to terminate this agreement without
liability and, at its discretion, to offset from monies owed, or otherwise recover, the full amount
of such fee, commission, percentage, gift, or consideration.
20. Media Rights: The TDC shall have the right under this agreement to broadcast or
rebroadcast, for any purpose whatsoever, radio, television, sound, video or film production, and
still photographs, paid by the TDC and County, and produced by the TDC agencies of record.
21. Logo: Marketing promotions that display our logo must use the "Key West— Close
to Perfect — Far from Normal" logo/trademark (as per attached logo sample — Exhibit A).
22. Severability: If any provision of this agreement shall be held by a court of
competent jurisdiction to be invalid or unenforceable, the remaining provisions shall not be
affected thereby; and each provision of this agreement shall be valid and enforceable to the
fullest extent permitted by law.
23. Authority: Each of the signatories for the Event Contractor below certifies and
warrants that: a) the Event Contractor's name in the agreement is the full name of the
person/entity or corporation as designated in its corporate charter, and b) they are empowered
to act and execute the agreement for the Event Contractor and c) this agreement has been
approved by the Event Contractor's governing board, as applicable to corporations.
24. 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.
25. Governing Law/Venue: This agreement shall be governed by and construed in
accordance with the laws of the State of Florida applicable to contracts made and to be
performed entirely in the State. In the event that any cause of action or administrative proceeding
is instituted for the enforcement or interpretation of the agreement, the County and Event
Contractor agree that venue shall lie in the appropriate court or before the appropriate
administrative body in Monroe County, Florida. This agreement shall not be subject to arbitration.
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
6
26. Accounting and Records: Event Contractor 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.
27. Notice: Any notice required or permitted under this agreement shall be in writing
and hand delivered or mailed, postage prepaid, to the other party by certified mail, returned
receipt requested to the following:
For Event Contractor: Jill Snodgrass
Just a Few Friends LLC
1200 4th Street, #828
Key West, FL 33040
For Grantor: Maxine Pacini
Monroe County Tourist Development Council
1201 White Street, Suite 102
Key West, FL 33040
And
Christine Limbert-Barrows, Asst. County Attorney
P.O. Box 1026
Key West, FL 33041-1026
28. COUNTY FORMS: By signing this Agreement, GRANTEE has sworn or affirmed
to the following requirements as set forth in the Ethics Statement and Non-Collusion Affidavit as
set forth in more detail in this Agreement.
a) Ethics Clause: By signing this Agreement, the GRANTEE warrants that he/it has
not employed, retained or otherwise had act on his/her behalf any former County
officer or employee in violation of Section 2 of Ordinance No. 010-1990 or any
County officer or employee in violation of Section 3 of Ordinance No. 010-1990.
For breach or violation of this provision the County may, in its discretion, terminate
this Agreement without liability and may also, in 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 County officer or
employee.
b) Non Collusion Affidavit: GRANTEE by signing this Agreement, according to law
on my oath, and under penalty of perjury, depose and say that the person signing
on behalf of the firm of GRANTEE, the bidder making the Proposal for the project
described in the Scope of Work and that I executed the said proposal with full
authority to do so; 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 to such prices with any other bidder or with
any competitor; 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
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
7
knowingly be disclosed by the bidder prior to bid opening, directly or indirectly, to
any other bidder or to any competitor; and 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; 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.
c) Affidavit Attesting to Noncoercive Conduct for Labor or Services: Grantee under
penalty of perjury attests that Grantee does not use coercion for labor or services
in accordance with Section 787.06, Florida Statutes.
As defined in Section 787.06(2)(a), coercion means-
1. Using or threating to use physical force against any person;
2. Restraining, isolating, or confining or threating to restrain, isolate, or confine
any person without lawful authority and against her or his will;
3. Using lending or other credit methods to establish a debt by any person when
labor or services are pledged as a security for the debt, if the value of the labor
or services as reasonably assessed is not applied toward the liquidation of the
debt, the length and nature of the labor or service are not respectively limited
and defined;
4. Destroying, concealing, removing, confiscating, withholding, or possessing any
actual or purported passport, visa, or other immigration document, or any other
actual or purported government identification document, of any person;
5. Causing or threating to cause financial harm to any person;
6. Enticing or luring any person by fraud or deceit; or
7. Providing a controlled substance as outlined in Schedule I or Schedule II of
Section 893.03 to any person for the purpose of exploitation of that person.
As a person authorized to sign on behalf of Grantee, I certify under penalties
of perjury that Grantee does not use coercion for labor or services in
accordance with Section 787.06. Additionally, Grantee has reviewed Section
787.06, Florida Statutes, and agrees to abide by same.
29. Breach and Penalties: The parties agree to full performance of the covenants
contained in this agreement, and the County reserves the right at its discretion, provided such
breach is material, to terminate this agreement for any misfeasance, malfeasance or
nonperformance of the agreement terms or negligent performance of the agreement terms by
the Event Contractor.
30. Termination of Agreement: This agreement shall terminate on September 30,
2025. Termination prior thereto shall occur whenever funds cannot be obtained or cannot be
continued at a level sufficient to allow for the continuation of this agreement pursuant to the
terms herein. In the event that funds cannot be continued at a level sufficient to allow the
continuation of this agreement pursuant to the terms specified herein, this agreement may then
be terminated immediately by the TDC administrative office providing written notice of
termination delivered in person or by mail to Event Contractor. The Grantor may terminate this
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
8
agreement without cause upon giving written notice of termination to Event Contractor. The
Grantor shall not be obligated to pay for any services or goods provided by Event Contractor
after Event Contractor has received written notice of termination.
County may terminate this agreement without cause by providing written notice via the
TDC administrative office to Event Contractor, 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
Contractor, through its officer, agent or representative, written notice at least seven (7) days
prior to the effective date of the termination. Notice is deemed received by Event Contractor
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.
31. Miscellaneous: As used herein, the terms "contract"and "agreement"shall be read
interchangeably.
32. Entire Agreement: The parties agree that the agreement above constitutes the
entire agreement between the County and Event Contractor.
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and year
first above written.
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
9
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Event Name: Just a few Friends, Key West
'
Turnkey Funding: FY 2025
D #: 3277
EXHIBITA
Color ads four (4) color processing printing
Black & white ads shall include the appropriate generic or district logo in high resolution
TV: logo must appear at the conclusion of commercial
Radio Advertising: No logo is required. All radio announcements must say "Brought to you by
the Monroe County Tourist Development Council."
Marketing promotions that display our logo must use the "Key West— Close to Perfect— Far from
Normal" logo/trademark. Electroinc Logos can be downloaded from h!tf) alllk,,,- r co-.
The Florida Keys
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,lose To Perfect - Far From Norma]
Event Name: Just a few Friends, Key West
Turnkey Funding: FY 2025
I D #: 3277
11