Item Q7 Q7
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE �� i Mayor Holly Merrill Raschein,District 5
The Florida Keys Mayor Pro Tern James K.Scholl,District 3
Craig Cates,District 1
Michelle Lincoln,District 2
' David Rice,District 4
Board of County Commissioners Meeting
November 19, 2024
Agenda Item Number: Q7
2023-3308
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: Approval to enter into Amendment No. 1 to a contract with Casa
Marina Lessee LLC ("Owner") d/b/a Casa Marina Key West, Curio Collection by Hilton, for
conference hosting and implementation services for the 16th Annual Southeast Florida Regional
Climate Change Summit to be held in Key West on December 16-18, 2024 for an additional amount of
$81,532.35. The Summit is being hosted by Monroe County on behalf of the Southeast Florida Regional
Climate Change Compact, a four-county partnership created for the purpose of collaborative planning
and implementation of adaptation and mitigation strategies related to climate change.
ITEM BACKGROUND:
This item modifies the fees to the Casa Marina under the contract to account for additional food and
beverage costs, service charges, audio visual services and support, internet support for attendees and
speakers, facility costs and miscellaneous services in support of the event. A significant source of funds
was raised though sponsorship donations and summit registrations to help defray the costs of the event.
The food and beverage fee includes a 10% discount to the County as provided for under the original
Contract.
Item Background: The Summit is hosted by Monroe County every four years on behalf of the Southeast
Florida Regional Climate Change Compact, a four-county partnership created for the purpose of
collaborative planning and implementation of adaptation and mitigation strategies related to climate
change. By hosting this Summit, Monroe County hopes to continue to educate various agency staff,
stakeholders, elected officials, and media representatives from the surrounding area about the potential
effects of climate change, and also to continue to move the goals and projects of the Compact and the
County forward.
The Casa Marina was used as the host hotel by the County for the 2015 and 2019 Climate Summits,
which received high reviews by the attendees. The Casa is providing the guest rooms at highly
discounted rates for the summit attendees (to be paid for by the guests), food and beverage(to be paid
for by the County through registration fees and sponsorships) and other services like audio visual and
facility fees (that may be paid for with budgeted County funds if necessary). The Casa has waived or
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reduced many normal fees and revenue guarantees in an effort to cooperate with the County for this
event. Event attendees pay their own room and related fees.
PREVIOUS RELEVANT BOCC ACTION:
08/17/22: Approval to enter into a contract with Casa Marina Lessee LLC ("Owner") d/b/a Casa Marina
Key West, Curio Collection by Hilton, for conference hosting and implementation services for the 16th
Annual Southeast Florida Regional Climate Change Summit to be held in Key West on December 16-
18, 2024 in the amount of$187,950. The Summit is being hosted by Monroe County on behalf of the
Southeast Florida Regional Climate Change Compact, a four-county partnership created for the purpose
of collaborative planning and implementation of adaptation and mitigation strategies related to climate
change.
INSURANCE REQUIRED:
No
CONTRACT/AGREEMENT CHANGES:
Additional fees for audio visual, food and beverage and other services.
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
Amendment 1- Casa Marina Hotel Amendment#1 (11-19-24) JXD Stamped Signed.pdf
FINANCIAL IMPACT:
Effective Date: Upon Execution Expiration Date: Completion of Event
Additional Dollar Value of Amendment 1: $81,532.35
Dollar Value of Contract including Amendment 1: $269,482.35 (Does not include sleeping room and
resort fees paid by hotel guests)
Cost to County for Amendment 1: $81,532.35,NTE $37,601.10 funded by County funds, $43,931.25
funded by registration fees and sponsor donations
Current Year Portion of Amendment 1: $81,532.35
Budgeted: Yes
Source of Funds: Food and beverage and service charges funded by registration fees and sponsor
donations (158-06047). Audio visual and related support services funded by County funds (001-05051)
CPI: No Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: N/A
Revenue Producing: No If yes, amount:
Grant: No County Match: N/A
Insurance Required: No.
Additional Details:
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Hio Ito
AMENDMENT TO QUICK CONFIRMATION AGREEMENT
This is an Amendment to Quick Confirmation Agreement("Agreement') between Monroe County Florida ("Group" or"you" or"your(s)")
and Park US Lessee Holdings Inc("Owner")d/b/a Casa Marina Key West,Curio Collection by Hilton(the"Hotel')for the 16th Annual
Regional Climate Change Summit("Event')scheduled for December 16,2024-December 18,2024.
ORIGINAL Summary of Revenue:
Summary of Revenue Anticipated by Hotel from this Agreement
Total Anticipated Sleeping Room Revenue: $161,688.00
Total Minimum Anticipated Food and Beverage Revenue: $167,450.00
Total Minimum Anticipated Food and Beverage Revenue does not include gratuities,service charges,supplemental
surcharges,applicable federal,state or local taxes or any other fees outside of food and beverage product sales.
Total Anticipated Audio Visual Charges $20,000.00
Total Anticipated Meeting Room Rental Fees: $500.00
Estimated Total Resort Fees: $11,800.000
"Total Minimum Anticipated Revenue": $361,438.00
REVISED Summary of Revenue:
REVISED Summary of Revenue Anticipated by Hotel from this Agreement
Total Anticipated Sleeping Room Revenue: $161,688.00
Total Minimum Anticipated Food and Beverage Revenue: $169,005.00
Total Minimum Anticipated Food and Beverage Revenue does not include gratuities,service charges,supplemental
surcharges,applicable federal,state or local taxes or any other fees outside of food and beverage product sales.
Total Anticipated Service Charge $42,376.25
Total Anticipated Audio Visual Charges $57,601.10
Total Anticipated Meeting Room Rental Fees: $500.00
Estimated Total Resort Fees: $11,800.000
"Total Minimum Anticipated Revenue": $442,970.35
All Group commitments and obligations in the Agreement based on revenue are amended to be based on the Revised Summary table above,
including,but not limited to:Concessions based on achieved Revenue;Function Space charges;and Food and Beverage and Sleeping Room
Performance and Cancellation.
The undersigned expressly agree and warrant that they are authorized to sign and enter into this Amendment on behalf of the party for
which they sign.
ACCEPTED AND AGREED TO:
GROUP: Monroe County Florida HOTEL:
Park US Lessee Holdings Inc("Owner")
d/b/a Casa Marina Key West,Curio Collection by Hilton
By Hilton,Managing Agent
By: By:
Signature Signature
Title: Mavor.Chair
Name/Title: Allison Dianoe,Sales Manager
Dated:
Dated:
Attest: Kevin Madok,Clerk
By:
Deputy Clerk
IMIONRCYE COUNTY l TTOMNEYS OFFNCE
APPROVED AS TO FORM
----#1"STAW COUNTY ATTORNEY
F �
DATE: 1 1-nR-94
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