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Home My WebLink AboutItem O5 05 BOARD OF COUNTY COMMISSIONERS COUNTY of MONROE Mayor James K.Scholl,District 3 The Florida Keys Mayor Pro Tern Michelle Lincoln,District 2 Craig Cates,District 1 David Rice,District 4 Holly Merrill Raschein,District 5 Board of County Commissioners Meeting January 15, 2025 Agenda Item Number: 05 2023-3505 BULK ITEM: Yes DEPARTMENT: Sustainability TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag N/A AGENDA ITEM WORDING: Approval to enter into Amendment No. 2 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 that was held in Key West on December 16-18, 2024 for an additional net amount of$32,716.75; retroactive to December 16, 2024. A significant source of funds was raised though sponsorship donations and summit registration fees to help defray the costs of the event. The Summit was 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 resilience and mitigation strategies related to climate change. ITEM BACKGROUND: This item modifies the fees to the Casa Marina under the contract to account for final 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 2024 Summit, in addition to the previous 2015 and 2019 Climate Summits, which received high reviews by the attendees. The Casa provided the guest rooms at highly discounted rates for the summit attendees (paid by the guests), food 1767 and beverage (at a 10% discount, to be paid using registration fees and sponsor donations) and other services like audio visual and facility fees. The Casa waived or reduced many normal fees and revenue guarantees in an effort to cooperate with the County for this event. Event attendees paid their own room and resort fees and other related guest room 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. 11/19/2024: 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. INSURANCE REQUIRED: No CONTRACT/AGREEMENT CHANGES: Additional fees for final audio visual, food and beverage and related service charge,package handling and meeting room rental. STAFF RECOMMENDATION: Approval DOCUMENTATION: Casa Marina Hotel Amendment#2 (12-27-24) JXD Stamped Signed.pdf FINANCIAL IMPACT: Effective Date: Retroactive to December 16, 2024 Expiration Date: Completion of Event Additional Dollar Value of Amendment 2: $32,716.75 Dollar Value of Contract including Amendment 2: $302,199.10 (Does not include sleeping room and resort fees fully funded by hotel guests) Cost to County for Amendment 2: $32,716.75; significantly funded by registration fees and sponsor donations Current Year Portion of Amendment 2: $32,716.75 Budgeted: Yes Source of Funds: Registration fees and sponsor donations (158-06047) and budgeted funds (001- 05051) CPI: No Indirect Costs: N/A 1768 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: 1769 oIvpn, '.mmm {:ct5tt i�1l�trirt l Hio Ito AMENDMENT TO QUICK CONFIRMATION AGREEMENT- Actualized Revenue 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 C 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: 1 $500.00 Estimated Total Resort Fees: $11,800.000 "Total Minimum Anticipated Revenue": $442,970.35 ACTUALIZED Summary of Revenue: ACTUALIZED Summary of Revenue by Hotel from this Agreement Actualized Sleeping Room Revenue-paid by individuals $154,011.00 Actualized Resort Fees-paid by individuals $11,375.00 Actualized Food&Beverage Revenue $190,524.00 Actualized Service Charges $51,256.00 Actualized Room Rental $500.00 Actualized AV Charges $58,749.10 Actualized Package Handling Fees $1,170.00 Total Actualized Revenue: $467,585.60 All Group commitments and obligations in the Agreement based on revenue are amended to be based on the ACTUALIZED Summary table above,including,but not limited to:Concessions based on achieved Revenue;Function Space charges;and Food and Beverage an d Sleeping Room Performance and Cancellation. 1770 oIvpn, '.mmm {:ct5tt i�11�trirt t Hio Ito 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: Mayor.Chair Name/Title: Allison Diange,Sales Manager Dated: Dated: Attest: Kevin Madok,Clerk By: Deputy Clerk MONROE COUNTYATTCkIi..NEY"S C WM P AP'F'Fi'.CIVED A4'S TO FORM PH b4N,dV& _„„_.,.,.,, Aw3 T courITY l4ilfonNey DATE: 12-27-2024 1771