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Home My WebLink About02/14/2025 Agreement Monroe County Purchasing Policy and Procedures ATTACHMENT D.5 COUNTY ADMINISTRATOR CONTRACT.SUMMARY FORM FOR CONTRACTS $100,000.00 and Under A, en BE Effective Date: October 1,2024 Expiration Date: February 28,2025 Contract Purpose/Description: This is the Clirnate, urnmit planning firm,and they are providing additional services at the request of the County including digital marketing content creation,additional administrativdsupport,graphic and creative design services,additional ors-site event coordination,final report preparation and purchase of materials for the event. Contract is Original Agreement Contract Amendment/Extension Renewal Contract Manager: Rhonda,Haag 8714 2 CONTRACT COSTS Total Dollar Value of Contract: $ 24, 72 52 Current Year Portion: $ 247372.52 (must be$100,000.00 or less) (If multiyear agreement then requires BOCC approval,unless the wwI CJ 1111111t16vc uInlnC.l PMf IS WO llr loss}. Budgeted? YAK No ❑ Grant: $ County Match: $ Fund/Cost Center/Spend Category: 501-05051 ADDITIONAL COSTS Estimated Ongoing Costs: $ /yr For: (Not included in dollar value above) (e.g.maintenance,utilities,janitorial,salaries,etc.) Insurance Required: YES ❑NO ❑ CONTRACT REVIEW Reviewer Date In Rhonda Haag Digitally signed by Rhonda Haag Department Head Signature: Date,2025.012410.47.14-05'00' Joseph X. DiNovo Digitally signed by Joseph X.DiNovo County Attorney Signature: Date:2025.01241220:12-05'00' att Risk Management Signature: Jacl n Flatt Digitally 202.01.24 41dad1 5 -05 Y Date:2025.01.24 14:11:51-05'00' eu Purchasing Signature: Lisa Abreu Digitallya2025.1.27 55Lis 21-0 Date:zoz5.o,.v,5:55:z,-05 oa John Quinn Digitally signed by John Quinn OMB Signature: Date:2025.01.28 1120:42-05'00' Comments: Revised BOCC 4/19/2023 Page 84 of 105 AMENDMENT No. I TO THE AGREEMENT BETWEEN MONROE COUNTY BOARD OF COUNTY COMMISSIONERS AND BLOOMING DESIGN AND EVENTS INC. DBA AGENCY BE This Amendment No. 1 is made and entered into on this day of ,2025 by and between the MONROE COUNTY BOARD OF COUNTY COMMISSIONERS ("COUNTY") and Blooming Design and Events Inc. DBA Agency BE("CONSULTANT")to that contract dated March 20,2024. WITNESSETH WHEREAS,the COUNTY and CONSULTANT entered into an Agreement for conference planning services related to the 16th Annual Climate Summit; and WHEREAS, the CONSULTANT is performing the tasks included in the CONTRACT; and WHEREAS, the COUNTY is in need of additional tasks to be performed; and WHEREAS, the CONSULTANT has agreed to perform the additional tasks. NOW, THEREFORE, the parties agree to modify the Agreement as follows: Section IA. SCOPE OF ADDITIONAL SERVICES IA.1 CONSULTANT shall perform and carry out in a professional and proper manner certain additional duties as described in the Scope of Services — Exhibit B1 — attached hereto and made a part of this Agreement. 1A.2 This Amendment shall be retroactive to October 1, 2024. SECTION 4A. PAYMENT TO CONSULTANT 4A.1 The total amount to be paid by the COUNTY under this Contract for services and materials under this AMENDMENT 1 shall be a lump sum amount of Twenty-Four Thousand, Three Hundred, Seventy-Two Dollars and Fifty-Two cents ($24,372.52), as shown in Exhibit B 1. REMAINDER OF THIS PAGE PURPOSELY LEFT BLANK All other terms and conditions of the original Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have executed this Addendum as of the date first written above. MONROE COUNTY BOARD OF COUNTY COMMISSIONERS Digitally signed by Christine Christine Hurley Hurley By: Date:2025.02.14 07:54:47-05'00' Date Title: County Administrator 1M ONROE+COUNTYATTCIRNEYSOFFICE APPROVED AS TO FORM SST NT COUNTY ATTORNEY DATE: 1-24-2025 Witness BLOOMING DESIGN AND EVENTS INC.DBA AGENCY BE By: Alex Buitron By: 1124125 Printed Name: Title: Date 2 Exhibit B1 Additional Services and Payment Schedule CONSULTANT RESPONSIBILITIES: Task 5.1. Additional Off-Site Work - $12,000 CONSULTANT will complete additional work in the following areas: 5.1.1 Digital Marketing Content Creation: Development of all marketing materials including but not limited to multiple event updates, event communications, and promotional marketing. 5.1.2 Additional Administrative Support: Provide administrative tasks related to participant communications and event promotion. Reach out to all sponsors and speakers to ensure all information and presentations are received, reviewed and readied for the summit. 5.1.3 Graphic and Creative Design : Design of all additional visual assets, including email templates, event communications, graphics, and marketing materials not included in the original scope of work(which included only design of the registration page, event agenda, sponsorship package, and program.) 5.1.4 Creation of content for e-blasts: Develop multiple e-blasts to inform potential registrants of the summit and for registration. Ensure alignment with the Climate Compact guidelines and deadlines. Review and approve drafts for e-blasts with the County team. Develop a comprehensive communications plan leading up to the event. 5.1.5 Attendee communications: Creating and sending pre-event reminders and updates. Managing post-event thank-you emails and survey. Management of Whova event platform. Printed Program: Design of printed program, including gathering of ads from all sponsors and arrangement in order of donation size in the program, gathering of headshots and bios from all speakers alphabetically arranged in the speaker section, and development of agenda within the program. Develop advertisement for Monroe County. Manage vendor timelines for printing and delivery. The program shall be approximately 70 pages in length and printed in full color. 400 copies shall be printed and delivered to the event. 5.1.6 Printed Program Development: Design of printed program, including gathering of ads from all sponsors and arrangement in order of donation size in the program, gathering of headshots and bios from all speakers alphabetically arranged in the speaker section, and development of agenda within the program. Develop advertisement for Monroe County.Manage vendor timelines for printing and delivery. The program shall be approximately 70 pages in length and printed in full color. 400 copies shall be printed and delivered to the event. Task Description Total Cost 5.1.1 Digital Marketing Content Creation $6,000.00 5.1.2 Additional Administrative Support $3,000.00 5.1.4—5.1.6 Graphic and Creative Design, Communications, Program $3,000.00 Sub Total: $12,000.00 3 Task 6.1 On-Site Support Services at Event and Final Report 6.1.1 Event Coordination: Provide 4 full-time employees for on-the-ground management, coordination of sessions, and support for all speakers and attendees. 6.1.2 Staff will arrive on Sunday, December 15 by noon, and will insert the various vendor materials into the 400 summit bags. 6.1.3 Staff will assist vendors with booth set up in the exhibit hall and shall coordinate with the hotel for any unmet needs. Staff shall assist with booth breakdown on Wednesday December 18. 6.1.4 Staff shall greet the summit attendees, print their badges, and provide the lanyards. The registration table shall be staffed from 9:00 a.m. on December 16 through noon on December 18. County staff will supplement staffing as needed. 6.1.5 Staff shall monitor the attendees at the luau dinner to ensure that only those with a badge or pre-paid luau dinner ticket are allowed to attend the luau. 6.1.6 All hotel and travel expenses shall be included, and no additional fees or expenses shall be reimbursed. Staff shall stay at the Casa Marina to ensure that they are available for off-hours assistance. Task 6.2 Final Report 6.2.1 Consultant shall prepare a final report using the information provided in the Whova platform. Task Description Total Cost 6.1.1 Event Coordination $5,000.00 6.2.1 Final Report $2,500.00 $7,500.00 Total CONSULTANT ADDITIONAL RESPONSIBILITIES $19,500 Task 7.1 Purchase of materials and supplies CONSULTANT will purchase the following materials for the summit and provide receipts for reimbursement. The County shall retain all materials after the event: Vendor Name Items Amount Bellak Color Printed Summit Program,in color, 400 copies $3,792.26 Corporation FEDEX Delivery of Vinyl Background $87.09 AFR Furniture Rental Two High Stools for Premier Vendor(WSP)booth $115.20 Amazon 4 Brother QL-800 High speed label printers for $470.76 bade printing Amazon Raffle Tickets Double Roll 2000 Tickets $10.69 Amazon 1 Box 4x6 Index Card Divider $296.15 1 Vinyl Sign Holder 4 boxes of 4x6 Index Card Holder boxes 4 Rotating Key Chain Holders 4 2-12 Rolls Brother QL-800 Address Labels Amazon Printer paper, paper mate pens, 1 metal stapler, 1 $57.97 double sided tape, 1painters' tape Amazon 1 6-roll package heavy duty shipping tape $26.41 Chase Business Zoom telecommunication services $15.99 Total Expenses $ 4,872.52 Grand total : $24,372.52 5