FY1990 12/13/1989
J.lannp 1.. If{olbagt
BRANCH OFFICE
3117 QVERSEAS HIGHWAY
MARATHON. FLORIDA 33050
TEL. (305) 743.9036
CLERK OF THE CIRCUIT COURT
MONROE COUNTY
500 WHITEHEAD STREET
KEY WEST, FLORIDA 33040
TEL. (305) 294.4641
January 4, 1990
BRANCH OFFICE
P.O. BOX 379
PLANTATION KEY, FLORIDA 33070
TEL. (305) 852.9253
Mrs. Sandra Higgs
Keys Advertising & Marketing, Inc.
Post Office Box 866
Key West, FL 33041
Dear Mrs. Higgs:
As you are aware, on December 13, 1989, the Board
of County Commissioners approved the execution of a Tourist
Information Services Agreement between the Board and the
Marathon Chamber of Commerce.
Enclosed are two copies of the subject Resolution
and the bond and two duplicate originals of the subject
Agreement, all of which are now executed and sealed on
behalf of the County. It is our understanding that your
office will handle obtaining the remaining necessary signa-
tures. Please be sure to return the fully-executed bond
original to the undersigned as quickly as possible.
Sincerely yours,
Danny L. Kolhage
Clerk of Circuit Court
and ex officio Clerk
Board of County Commissioners
By:
Rosalie L.
Deputy Clerk
Enclosures
cc: County Attorney
County Administrator
Finance Director
File
TOURIST INFORMATION SERVICES AGREEMENT
WHEREAS, the Board of County Commissioners has determined
that the Chamber is a "sole source" vendor and, therefore, is not
subj ect to the bid requirements of Monroe County's procurement
regulations; and
l-vl}lEREAS, the "written quote per specifications" required by
the procurement regulations is set out in this contract.
This agreement made this 13th day of December
1989, by and between the Board of County Commissioners of Monroe
County ("Board") and the Marathon Chamber of Commerce ("Cham-
ber").
In consideration of the mutual covenants the parties agree
as follows:
1. This agreement shall be funded exclusively from third
cent tourist information service funds. Future adjustments to
the funding shall be derived from or returned to third cent
funds.
2. The Chamber shall provide personnel to respond to
telephone requests during the hours of 9:00 a.m. to 5:00 p.m.,
five (5) days per week, County holidays excepted. A telephone
answering service shall be provided during unmanned hours.
3. \\"11en sufficient materials are available, the Chamber
shall respond to all tourist-related requests generated by
telephone or answering machine for information within five
working days of the receipt thereof.
4. In order to ensure that generic materials representa-
tive of the district are used, the Monroe County Tourist Develop-
ment Council, (hereinafter TDC), shall review for approval all
material to be included in the district fulfillment package.
5. The Board (see paragraph 6) shall pay the Chamber all
reasonable and actual out-of-pocket costs for providing the
District tourist information services as budgeted. this shall
include the costs of a designated telephone line or lines,
tourist information mail inquiries, and related expenses which
the Chamber incurs in performing this agreement.
6. The amount agreed upon shall not exceed forty-nine
thousand two hundred ninety-nine dollars and 10/100 ($49,299.10)
which is the month pro rata portion (ten months) of the annual
budget submitted by the Chamber. See Exhibit A.
7. Actual expense reports, based on budgeted percentages
as reflected in Exhibit A attached hereto, shall be submitted
quarterly to the TOC, which shall forward them to the Board. The
first, second, and third quarterly reports shall be submitted no
later than 45 days after the end of the respective quarters, and
the fourth quarterly report no later than 30 days after the end
of the quarter.
8. In no event will the amount paid to the Chamber exceed
the contract amount unless this contract is modified to include
any additional amounts. Said contract modifications shall be
approved by TDC and the Board as in the initial contract.
9. The budget shall be reviewed and may be adjusted
annually to reflect a change in the contracted amount. This
adjustment shall begin on the first day of each county fiscal
year. The review process shall be evaluated by the TDC, and all
costs involved with rate adjustments shall be justified and
documented. See attached Exhibit A, which is incorporated herein
by reference.
10. If any incidents occur which may adversely affect
tourism in Monroe County or the ability of the Chamber to provide
the information services as agreed upon, the scope of this
agreement shall be subject to review and adjustment.
11. The term of this agreement shall be from November 29,
1989, to September 30, 1990.
12. Either party may cancel or request renewal of this
agreement upon 60 days' prior written notice to the other.
13. Monroe County shall not be liable for any actions of
Chamber employees.
14. All questions from the Chamber concerning this agree-
ment shall be directed to the TDC administration.
2
15. The Chamber shall submit to the Clerk of the Court a
financial report of tourist information services costs in
relation to Chamber activity through an annual compiled financial
report.
16. Activity reports shall be submitted by the Chamber on
the form provided by the TDC within 30 days of actual month's
activity.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
ok-"
MaYOr/C~
By
(SEAL)
Attes t :DANNX L. KOLHAGE, Ql,erk
..QL ~$! '1.1)/
MARATHON CHAMBER OF COMMERCE
(SEAL)
BYd~1{U-~
(~
Attest:
e~ -~
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~~~
APfIRoVED AS TO F01IM
BY ANO~CIENCY.
Attorney'. Ollke
3
/
,ZIBIT "A"
'/- ~~E~TER M-ARA~Hot~- CHAI'1BER OF tdt1HERCE
;' BUDGET ~EQUEST TDC
FY 89/90
ITEM
E...",y."R
BUDGETED PERCENT REIMBURSABLE
Building Overheadt
EI~ctric, Water, Garbage,
CI~aning, Insurance,
Grounds Maintenance
$11,540
Accounting.
2,500
Office Equipment & Supplies
4,700
Telephones:
1-800-842-9580
743-5417
743-4941
.
6,300
1,600
900
Salaries:
Executive Director s /
Administrative Assist.
Tourist Information Spec.
23,660
11,700
15,600
Payroll Taxest
Executive Director'
.Administrative Assistant
Tourist Information Specialist
2,011
995
1,326
Employee Insurance:
Executiv~ Director ~~
Administrative Assistant
Tourist Information Specialist
2,496
1,500
1,500
t.
Workers Comp:
Executive Directors
Administrative Assistant
Tourist Information Specialist.
135
67
89
Postagel Mail Fulfillment.
10~836
, .
$99,455
-------
-------
TOTAL SUBMITTED BUDGST FOR T.D.C. REIHBR~SEMENT:
Page - J
337. $3,808
507- 1,250
257. 1,175
100i. 6,300
80i. 1,280
50i. 450
337. 7,808
507. 5,850
957- 14,820
.337- 664
507- 498
957. 1,260
337- 824
507- 750
95'l. 1,425
33'l. 45
507- 34
95i. 85
tOO7-
10,836
0:~~::~
$59,159
Tourist Development Council
RESOLUTION NO. 785-1989
A RESOLUTION OF THE BOARD OF COUNTY COMMIS-
SIONERS OF MONROE COUNTY, FLORIDA, AUTHORIZ-
ING THE MAYOR/CHAIRMAN OF THE BOARD TO
EXECUTE A TOURIST INFORMATION SERVICES
AGREEMENT BETWEEN THE BOARD OF COUNTY
COMMISSIONERS AND THE MARATHON CHAMBER OF
COMMERCE.
BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF
MONROE COUNTY, FLORIDA, that the Mayor/Chairman of the Board is
hereby authorized to execute a Tourist Information Services
Agreement between the Board of County Commissioners and the
Marathon Chamber of Commerce, a copy of same being attached
hereto and made a part hereof.
PASSED AND ADOPTED by the Board of County Commissioners of
Monroe County, Florida, at a regular meeting of said Board held
on the
13th day of
December
, A.D. 1989.
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By ok~Ar:;c
Mayor a~n!J~ ........
(Seal)
Attes t: DANN):': L. KOLHAGE, ~lerk
..,c2L~.w1 A2/
A1WIOVEDAS 70 PORM
AND LEGAL SUFFICIENCY.
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