Item D7
r
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: MARCH 17. 2004
Division:
TDC
Bulk Item: Yes ~ No
Department:
AGENDA ITEM WORDING:
Approval of a TurnKey Event Funding Agreement with Key West Investment
Syndicate covering the Marathon Offshore Orand Prix on May 14 - 16, 2004 in an
amount not to exceed $120,000, DAC III, FY 2004 Event Resources.
ITEM BACKGROUND:
TOe approved same at their meeting of January 27, 2004.
PREVIOUS REVELANT BOCC ACTION:
CONTRACT/AGREEMENT CHANGES:
New Agreement
STAFF RECOMMENDATIONS:
Approval
TOTAL COST: $120.000
BUDGETED: Yes ~ No
COST TO COUNTY: $120.000
SOURCE OF FUNDS: TDC
REVENUE PRODUCING: Yes X- No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty --X-
OMB/Purchasing X Risk Management --X.-
~
&
(Lynda Stuart)
DIVISION DIRECTOR APPROVAL:
DOCUMENTATION:
Included X
To Follow_ Not Required_
AGENDA ITEM # 1) r-;
DISPOSITION:
Revised 2/27/01
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Key West Investment Contract #_
Syndicate, Inc. Effective Date: 3/17/04
Expiration Date:
Contract Purpose/Description:
Approval of a TurnKey Event Funding Agreement with Key West Investment
Syndicate covering the Marathon Offshore Grand Prix on May 14 - 16. 2004 in an
amount not to exceed $120.000. DAC III. FY 2004 Event Resources.
Contract Manager: Maxine Pacini 3523 TDC#3
(Name) (Ext. ) (Department/Stop #)
for BOCC meeting on 3/1 7/04 Agenda Deadline: 3/2/04
CONTRACT COSTS
Total Dollar Value of Contract: $ 120,000
Budgeted? YescgJ No 0 Account Codes:
Grant: $
County Match: $
Current Year Portion: $
119-79030-530340- T49S-452-X-530340
- - - -
-----
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yr For:
(Not included in dollar value above) (eg. maintenance, utilities, ianitorial, salaries, etc.)
- - -
---
CONTRACT REVIEW
Change~
~) Needed ."
Division Director d?2. rYesO No -
Risk Management d /;6/0'1 YesO No[k('
O.M.B./Purchasing */ YesO Nog---- ~ a~
County Attorney .,,"~ YesO No0' S.Hutton
Date Out
3Lf
Comments:
OMB Form Revised 2/27/01 MCP #2
Turn Kev Events Aareement
This AGREEMENT dated the day of 2004, is entered into by and between
the BOARD OF COUNTY COMMISSIONERS FOR MONROE COUNTY, hereinafter "County,"
on behalf of the TOURIST DEVELOPMENT COUNCIL, hereinafter "TDC" and Key West
Investment Syndicate, Inc., hereinafter "Key West Investment Syndicate, Inc.".
WHEREAS, the BOCC finds it in the best interest of the County to promote tourism by
entering into this agreement,
NOW, THEREFORE, and in consideration of the mutual covenants, contained herein
the parties agree as follows:
1. The BOCC agrees to pay $120,000 (One Hundred and Twenty Thousand
Dollars) for the Marathon Offshore Grand Prix on May 14 - 16, 2004 from tourist development
tax funds provided Event sponsor meets all of its obligations under this agreement.
2. ScoDe of Services: Key West Investment Syndicate, Inc. agrees to provide the
County with an event as specified in the Scope of Services;
1 . A minimum of two (2) days of boat racing;
2. A minimum of thirty (30) different boats racing over the two day period
(minimum length of boats to be twenty three (23) feet); and
3. A TV show aired on a national television network that will broadcast to fifty
(50) million households.
3. Pavment: Upon receipt from Event Sponsor of documentation, reviewed and
verified by the Tourist Development Council (TDC) Administrative Office, proving that event
has been produced and promoted through print advertising, news releases, and the required
insurance was obtained no less than twenty days prior to the event, BOCC shall pay
$120,000.
Monroe County's performance and obligation to pay under this contract is
contingent upon an annual appropriation by the BOCC.
4. Accountina: Financial records of Key West Investment Syndicate, Inc. pertaining
to this project shall be kept on generally recognized accounting principles and shall be
available to the BOCC or to an authorized representative for audit. Records shall be retained
a minimum of three years after contract has been performed.
1
Marathon Offshore Grand Prix 2004
5. Modification: Any changes to this contract may be made only by written mutual
agreement, recommended by the TDC and approved by the BOCC.
6. Termination: This Agreement will be terminated on September 30, 2004. All
Invoices must be submitted prior to September 30, 2004.
7. Non Occurrence of Event: Key West Investment Syndicate, Inc. shall give written
notice to the Monroe County Tourist Development Council if it is found necessary to cancel an
event. The notice shall contain the following specifics: 1) reason for cancellation, 2)
documentation of the reason for cancellation and 3) person authorized to cancel including title
and stated affiliation.
8. Indemnification and Hold Harmless: Key West Investment Syndicate, Inc. agrees
to indemnify and hold harmless Monroe County Board of County Commissioners 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 event sponsored by
Key West Investment Syndicate, Inc.
9. Insurance Reauirements: Key West Investment Syndicate, Inc., as a pre-
requisite of the Special Event governed by this agreement, shall obtain, at its own expense,
insurance as specified in this section:
Key West Investment Syndicate, Inc. 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. Key
West Investment Syndicate, Inc. 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 shall release County of any obligation to compensate
event sponsor. Further, any material misstatement in the application for insurance coverage
shall release County from it's obligations to pay under this agreement. Key West Investment
Syndicate, Inc. shall provide, to the County, as satisfactory evidence of the required insurance,
including the insurance policy application and either:
* Original Certificate of Insurance
or
Certified copy of the actual insurance policy
*
2
Marathon Offshore Grand Prix 2004
An original certificate or a certified copy of any or all Insurance policies required by this
contract shall be filed with the Clerk of the BOCC prior to the Event. The Insurance
policy must state that the Monroe County BOCC and Monroe County TDC is the
Certificate Holder and additional Insured for this event. Insurance should be mailed to:
Monroe County Board of County Commissioners
C/O Risk Management
1100 Simonton Street
Room 2-277
Key West, FL 33040
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 Key West Investment Syndicate, Inc.'s insurance shall
not be construed as relieving Key West Investment Syndicate, Inc. from any liability or
obligation assumed under this contract or imposed by law.
The Monroe County Board of County Commissioners, its employees and officials will be
included as "Additional Insured" on all policies.
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.
Key West Investment Syndicate, Inc. shall furnish the County with a certificate
evidencing the insurance required by this paragraph not later than twenty (20) days prior to the
event.
Prior to commencement of work governed by this contract, Key West Investment
Syndicate, Inc. shall obtain General Liability Insurance Coverage that 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
3
Marathon Offshore Grand Prix 2004
* $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 may be reported should extend for a
minimum of twelve (12) months following the acceptance of work by the County.
Prior to the commencement of work governed by this contract, Key West Investment
Syndicate, Inc. shall obtain Water Craft Liability Insurance with terms no less restrictive than
those found in the standard "American Institute Hull Clauses" (June 2, 1977 edition).
Coverage shall be maintained throughout the life of the contract and include, as a minimum:
* Injury (including death) to any person
* Damage to Fixed or Movable Objects
* Costs Associated with the Removal of Wrecked Vessels
* Contractual Liability with Respect to this Contract
If the policy obtained states that coverage applies for the "Acts or Omissions of a Vessel", it
shall be endorsed to provide coverage for the legal liability of the ship owner.
The minimum limits acceptable shall be:
$1 Million Combined Single Limit (CSL)
Coverage provided by a Protection and Indemnity Club (P&I) shall be subject to the approval
of the County.
10. Permits: Key West Investment Syndicate, Inc. will secure all required permits,
licenses including but not limited to occupational licenses.
11. Laws and Reoulations: Any and all services, materials and equipment shall
comply fully with all Local, State and Federal laws and regulations, and Key West Investment
Syndicate, Inc. agrees that the venue for any dispute concerning this agreement shall be in
Monroe County, Florida.
12. Taxes: The BOCC and TDC are exempt from Federal Excise and State of
Florida Sales Tax.
13. Finance Charoes: The BOCC and TDC will not be responsible for any finance
charges.
4
Marathon Offshore Grand Prix 2004
14. Relation of BOCCfTDC: It is the intent of the parties hereto that Key West
Investment Syndicate, Inc. 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 BOCC and TDC, and the BOCC and TDC shall at no time be legally responsible for any
negligence on the part of said Event Sponsor, its employees or agents, resulting in either
bodily or personal injury or property damage to any individual, firm, or corporation.
15. Disclosure: Key West Investment Syndicate, Inc. shall be required to list any or
all potential conflicts or interest, as defined by Florida Statute 112 and Monroe County Code.
Key West Investment Syndicate, Inc. shall disclose to the BOCC 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 BOCC and TDC.
16. Assionment: Key West Investment Syndicate, Inc. 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 BOCC.
17. ComDliance with laws - Nondiscrimination: Key West Investment Syndicate, Inc.
shall comply with all federal, state and local laws and ordinances applicable to the work or
payment for
work thereof, and shall not discriminate on the grounds of race, color, religion, sex, age, or
national origin in the performance of work under this Agreement. This Agreement shall be
subject to all federal, state, and local laws and ordinances.
18. Security Protection: Key West Investment Syndicate, Inc. agrees to provide
adequate security for the event.
19. Ethics Clause: Key West Investment Syndicate, Inc. warrants that it has not
employed, retained or other wise had act on its behalf, any former County office or employee
in violation of Section 2 or Ordinance No. 10-1990 or any County officer or employee in
violation of Section 3 of Ordinance No. 10-1990. For breach or violation of the provision the
County may, at its discretion terminate this agreement without liability and may also, at 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 or present County
officer or employee.
20. Loao: All promotional literature and display advertising with the exception of
generic advertising must display the "Florida Keys & Key West, Monroe County Tourist
5
Marathon Offshore Grand Prix 2004
Development Council Come As You Are" logo/trade mark (as per enclosed). This
logo/trade mark was adopted by the TDC and County in November 2000. Radio Advertising
should read "Brought to you by the Monroe County Tourist Development Council". No
reimbursement or direct payment will be considered unless this logo/trade mark is utilized.
21. Severabilitv: If any provision of this Agreement shall be held by a Court of
competent jurisdiction to be invalid or unenforceable, all 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.
22. Authority: Each of the signatories for the sponsor below certifies and warrants
that:
a) The sponsor's name in the agreement is the full name as designated in its corporate
charter, and b) they are empowered to act and execute agreement for the sponsors and c) this
agreement has been approved by the sponsors Board of Directors.
23. Public Entitv 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 Iisf'.
24. Force Maieure: The Key West Investment Syndicate, Inc. shall not be liable for
delay in performance or failure to produce the event in whole or in part-due to the occurrence
of any contingency beyond its control or the control, including war or act of war whether an
actual declaration thereof is made or not, act of terrorism impacting travel in the United States,
insurrection, riot or civil commotion, act of public enemy, epidemic, quarantine restriction,
storm, flood, drought or other act of God, act of nature (including presence of endangered
animal species which cannot be timely removed in a safe manner or any act of any
governmental authority which prohibits the event to be produced, in full or in part, as
described and which the Key West Investment Syndicate, Inc. has exercised reasonable care
in the prevention thereof. Any delay or failure due to the causes stated shall not constitute a
breach of the Agreement; however, the BOCC shall have the right to determine if there will be
Marathon Offshore Grand Prix 2004
6
MAR-04-04 08.05 FROM.MONROE COUNTY ATTY OFFICE 10.3052823518
PAGE a/a
any reduction to the amount of funds due to the Event Sponsor after consideration of all
relevant facts and circumstances surrounding the delay in perfonnance or failure to produce
the event. Upon demand of TDC or BOCC, the Key West Investment Syndicate. Inc. must
furnish evidence of the causes of such delay or failure. BOCC shall not pay for any services
or activities, promotional or otherwise, connected with an event produced after the date{s)
described in paragraph 1 and Scope of Services.
24. Entire AGreement: The parties agree that the Agreement above constitutes the
entire agreement between the BOCC and Key West Investment Syndicate, Inc..
IN WITNESS WHEREOF, the parties hereto have executed this agreement the day and
year first above written.
(SEAL)
Attest:
By
Key West Investment Syndicate. Inc.
By
President
(SEAL
Attest: DANNY L- KOLHAGE, Clerk
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By
Deputy Clerk
By
Mayor/Chairman
;E COUNTY ATTORNE
. :~OVED AS TO E
7
Marathon Offshore Grsnd Prbc 2004
'., :
TIl{ [LORIDA KHS & KfY WfST
MONRO( COUNlYTOURlST DOODPHOO COUNOL
Come as you are-
THf [LORIDA KHS & KfY WfST
MONRO( COUNlY TOURIST DOODPHOO COUNOL
Come as you are.
THf [LORIDA KHS & KH WfST
MONRO( COUNlYTOURlST DOOOPHOO COUNOL
Come as you are-
TU[ [LORIDAKHS&KfYWfST
MONRO( COUNlY TOURIST DOODPHOO COUNOL
Come as you are.
TH[ [LORIDA KHS & KH W[ST
MONRO( COUNTY TOURIST DOODPHOO COUNOL
Come as you are.
TU[ [LORIDA KHS & KH \'lfST
MONRO( COUNlY TOURIST DOOOPHOO COUNOL
Come as you are.
TUf [LORIDA KfYS & KfY WfST TUf [LORIDA KfYS & KfY WfST TUf [LORIDA KfYS & KfY WfST
MONRO[ COUNTY TOURIST DMLOPMOO COUNCIL MONRO[ COUNTY TOURIST DffiLOPHOO COUHOL MONRO[ COUNTY TOURIST DMLOPHOO COUNOL
Come as you arce Come as you arc. Come as )'Ou arce
TUf [LORIDA KfYS & KfY WfST TUf [LORIDA KfYS & KfY WfST TUf [LORIDA KfYS & KfY WfST
MONRO[ COUNTY TOURIST DMLOPHOO COUNOL MONRO[ COUNTY TOURIST DMLOPHOO COUHOL MONR()[ COUNTY TOURIST DMLOPHOO COUNOL
Come as )'Ou arce Come as )'Ou arce Come as )'Ou arce
TH[[LORIDA KHS & KH WfST TH[[LORIDA KHS & KH WfST TH[[LORIDA KHS & KH WfST
MONRO{ COUNTY TOURIST D{VROPMOO COUNCIL MONRO{ COUNTY TOURIST D{VROPM{NT COUNCIL MONRO{ COUNTY TOURIST D{V{LOPM{NT COUNCH.
Come as you aree Come as you arelP) Come as you aree
TH[[LORIDA KHS & KH WfST TH[[LORIDA KHS & KH WfST TH[[LORIDA KHS & KH WfSl
MONRO{ COUNTY TOURIST D{VUOPMOO COUNCIL MONRO{ COUNTY TOURIST D{VUOPM{NT COUNCIL MONRO{ COUNTY TOURIST D{V{LOPM{NT COUNCIL
Come as you aree Come as you arelP) Come as you aree
TUr [LORIDA KEYS & KEY wrST
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCil
Come as you are@
TUr [LORIDA KEYS & KEY wrST
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL
Come as you are@
Tur [LORIDA KEYS & KEY wrST
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL
Come as you are@
TUr [LORIDA KEYS & KEY wrST
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL
Come as you are@
MCTG-3125 New Logo Slick L01