Item D11
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: MARCH 16. 2005
Division:
TDC
Bulk Item: Y es ~
N,.
, '0
Department:
Staff Contact Person: Maxine Pacini
AGENDA ITEM WORDING:
Approval of an Amendment to Agreement with Phoenix Programs of Florida, Inc. covering the
Phoenix House Fun Fish Tournament to revise date of Toumament to May 5-1,2005 in an amount not
to exceed $2,500, Two Penny Fishing Umbrella Funding.
ITEM BACKGROUND:
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved original Agreement at their meeting of October 20, 2004.
CONTRi\CTJAGREEMENT CHANGES:
Amendment
STAFF RECOMMENDATIONS:
Approval
TOT AL COST: $2,500
BUDGETED: Yes --.X.- No
COST TO COUNTY: $2,500
SOURCE OF FUNDS:
TDC
REVENUE PRODUCING: Yes...lL.. No
AMOUNT PER MONTH_ Year
APPROVED BY: County Any ~ OMB/Purchasing~
Risk Management ~
DIVISION DIRECTOR APPROVAL:
(Lynda Stuart)
DOCUMENTATION:
Included X
Not Required ~....___
DISPOSITION:
AGENDA iTEM #
Revised 2/05
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with:
Phoenix Programs of
Florida, Inc.
Contract
Effecti ve Date: 10/20/04
Expiration Date:
Contract Purpose/Description:
Approval of an Amendment to Agreement with Phoenix Programs of Florida. Inc.
covering the Phoenix House Fun Fish Tournament to revise date of Tournament to May
5-:t, 2005 in an amount not to exceed 52,500, Two Penny Fishing Umbrella Funding.
Contract Manager: Maxine Pacini
(Name)
3523
(Ext. )
TDC # 3
(Department/Stop #)
for BOCC meeting on
3/16/05
Agenda Deadline: 3/1105
CONTRACT COSTS
Total Dollar Value of Contract: $ 2,500
Budgeted? YesL2J No D Account Codes:
Grant: $
County Match: $
Current Year Portion: $
115-75022-530340-T55F-507X-530480
115-75022-530340- T55F-507X-53041 0
- - -
-~~--
ADDITIONAL COSTS
Estimated Ongoing Costs: $_/yT For:
(Not included in dollar value above) (eg. maintenance, utilities, janitorial, salaries, etc.)
CONTRACT REVIEW
Qate)n
Division Director;;/1;1o/;~;~)
Changes
Needed
YesD NoG
Date Out
Risk Management
YesD No0
O.M.B./Purchasing rJ~r YesD NoW
( (
County Attorney
YesD NO~u~~"~"mmm_ S.Hutton
Comments:
OMB Form Revised 2/27/01 Mep #2
AMENDMENT TO AGREEMENT
THIS ADDENDUM to agreement is made and entered into this _ day of
2005, between the County of Monroe and Phoenix Programs of Florida, Inc.
WHEREAS, there was a contract entered into on October 20,2004, between the
parties, awarding $2,500 to the Phoenix Programs of Florida, Inc. for the Phoenix
House Fishing Tournament on May 12-15, 2005, and
WHEREAS, it has become necessary to revise the dates of event due to a
conflict with another scheduled event;
NOW, THEREFORE, in consideration of the mutual covenants contained herein
the parties agree to the amended agreement as follows:
1. Paragraph 1 of the Agreement shall read as follows: County shall pay a
sum not to exceed $2,500 (Two Thousand and Five Hundred Dollars) for promotion
and related expenditures, as described in the event budget, attached hereto as Exhibit
8, for production of the Phoenix House Fishing Tournament on May 5-7j 2005.
Payment will be made only after Event Sponsor submits invoices and support
documentation acceptable to the County's Finance Department. The advertising and
promotion budget for County funding may be altered as to the individual line items, or
components, within 10% of the amount stated for that item or component, without
increasing the total dollar amount and without requiring a written amendment to this
agreement The general non-alfocated section of an Umbrella event budget may be
utilized for unforeseen permissible expenditures and for those budget lines that may
require additional funds. Monroe County's performance and obligation to pay under this
agreement is contingent upon an annual appropriation by the County.
2. The remaining provisions of the contract dated February 19, 2003, remain
in full force and effect.
IN WITNESS WHEREOF, the parties have set their hands and seal on the day
and year first above written.
Phoenix Programs of Florida, Inc.
President
(SEAL)
ATTEST: DANNY L KOLHAGE, CLERK BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
Deputy Clerk
Mayor/Chainnan
Page 1 of 1
Pacini~Maxine
From: FishUmbrella@aoLcom
Sent: Thursday, February 17, 2005 10:07 AM
To: AdminAsst@Fla-Keys.com
Subject: Re: Contract Date Change
Below is a request to change a tournament date for Phoenix House Fishing tourn.
They are conflicting with another event and can't get hotel rooms and charter boats.
If you need anything else please let me know.
Thank you,
Christina
FKFT, Inc.
305-872-2233
In a message dated 2/16/2005 1 :23:26 PM Eastern Standard Time, TBoggs@phoenixhouse.org writes:
I We have decided to go ahead and change the date of the Phoenix House Fishing Tournament to May 5-
11th. Let me know what you will need from me to get this changed!
I Thanks for your help!
Tanya
Tanya Boggs
Director of Development
I Phoenix House - Florida Regional Office
p. 813.989.9170 ext 6211
I L 813.989.9171
2117/2005
FUNDING AGREEMENT
THIS AGREEMENT is made and entered into by and between the Board of
County Commissioners of Monroe County, Florida, (hereinafter referred to as the "County")
and Phoenix Programs of Florida, Inc. (Hereinafter referred to as "Event Sponsor");
WHEREAS, the umbrella organization under contract to the County has recommended
to the Monroe County Tourist Development Council (hereinafter ''TDC''), which has endorsed
the recommendation, that certain montes be allocated for promotion of an event;
THEREFORE; in consideration of the mutual promises contained herein, the parties
agree as follows:
1. County shall pay a sum not to exceed $2,500 (Two Thousand and Five Hundred
Dollars) for promotion and related expenditures, as described in the event budget, attached
hereto as Exhibit 8, for production of the Phoenix House Fishing Tournament on May 12-15,
2005. Payment will be made only after Event Sponsor submits invoices and support
documentation acceptable to the County's Finance Department. The advertising and
promotion budget for County funding may be altered as to the individual line items, or
components, within 10% of the amount stated for that item or component, without increasing
the total dollar amount and without requiring a written amendment to this agreement The
general non-allocated section of an Umbrella event budget may be utilized for unforeseen
permissible expenditures and for those budget lines that may require additional funds. Monroe
County's performance and obligation to pay under this agreement is contingent upon an
annual appropriation by the County.
2. Event Sponsor shall provide promotion and related services as described in the
Sponsor's application for funding, Exhibit A, attached hereto. All advertising and public
relations services or supervision of advertising and public relations will be provided through the
contracted agencies of the TDC and County. The agencies of record, shall receive payment
of work in progress upon submission of documented invoices associated with said event.
Event sponsor fully understands that funding is obtained from tourist development taxes for
which the fiscal year ends September 30, 2005. Event sponsor also understands that the
funding process through which this contract was made available by County requires event
sponsors to submit their payment requests as quickly as possible and to finalize all such
requests before the end of the fiscal year, if at all possible. In order for the tourist
development taxes to be utilized most effectively for the purpose for which they were
authorized. attracting and promoting tourism, the budgeting process of the County requires the
event's funding to be concluded in a timely manner. In recognition that the timeliness of
payment requests is of extreme importance to the funding of future advertising and promotion
for the stability of the tourist-based economy, Event Sponsor agrees to submit by September
30, 2005, all invoices and support documentation as required by the County's Finance
Department rules and policies. Event Sponsor shall not be reimbursed nor will Event
Sponsor's vendors be paid directly for any invoices received by the County after September
30, 2005, except that for events with promotional expenditures incurred between July 1 and
September 30, 2005, invoices must be submitted within ninety (90) days of the conclusion of
the event.
Fishing Umbrella Funding FY 2005
3. No person or entity shalf be entitled to rely upon the terms, or any of them, of this
Agreement to enforce or attempt to enforce or attempt to enforce any third-party claim or
entitlement to or benefit of any service or program contemplated hereunder, and the County
and the Contractor agree that neither the County nor the Contractor or any agent, officer, or
employee of either shall have the authority to inform, counsel, or otherwise indicate that any
particular individual or group of individuals, entity or entities, have entitlements or benefits
under this Agreement separate and apart, inferior to, or superior to the community in general
or for the purposes contemplated in the Agreement.
4. Event Sponsor shall reimburse County for any amount of funds expended by
County in connection with an event which does not occur as a result of any act or omission by
Event Sponsor.
5. Event Sponsor covenants and 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 services provided, event sponsored, or other activities and
funding associated with this agreement. Should event involve the serving or distribution of
alcoholic beverages, Event Sponsor shalf obtain prior to the event a Liquor Liability insurance
policy naming Monroe County as a co-insured.
6, Event Sponsor shall maintain records pursuant to generally accepted accounting
principles for three (3) years after the event and shall permit County and its agents and
employees access to said records at reasonable times.
7. County may terminate this agreement without cause upon providing written
notice to Event Sponsor no less than sixty (60) days prior to the event and may terminate for
breach upon providing to Event Sponsor notice at least seven (7) days prior to the effective
date of the termination.
8. Event sponsor is an independent contractor and shalf disclose any potential
conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code,
Article XXI.
9. Event Sponsor warrants that he/she/it has not employed, retained or otherwise
had act on his/her/its behalf any former County officer 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 contract without liability and may also, at its discretion, deduct from
the contract 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.
10. 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 perlorm work as a contractor, supplier,
Fishing Umbrella Funding FY 2005
2
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 list.
11. Logo: All promotional literature and advertising must display the "The Florida
Keys & Key West, Monroe County Tourist Development Council, Come as You Are",
logoltrade mark adopted by the TDC and County on November, 2000 (as per attached).
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.
12. Insurance Requirements: Event Sponsor, as a pre~requisite of the Special Event
governed by this agreement, shall obtain, at its own expense, insurance as specified in this
section.
Event Sponsor 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. Event Sponsor 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 may result in the
immediate suspension of the Event until the required insurance has been reinstated or replaced.
Event Sponsor shalf provide, to the County, as satisfactory evidence of the required insurance,
either:
* Certificate of Insurance
or
* Certified copy of the actual insurance policy
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.
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 Event Sponsor's insurance shall not be construed as
relieving Event Sponsor 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.
Event Sponsor 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, Event Sponsor shall obtain
General Liability Insurance. Coverage shalf be maintained through out the life of the contract and
include, as a minimum:
* Premises Operations
* Products and Completed Operations
* Blanket contractual Liability
Fishing Umbrella Funding FY 2005
3
* 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
* $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.
Recognizing that the work governed by this contract involves the sales and/or distribution of
alcoholic beverages, the Contractor's General Liability Insurance policy shall include Liquor
Liability with limits equal to those of the basic coverage.
A separate Liquor Liability policy is acceptable if the coverage is not more restrictive than
the contractor's General Liability policy.
.::-,'I~~ITNESS WHE~EOF, each P!l~has caused this~reement to be executed by its
QU~tfiet~~ representative, the 2L/ .. day of ('/'JC~1 .2004.
;;,,'+ "l~' r2.3:'~" V~\~\
Board of County Commissioners
o.t t~ onroe C. ounty c
//~~ \[ r~
cI ,^,-.
Mayor/Chairman
By.
Secretary
(CORPORATE SEAL)
Attest:
Phoenix Programs of Florida, I
OR
Witness
~~' ,~~;.- ~
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Fishing Umbrella Funding FY 2005
4
EXHIBIT "A",
FLORIDA KEYS FISHING TOURNAMENTS, INC.,
TOURNAMENT SCHEDULE OF EVENTS
FISCAL YEAR 2004-2005
f'\S~\~
Phoenix Bouse "qJnr -'/lb Tournament
PRINT TOURNAMENT NAME
DAY 1
Registration 3:00 PM - 6:00 PM
Captain's Meeting 6:00 PM
~:~PM OTHER EVENT Welcome Party
DAY 2
(May 13)
8 :.2.!LAM LINES IN WATER
-.!...:~PM LINES OUT OF WATER
~;~PM EVENING EVENT (TBD Sponsored Fish Fry)
--!--l~ PM WEIGH-IN OVER
9 : ~PM OTHER EVENT
(TBD Duval Street Bar Sponsored Party)
DAY 3 ~:~AM LINES IN WATER
(May 14)
-L:~PM LINES OUT WATER
_:_PM EVENING EVENT
--!--:~PM WEIGH-IN OVER
-2--: ~PM OTHER EVENT
Award Dinner and Party
DAY 4 ~:~AM Breakfast for Winning Anglers, Sponsors and Press
(May 15)
EXHIBIT "B"
BUDGET BREAKDOWN
FLORIDA KEYS FISHING TOURNAMENTS, INC.
OCTOBER 1, 2004 TO SEPTEMBER 30, 2005
PHOENIX HOUSE FISHING TOURNAMEMT
---------------------------------------------------------
MAY 12-15, 2005
DIRECT MAIL & POSTAGE $ 500.00
BROCHURES, POSTERS,
PROGRAMS, PATCHES $ 500.00
TROPHIES $ 500.00
PHOTO PROGRAM $ 500.00
MEDIA ADVERTISING $ 500.00
T-SHIRTS, CAPS, JACKETS $
*GENERAL NON-ALLOCATED $
$ 2,500.00
*GENERAL NON-ALLOCATED IS NOT TO EXCEED 15% OF THE
TOURNAMENTS TOTAL BUDGET.
*TOURNAMENTS CAN NOT EXCEED MORE THAN 30% OF THE
TOTAL BUDGET IN TROPHY LINE ITEM EXCEPT WHEN
TOURNAMENTS GET SPECIAL APPROVAL FROM FKFT, INC.
rU[ nORIDA KUS & Kn W[ST
MOHRO{ (OUNTYTOURlST DlVllilPHOO COUNCil
Come as you an::8
m[ nORIDA Kns & Kn WfST
MONRO[ COUNTY TOURIST l>fV{WPHfNT COUNCIL
Come as you are8
rUt nORIDA Kns & KfYWfST
HONROf (OUIffi' TOURIST IlfVUOPHfIIT mUNOl
Come as you are8
rut nORIDA Kns & KH WfST
HONROf (QUNTYTOURlST llfVllOPHfIIT mUNOl
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m[ [LORIDA KUS & KfYWfST
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MONRO{ COUNTY TOURIST DfVROPHOiT COUNCIL MONRO{ COUNTY TOURIST DfVfWPMfHT COUNCIL MONRO[ COUNTY TOURIST OfVfWPMOiT COUNCIl
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TUf [LORIDA KfYS &KHWfSr THf [LORIDAKfYS&KfYWfST rUf [LORIDA KfYS &KfYWfST
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TU[fLOR lOA Km & KfY WfST TU[fLORIOA Km & KfY WfST TU[fLORIOA Km & KfY WfST
MONROf COUNTY TOURIST DfVfWPMfNT COUNCil MONROf COUNTY TOURIST DfVfWPMfNT COUNCIL MONROf COUNTY TOURIST DtvfLOPMfNT COUNCll
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THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST DryrLOPMfNT COUNCil
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THf [LORIDA KfYS & KfY WfST
MONROf COUNTY TOURIST DfYfLOPMfNT COUNCIL
Come as you are@
THf [LOR IDA KfYS & KfY WfST
MONROf COUNTY TOURIST DfY[LOPMfNT COUNCIL
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MONROf COUNTY TOURIST O[YfLOPM[NT COUNCIL
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MCTG-3125 New Logo Slick L01
1996 Edido.
MONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the insurance requirements. as specified in the County's Schedule oflnsurance
Requirements, be waived or modified on the following contract.
Contrador: See Event Attachment
Name of Entity: ~ t') €. V\ ~ ~
Name of Event: ~ae\A.~~
Contract for: Services
fro(J~5 qr F'l'J;\~ J ke-
t\c>O$.R.. . ~ _ :-;L,. -r~
p: S.~IV~
Address of Contractor:
c/o mc Att: Maxine
Phone: 305-296-1552
Scope of Work: Advertising. and Promotion
Reason for Waiver: Providing. funds to promote event only. . .. Minimal exposure to
county:
Policies Waiver will
apply to: See Attached
Signature of Contractor:
Approved
Risk Management: /:::
r;/;7/0 tj
Date:
County Administrator Appeal:
Approved
Not Approved
Date:
Board of County Commissionen Appeal:
Approved
Not Approved
Meeting Date:
Administration Instruction
#4709.2