FY2006 10/19/2005 - Cultural
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 Islamorada Chamber of Commerce, Inc. (Hereinafter referred to as "Event Sponso,..);
WHEREAS, the umbrella organization under contrad to the County has recommended
to the Monroe County Tourist Development Council (hereinafter "TDC.), which has endorsed
the recommendation, that certain monies be allocated for promotion of an event;
NOW THEREFORE; in consideration of the mutual promises contained herein, the
parties agree as follows:
1. County shall pay a sum not to exceed $2,183 (Two Thousand One Hundred and
Eighty Three Dollars) for promotion and related expenditures effective October 1, 2005, as
described in the event budget, attached hereto as Exhibit B, for production of the Florida Keys
Holiday Festival on December 2-3, 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 doffar 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 shaff provide promotion and related services as described in the
Sponsor's application for funding, Exhibit A, attached hereto. Aff 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, shaff 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, 2006. 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 aff 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, 2006 aff 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, 2006.
Florida Keys Holiday Festival
Cultural Umbrella Funding FY 2000
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3. 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.
4. 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 shall obtain prior to the event a liquor liability
insurance policy naming Monroe County as a co-insured.
5. 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.
6. County may tenninate this agreement without cause upon providing written
notice to Event Sponsor no less than sixty (60) days prior to the event and may tenninate for
breach upon providing to Event Sponsor notice at least seven (7) days prior to the effective
date of the termination.
7. Event sponsor is an independent contractor and shall disclose any potential
conflicts of interest as defined by Florida Statutes, Chapter 112 and Monroe County Code,
Article XXI.
8. Event Sponsor warrants that he/shelit has not employed, retained or otherwise
had act on hislherlits behalf any fonner 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 tenninate 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 fonner or present County officer or employee.
9. 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 list.
10. Logo: All promotional literature and advertising must display the "The Florida
Keys & Key West, Monroe County Tourist Development CounCil, Come as You A,.,~
Florida Keys Holiday Festival
Cultural Umbrella FUnding FY 2008
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logo/trade mark adopted by the TOC 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 logoltrade mark
is utilized.
11. 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 shall 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 contrad shall be filed with the
Clerk of the BaCC 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 shall be maintained through out 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
Florida Keys Holiday Festival
Cultural Umbrella Funding FY 2008
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$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.
*
IN WITNESS WHEREOF, each P.8';!Y has caused ~~reemenIIO be executed by its
duly authorized representative, the Ltt ..- day of /) . . -1. 2005.
(SEAL)
Attest: Danny L. Kolhage, Clerk
Board of County Commissioners
of Monroe County
~r/~
Deputy !<tJerk
~~>n~
Mayor/Chairman
(CORPORATE SEAL)
Attest:
Islamorada Chamber of Commerce, Inc.
By.
Secretary
~
President
OR
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Florida Keys Holiday FeslJv81
Cultural Umbrella Funding FY 2008
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IIUlli...E COUNTY TOf IJII1i t IIIMLoPueNr COlINea.
CUl.~.~.W-..,A
ICI.......GP lVINra
FISCAL YEAR 2008
EVENT NAME: Florida Keys Holiday Festival.
UII ~1IlId -.It ...... In ... CIIdIr. ,,~ Ia ~ IndIc:aI. lie -.It
*- ollie IIIIlIIn.l.an. "ftJnded. AIIIda "lie ~ only far ..IIRIII....... oI-.1t
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Friday, December 2
1. W1ite Lights
2. Holiday Parade
3. Community Tree and carolers
4. Stage Performances
5. Arts and Crafts
6. Visits with Santa
Saturday, December 3
1. Arts and Crafts
2. Carolers
3. Holiday GOOdies Contest
4. Youth Fashion Show
5. Miss Sugarplum Fairy Contest
6. Mister Gingerbread Man Contest
7. Santa Paws Contest
8. Music and Dance Performances
9. Artists designed ornament auction
1 Q,local Artist Holiday Card Sales
11. Carriage Rides
12. Toys for Tots
13. Visits with Santa
IF FIINDeo. EXHIBrrs A AND 8 WILL IIECOIIE PART OF YOUR COHI'RAcT AN/) l'RAN8Mrrreo TO THE
OFFICe OF 1lfE ClERK OF THE COURT.
.... ~ T~~JIWllCount:Ia..a..t~At;IIl\""
Paga.5
EXHIBIT B
MONROE COUNTY TOUIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
FISCAL YEAR 2006
EVENT NAM8:0RIDA KEYS HOLIDAY FESTIVAL
MEDIA ADVERTISING $ 1,973
BROCHURES, POSTERS, PROGRJ $
DIRECT MAIL & POSTAGE $
PHOTO PROGRAM $
PUBLIC RELATIONS $
PROMOTIONAL ITEMS $
(T-SHIRTS, CAPS, JACKETS,ETC.)
MISCELLANEOUS. $ 210
TOTAL: $ 2,183
*MISCELLANEOUS MAY NOT EXCEED 15% OF THE ABOVE BUDGET
ACTUAL EXPENDITURES MAY DEVIATE NO MORE THAN 10% FROM THIS BUDGET.
THE MAXIMUM REQUEST IS $25,000.00.
FUNDS ARE PAID ON A REIMBURSEMENT BASIS.
ALL PRINT AND TELEVISION MATERIALS MUST DISPLAY THE CURRENT TDC LOGO
ALL BROADCAST ADVERTISING PLACED OUTSIDE MONROE COUNTY MUST INCLUDE THE LI
"SPONSORED IN PART BY THE FLORIDA KEYS AND KEY WEST, MONROE COUNTY TOURIST
DEVELOPMENT COUNCIL."
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED
OFFICE OF THE CLERK OF THE COURT.
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TUf [LORIDA KHS & KfY WfSl
MONRO( coum TOURIST DOOOPHOO mUNOL
Come as you me
THf [LORIDA KHS & KH WfST
MONRO( mum TOURIST DOOOPMOO COUNCIL
Come as you m. .
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THf [LORIDA KHS & KH WfST
MONRO( coum TOURIST IlOOOPHOO COUNCIL
Come as you m.
TUf [LORIDA KfYS & KH WfST
MONRO[ COUHIY TOURIST DmlOPHDIT COUNOL
Come as you m.
THf [LORIDA KHS & KH WfST
MONRO( COUHIYTOURlST DOOOPHOO COUNOL
Come as you m.
THf [LORIDA KillkKH WfST
MONRO( COUHIY TOURIST DOOOPHOO COUNCIL
Come as you m.
TUf [LORIDAKm &KHwm TUf nORlDA Km &KHwm TUf [LORIDA Km &KHwm
MONRO{ COUNTY TOURIST DfVROPHfNT COUNCIL MONROf COUNTY TOURIST DfVROPMOO COUNCIL MONROf COUNTY TOURIST DfVUOPMOO COUNCIL
Come as you are8 Come as you arc8 Come as you are8
TUHLORIDA Km & KHwm TUf [LORIDA Km &KHwm TUf [LORIDA KUllKHwm
MONRO{ COUNTY TOURIST DfYnOPMOO COUNOL MONRO{ COUNTY TOURIST D[V[LOPMfNT COUNCIL HONROf COUNTY TOURIST DmLOPHOO COUNCIL
Comc as yoll are. Comc as you are. Comc as you arc.
TU[ fLORIDA Km & KfYwm TU[ fLORIDA Km & KfY wm TU[ fLORIDA Km & KfY wm
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL
Come as you are~ Come as you are@ Come as you are~
TU[ fLORIDAKm&KHwm TU[ fLORIDAKm&KfYwm TU[ fLORIDAKHS&KfYWill
MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL MONROf COUNTY TOURIST D[V[LOPMfNT COUNCIL
Come as you are18 Come as you arc@ Come as you are@
IHfJLORIDA KEYS & KEY Will
MONRO[ COUNTY TOURIST DfYUOPM[NT COUNCIL
Come as you are@
IHfJLORIDA KEYS & KEY Will
MONRO[ COUNTY TOURIST DfYUOPM[NT COUNCIL
Come as you are@
IlJIJLORIDA KfYS & KftWill
MONRO[ COUNTY TOURIST DfYUOPMfNT COUNCIL
Come as you are@
IHfJLORIDA KEYS & KftWill
MONROf COUNTY TOURIST DfY[LOPMfNT COUNCIL
Come as you are@
MCTG-8084 Logo Slick L01
1996 EditioD
MONROE COUNTY, FLORIDA
Request For Waiver
of
Insurance Requirements
It is requested that the insurance requirements, as specified in the County's Schedule ofInsurance
Requirements, be waived or modified on the following contract.
Contractor: See Event Attachment
(5LAMCJ"~flbA CH/ir-((3~ uP- C6ftl'1frZek
Pu:r(ll DA- /q!y,s HOU Oft"{ fE-STlUftL
Name of Entity:
Name of Event:
Contract (or: Services
Address o( Contractor:
c/o TDC Att: Maxine
Phone: 305-296-1552
Scope o( Work: AdvertisinlZ and Promotion
Reason (or Waiver: ProvidinlZ funds to t>romote event onlv.... Minimal eXDosure to
county
Policies Waiver will
apply to: See Attached
Signature o( Contractor:
Not Approved
Risk Management:
Date:
"7 ' ~,S-05
County Administrator Appeal:
Approved
Not Approved
Date:
Board of County Commissioners Appeal:
Approved
Not Approved
Meeting Date:
Adntinistration Instruction
#4709.2