FY2006 10/19/2005
.ltllllle
CirclaClUn
Danny L. Kolhage
Phone: 295-3130 Fax: 296-3668
To:
Lynda Stuart, OffICe Manager
Tourist Development Council
Attn:
Maxine Pacini
Isabel C. DeSantis, · - V
Deputy Clerk JP'
From:
Date:
Wednesday, November 09, 2005
At the BOCC meeting on October 19, 2005, the Board approved the fOllowing
Cultural Umbrella Event Funding Agreements for FY 2006, totaling $402,547.00:
"Man, 3000 Years Under the Sea", in the amount of $25,000.00; "Silver!: Plata Del
Mar", in the amount of $25,000.00; In Their Own Words, The History of Key West,
1822-1940, in the amount of $23,000.00; Island Opera Theatre Concert Series, in the
amount of $15,885.00; Key West Players at the Waterfront Playhouse, in the amount of
$21,000.00; Marathon Community Theatre 2005-2006 Season, in the amount of $22,897.00;
Performance at St. Paul's, in the amount of $5,000.00; Red Barn Theatre/Live Theatre, in
the amount of $23,000.00; The Key Players 2005/2006 Season, in the amount of $20,810.00;
Key West Symphony Orchestra 2005.2006 Season, in the amount of $21,000.00; The Key
West Pops Orchestra, in the amount of $8,760.00; Tennessee Williams Theatre 2005.2006
Season, in the amount of $21,000.00; (1) Annual Benefit Concert (featuring Maynard
Ferguson); (2) Historic Holiday Candlewalk; (3) 2006 Upper Keys Concert Series; (4) St.
Patrick's Day Irish Concert, in the amount of $25,000.00; Pirates in Paradise Festival
2005, in the amount of $8,760.00; KWCA Impromptu Concerts, in the amount of $8,760.00;
Florida Keys Art Guild, Outdoor Shows, in the amount of $14,730.00; Pops in the Park, in
the amount of $7,550.00; Florida Keys HOliday Festival, in the amount of $2,183.00;
Marathon Garden Club's 2005/2006 Seasonal Events, in the amount of $15,278.00; 46th
Annual Key West House and Garden Tours and 44th Annual Conch Shell Blowing
Contest, in the amount of $13,760.00; Middle Keys Concert Series, in the amount of
$5,862.00; Art Under the Oaks, in the amount of $2,750.00; Sculpture Key West, in the
amount of$21,000.00; Civil War Heritage Festival, in the amount of$5,000.00; Pigeon Key
Art Festival, in the amount of $11,700.00; Robert Frost Poetry Festival 2006, in the
amount of $5,000.00; Harry S. Truman Legacy Symposium and Exhibit, in the amount of
$13,762.00; and 22nd Annual Underwater Music Festival AquaCulture-Music and Art in
the Key of Sea, in the amount of $9,100.00.
Attached hereto are two (2) duplicate originals of each document for your
handling. Should you have any questions concerning the above, please do not hesitate to
contact me at 295-3130.
cc: Finance
County Attorney
File
FUNDING AGaEEI8ENI
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 Middle
Keys Concert Association, 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 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 $5,862 (Five Thousand Eight Hundred and
Sixty Two Dollars) for promotion and related expenditures, as described in the event budget,
attached hereto as Exhibit B, for production of the Middle Keys Concert Series between January
2006 and March 2006. 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-aJlocated 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 TOC 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, 2006. Event sponsor also understands that the funding process through which this
contrad was made available by County requires event sponsors to submit their payment requests
as quickJy 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, 2006, 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, 2006, except
that for events with promotional expenditures incurred between July 1 and September 30, 2006,
invoices must be submitted within ninety (90) days of the conclusion of the event.
Middle Keys Concert Series
Cultursl Umbrella Funding FY 2006
I
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 terminate this agreement without cause upon providing written notice to
Event Sponsor no less than sixty (eo) 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.
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 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.
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: AU 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 TOe and County on November, 2000 (as per attached).
Middle Keys CofJC6ft Series
Cultural Umbrella Funding FY Z~
2
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.
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 aU insurance policies required by this contract 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 wUl 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 shaU 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
* $1,000,000.00 per Occurrence
Middle Keys COI7C8ft S8ries
Cultural Umtxe/la Funding FY 2006
3
$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
centrad. 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 contrad involves the sales and/or distribution of
alcoholic beverages, the Contrador's General liability Insurance poJicy shaU include liquor
liability with limits equal to those of the basic coverage.
A separate liquor liability poJicy is acceptable if the coverage is not more restrictive than
the contrador's General Liability policy.
*
IN WITNESS WHER.EOF. each p~ has caus4,tt)~Agreement to be executed by its
duly authorized representative, the 1 't '- day of Gt{J ~~ . 2005.
(SEAL)
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Deputy c.rk
-
Board of County Commissioners
of Monroe County
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Mayor/Chairman
(CORPORATE SEAL)
Inc.
Attest:
By.
Secretary
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EXHIBIT A
MONROE COUNTY TOURIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA
SCHEDULE OF EVENTS
FISCAL YEAR 2006
EVENT NAME: MIDDLE KEYS CONCERTS
List scheduled event activities in date order. If pre-promotion is included, indicate the event
dates of the next season. If funded, funds will be reimbursed only for the promotion of event
activities listed here.
January, 2008 Gala Fundraiser event featuring entertainment by the Foothills Brass
January, 2008 Concert: Foothills Brass Quintet
January, 2008 Concert: Renaissance Chamber Orchestra
February, 2008 Concert: Clancy Newman, cello and Noreen Cassidy-Polera, pianist
February, 2008 Concert: An Evening of Opera Highlights
March, 2008 Concert: Moscow Chamber Orchestra
March, 2008 Concert: Moscow Chamber Orchestra (special added performance)
March, 2008 Concert: Stanislaw Drzewiecki, pianist
IF FUNDED, EXHIBITS A AND B WILL BECOME PART OF YOUR CONTRACT AND TRANSMITTED TO THE
OFFICE OF THE CLERK OF THE COURT.
Monroe County Tourist Development Council Cultural Umbrella Application
Page: 5
MONROE COUNTY TOUIST DEVELOPMENT COUNCIL
CULTURAL UMBRELLA EVENT FUNDS
BUDGET BREAKDOWN
FISCAL YEAR 2006
EVENT NAME: MIDDLE KEYS CONCERT SEASON
MEDIA ADVERTISING $ 3,300
BROCHURES, POSTERS, PROGRAMS $ 2,500
DIRECT MAIL & POSTAGE $
PHOTO PROGRAM $
PUBLIC RELATIONS $
PROMOTIONAL ITEMS $
(T-SHIRTS, CAPS, JACKETS,ETC.)
MISCELLANEOUS* $ 62
TOTAL: $ 5,862
*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 LINE
"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 TO THE
OFFICE OF THE CLERK OF THE COURT.
EXHIBIT B
TUf [LORIDA Ins & IIY WfST
MONRO[ COUNTY TOURIST DOOlJPMOO COUNOL
Come as you arc-
TUf [LORIDA Ins & IfY WIST
MONRO[ COUNTY TOURIST DOOOPMOO COUNOL
Come as you arc-
THI [LORIDA Ins & IfY WIST
MONRO[ COUNTY TOURIST DOO.OPHOO COUNOL
Come as you arc-
TUf [LORIDA Ins & In WfST
MONRO[ COUNTY TOURIST DOOlJPHOO COUNOL
Come as you arc-
TUf [LORIDA Ins & In WfST
MONRO[ COUNTY TOURIST DOOOPHOO COUNOL
Come as you arc-
THf nORIDA Ins & IfY WfST
MONRO[ COUNTY TOURIST DOOOPHOO COUNOL
Come as you arc-
TUf [LORIDA KfYS & K fY WfST TUf [LORIDA K[YS & KH WfST TUf [LORIDA KfYS & K[Y W[ST
MONROf COUNTY TOURIST D[V(lOPMfNT COUNCIl MONROf COUNTY TOURIST DMLOPMOO COUNCIl MONROf COUNTY TOURIST I)[V[l.OPMfNT COUNOL
Come as you are8 Come as you are8 Come as you are8
TUf [LORIDA KfYS & KfY WfST TUf [LORIDA K[YS & KfY WfST TH[ [LORIDA K[YS & KfY W[ST
MONRO{ COUNTY TOURIST D[V(lOPMOO COUNCIL HONROf COUNTY TOURIST DOOOPHfNT COUNCIl HONROf COUNTY TOURIST DOOOPHOO COUNOL
Come as you ale8 Come as you are8 Come as you are8
TUr [LORIDA Km & KfY wm TUr nORIDA Km & KfY wm TUr nORIDA Km & KfY wm
MONROf COUNTY TOURIST DfY[LOPMfNT COUNCIL MONROf COUNTY TOURIST DfY[LOPMfNT COUNCIL MONROf COUNTY TOURIST DfYfLOPMfNT COUNCIL
Come as you are@ Come as you are@ Come as you are@
TUr nORIDA Km & KfY wm TUr nORIDA Km & KfY wm TUr nORIDA Km & KfY wm
MONROf COUNTY TOURIST DfY[LOPHfNT COUNCIL MONROf COUNTY TOURIST DffiLOPMfNT COUNCIL HONROf COUNTY TOURIST DfY[LOPMfNT COUNCIL
Come as you are@ Come as you are@ Come as you are@
THE nORIDA KfYS & KfY WEST
MONROf COUNTY TOURIST OPlnOPMfNT COUNCIL
Come as you are@
ruE [LORIDA KfYS & KfY WEST
MONROf COUNTY TOURIST OPl[lOPMfNT COUNCIL
Come as you are@
THE [LORIDA KfYS & KfY WEST
MONROf COUNTY TOURIST OPlfLOPMfNT COUNCIL
Come as you are@
ruE [LORIDA KfYS & KfY WEST
MONROf COUNTY TOURIST OfVnOPMfNT COUNCIL
Come as you are@
MCTG-BOB4 Logo Slick L01
1996 Edit10a
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
Name of Entity:
Name of Event:
Contract for: Services
Address of Contractor:
c/o TDC Att: Maxine
Phone: 305-296-1552
Scope of Work: Advertisine and Promotion
Reason for Waiver: Providine funds to oromote event only. ... Minimal exoosure to
county
Policies Waiver will
apply to: See Attached
Signature of Contractor:
Not Approved
Risk Management:
"7 ' d,S--OS
Date:
County Administrator Appeal:
Approved
~ot Approved
Date:
Board of County Commissioners Appeal:
Approved
~ot Approved
Meeting Date:
Administration Instruction
#4709.2