Loading...
Letter of Agreement Centennial Celebration • 204 - 2KZO F 014/2015 CONTRACT TOURISM ADVANCEMENT PROGRAM LETTER OF AGREEMENT Grantee Name City of Miami Beach Contact Person Max Sklar Contact Phone Number 305.673.7577 Grantee Address 1700 Convention Center Drive Miami Beach, Florida 33139 Name of Project City of Miami Beach Centennial Celebration Project Date(s) March 22-26, 2015 Total Amount of MBVCA Grant $50,000 DEADLINES CONTRACT DEADLINE JANUARY 26, 2015 INTERIM REPORT DEADLINE MARCH 2,2015 FINAL REPORT DEADLINE MAY 26, 2015 REQUEST FOR REIMBURSEMENT/EXPENDITURE DEADLINE SEPTEMBER 30,2015 The MBVCA requires that you attach a resolution from your board authorizing the execution of this agreement by the signatory. Attach Hereto. IN WITNE',S WHER: F, the parties hereto have executed this Agreeme f. this dat- ' lo-19014 Authorized'-ignat a Chairperson o e =each For Grantee Organization Visitor and Convention Authority City Manager Title of Signatory APPROVED AS TO FORM & LANGUAGE Jimmy L. Morales & FOR EXECUTION Type or Print the above Signature -� it-23- t4- The above signatory certifies that all information provided in the Letter of Agreement and all attalatffients are true and accurate. ' 0°111."/#11/4) Notary Public ti$\:°• •Mss �, (Notary is for the Grantee Organization Onlye "):(°� t28.20,�; •? g 2: #EE 193831 ;Q �o�,:• Q�� 3 ///'��'W IIII'fOO��`. MIAM! JVISITOR AND , 014/2015 CONTRACT I M ADNCEMENT PROGRAM BEACH! AUTHORITY TOURISM PUBLIC RELATIONS ACKNOWLEDGMENT FORM Grantee Name City of Miami Beach Contact Person Max Sklar ontact hone umber 305.673.7577 Grantee ddress 1700 Convention Center Drive Miami Beach, Florida 33139 Na�'s o Piolect - City of Miami Beach Centennial Celebration Project Date(s) March 22-26, 2015 Total Amount of MBVCA Grant $50,000 The MBVCA has contracted with Hill and Knowlton (H&K)to promote the City of Miami Beach and the MBVCA through a strategic plan based on the following primary "buckets": 1. Arts and Culture Traveler 2. Culinary Travel 3. Global GBLT Traveler 4. Leisure Lifestyle Traveler 5. Shopping Tourism 6. Sports/Celebrity/Entertainment Traveler 7. The Music Scene H&K welcomes information from grant recipients about events that can be used to pitch Miami Beach stories, embellish press releases or provide background information. The MBVCA works closely with H&K to develop releases only featuring grants made. Grant recipients who want to hire H&K for event-specific press releases or wire access are able to do so. H&K expects to offer a special hourly rate for the development of releases, with wire access, (should it be desired) paid by t - event producers. Received Jnd acknow edged by: l , Authorizeo igna r re For Grant Organization City Manager Title of Signatory Jimmy L. Morales Type or Print the above Signature (Z zy I`T Date 4 AA(A i\A+ VISITOR AND • • BEACH AUTHORITY CONVENTION FY 2014/2015 CONTRACT TOURISM ADVANCEMENT PROGRAM GENERAL CONDITIONS Please initial each item and keep a copy for your records 1. PROJECT AND BUDGET DESCRIPTION: The Grantee may only use the award for the purposes that are specifically described in the Project Description and Budget. The grantee must fulfill all the terms outlined in the motion approving the grant by the MBVCA Board and/or Grants Review Panel. All expenditures will be subject to the terms of this Agreement and the Revised Project Narrative and Revised Project Budget attached hereto. The Grantee's expenditure of grant funds is to be used only for the specific items or any special conditions set forth by the MBVCA Board and/or Grants Review Panel. Please review the MBVCA grant guidelines for complete list of funding restrictions. Any changes in project, i.e. budget, location,date, etc. must be reported to the MBVCA Administrator, at 1701 Meridian Avenue, Suite 403, Miami Beach, FL 33139, immediately in writing. Budget decreases or increases of 10%or more may require a re-evaluation and approval by the MBVCA Board. 2. PAYMENT SCHEDULE: The MBVCA pays its Tourism Advancement Program grants upon the completion of the event. To be reimbursed by the MBVCA for expenses approved by Board motion and application budget, please document all applicable expenses on the Request for Reimbursement form, and provide the proper documentation for each request. For Cultural Tourism Grants, provided in conjunction with the City of Miami Beach Cultural Affairs Program (CAP),the first 50%of the grant award will be disbursed after the Interim Report and Request for Reimbursement, along with proper documentation, is provided to MBVCA Administration. The remaining 50% will be disbursed upon the successful completion of the event as outlined in the Revised Project Description. The MBVCA requires the following documentation: ✓ Each paid invoice must be stapled to the copy(front and back)of your proof of payment. ✓ Proofs of payment, such as a canceled check or replacement check, as per the guidelines of the Check Clearing for the 21st Century Act (Check 21 Act) if applicable, is to be submitted for reimbursement. Wire transfer confirmations may be submitted in place of a canceled check, with the approval of the MBVCA Administration. ✓ Enclose copies of all printed material, i.e. Ads, Brochures, Programs, etc., with the Reimbursement Form attached to this contract. ✓ At the 50% point of expenditures, the Administrator must be contacted with an updated budget showing where the project is mid-range compared to the original budget. Bills Incurred prior to the beginning of the fiscal year or the date of the grant approval are not reimbursable. Bills incurred after the end of the fiscal year are not reimbursable unless previously approved in writing by MBVCA administration. The MBVCA assumes no obligation to provide financial support of any type in excess of the total grant amount. Cost overruns are the sole responsibility of the Grantee. The Grant funds will be disbursed upon receipt and approval by the Administrator of all reports, invoices, and documents due from the Grantee, as required through this Agreement. The reimbursement cycle is approximately 30 days from when the request is submitted to the MBVCA Administrator, providing that the information submitted is complete and accurate. Please reference the MBVCA Grant Guidelines to determine which expenses are reimbursable. 5 3. REPORTS: ® S The Grantee must supply the MBVCA with interim reports documenting that the grantee has fulfilled all requirements. Organizations that have been granted funds should supply Interim Reports to the MBVCA every period. Failure to meet this requirement will result in a delay of payment or cancellation of funding. The Final Report and Exit Interview Form,as supplied in this contract, must be completed accurately and according to guidelines. The original reports should be sent to the MBVCA Administrator within sixty (60) days of project completion. Final disbursement is dependent on completion and successful submission of the Final Report,including the required Exit Interview Form and a Profit and Loss Statement for your event. Final submission of all documentation, including but not limited to, final report, request for reimbursement and Exit Interview Form must be completed before the end of the fiscal year. Any extensions must be requested in writing and approved by MBVCA administration prior to the end of the fiscal year. The fiscal year is defined as October 1 — September 30. 4. ACCOUNTING AND FINANCIAL REVIEW: The Grantee must keep accurate and complete books and records of all receipts and expenditures of Grant funds in conformance with reasonable accounting standards. These books and records,as well as all documents pertaining to payments received and made in conjunction with this Grant, such as vouchers, bills, invoices, receipts, bank statements and canceled checks, shall be retained in Miami-Dade County in a secure place and in an orderly fashion by the Grantee for at least two years after the expenditure deadline. The MBVCA or its designee at the Grantee's offices may examine these books, records and documents during regular 9 Y business hours and upon reasonable notice. Furthermore, the MBVCA may, at its own expense, audit or have audited, upon reasonable notice,all the financial records of the Grantee,whether or not purported to be related to this Grant. Please note that the MBVCA is unable to disburse funds unless all required documents pertaining to the grant have been received and approved. I 5. BANK ACCOUNTS: Monies received pursuant to this Agreement shall be kept in accounts in established Miami-Dade County banks or savings and loan associations whose identities shall be disclosed in writing on the attached Bank Statement form. These accounts need not be accounts, which are segregated from other accounts maintained by the Grantee. The identity and title of individuals whom the Grantee authorizes to withdraw or write checks on Grant funds from the banking institutions shall be disclosed in writing on the Bank Statement form. -\ 6. PUBLICITY AND CREDITS: You are required to prominently display the MBVCA logo in all marketing, publicity,and advertising materials related to this grant. The Grantee must also include the following credit line in all public announcements, press releases, programs, collateral material, print and broadcast media: WITH THE SUPPORT OF THE MIAMI BEACH VISITOR AND CONVENTION AUTHORITY. The MBVCA logo and website link should also be displayed on the event-related and/or organizational website. Please note that failure to do so could result in a diminution of MBVCA funding in current or future grant cycles. 7. PROMOTIONAL MATERIAL: The following promotional materials are available upon request to all grant recipients: Full Color Full Page and Half Page Ads for use in event program books. If this is a Cultural Tourism grant, promotional material from the City of Miami Beach, Cultural Affairs Program will also be made available. If you would like City of Miami Beach material for distribution at your event, please contact Michael Aller, City of Miami Beach Director of Tourism and Convention/Chief of Protocol. • 6 • 0 \,___8. INSURANCE REQUIREMENTS: The City of Miami Beach and the Miami Beach Visitor and Convention Authority shall be held harmless by the Grantees who must meet all the insurance requirements of the City of Miami Beach. Proof of insurance must be shown with endorsement to the City of Miami Beach. For information on insurance and other City Service requirements please contact the Special Events Liaison for the City of Miami Beach at(305)673-7577. 9. REMEDIES AND EXPENDITURES DEADLINE/DEFAULT PROVISIONS: In the event the Grantee shall fail to materially conform to any of the provisions of this Agreement, the MBVCA may withhold or cancel all, or any, unpaid installments of the Grant. Further, in the event of a material breach of any term or condition of this Agreement,upon five(5)calendar days written demand by the MBVCA,the Grantee shall repay all portions of the Grant which have been received by the Grantee. The Grantee will be liable to reimburse all unauthorized expenditures discovered after the expiration of the Grant period. The Grantee will also be liable to reimburse the MBVCA for all lost or stolen grant funds. Grant funds which remain in the possession or under the control of the Grantee as of the date of the Expenditure Deadline must be returned within 15 days after the Expenditure Deadline; if such funds have been committed but not expended,the Grantee must request in writing from the Administrator an extension of the Expenditure Deadline for a period not to exceed one year. Grantees failing to submit final paperwork during the fiscal year in which the grant was awarded (i.e. submission of final report, request for reimbursement, exit interview, and profit and loss statement) will be ineligible to apply and/or receive a grant during the subsequent fiscal year; however, the Grantee will be allowed to apply for future fiscal year's grants programs. Note: Completed final reports and requests for reimbursement received after the end of the fiscal year in which the grant is awarded, are not eligible for reimbursement. Events taking place during the month of September will be granted an additional 30 days for the submission of final documentation as outlined above. 10. DEPOSIT TERMS: Grants approved by the Board require that $500 be withheld from payment until a Final Report and Exit Interview Form is turned in within 60 days of the completion of the project. This $500 is non-refundable after 60 days. If the Final Report and Exit Interview Form are not forthcoming, projects will not be considered for future funding. THERE WILL BE NO WAIVERS UNDER ANY CIRCUMSTANCES. t�i 11. FISCAL YEAR: The fiscal year shall be defined as October 1 through September 30. All conditions that must be met shall fall within those dates. A. 12.CONTRACT REPRESENTS TOTAL AGREEMENT: This contract, including its general and special conditions, represents the whole and total agreement of the parties. No representations, except those contained within this grant agreement and its attachments, are to be considered in construing its terms. No modifications or amendments may be made to this Agreement unless made in writing and signed by both parties,and approved by an appropriate action of the MBVCA Board. 7 • • SPECIAL CONDITIONS The grant awarded to this organization is the result of an extensive public review process, which found that the organization is performing a public purpose through the programs, projects, and services recommended for support. As such, use of these funds for any program component not meeting this condition will be considered a material breach of the terms of this grant agreement and will allow to seek remedies including but not limited to those outlined in the Articles of this Grant Agreement. The Grantee also accepts and agrees to comply with the following Special Conditions: The Grantee hereby agrees that it will comply with Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq.) prohibiting discrimination on the basis of race, color, national origin, handicap, or sex in any program or activity receiving MBVCA support. The MBVCA endorses the clear mandate of the American with Disabilities Act of 1990 (ADA) to remove barriers, which prevents qualified individuals with disabilities from enjoying the same employment opportunities that are available to persons without disabilities. The MBVCA also endorses the mandate of the Rehabilitation Act of 1973 and Section 504 and prohibits discrimination on the basis of disability and requires that grant recipients provide equal access and equal opportunity and services without discrimination on the basis of any disability. Grantee shall include on all significant promotional materials, print and electronic media, and programs, information regarding accessibility of programs and/or facilities to persons with disabilities. This information may be in the form of practical language and/or universally acceptable disability access symbols, which clearly define the availability and type of accommodation or service for persons with disabilities. 8 m IAM� VISITOR AND CONVENTION 2014/2015 CONTRACT BEACH AUTHORITY TOURISM ADVANCEMENT PROGRAM REVISED PROJECT NARRATIVE Grantee ame City o f Miami Beach —Contact Person Max Sklar Contact Phone Number 305.673.7577 Grantee Address 1700 Convention Center Drive Miami Beach, Florida 33139 Name of Project City of Miami Beach Centennial Celebration -Project Date(s) March 22-26, 2015 Total Amount of.MBVCA Grant $50,000 MBVCA Board Action/Date: December 11, 2014 Grant$50,000 for the City of Miami Beach Centennial Celebration The following REVISED PROJECT NARRATIVE must include a complete description of your proposed project as submitted on your original application and any changes to your original proposal. These changes could have been made necessary by the terms of the MBVCA Grants Review Panel Motion as outlined above, or by the grant amount awarded being less than the requested amount or other circumstances. 1. State any changes necessary in the program since the original application was submitted. No changes have been made since the original application was submitted. 9 Revised Project Budget Sir; a. -?• r. .,_.-«,-.^.'=^'�«.'::�:a'"1"':' . .' 4"`rc:x r ..'" ______"=": . -_•r..,—y�.._.,, scf:::rasci":! � w��`."�'iS��s+�'�m-�3.•.ca.."'...i..'.S.SSd„�..C::.'x^::ice-�.,i�1'- List all expenses related to the project requesting funding. Round amounts to the nearest dollar (do not show cents). In-kind contributions are the documented fair market value of non-cash contributions provided to the grantee by third parties, which consist of real property or the value of goods and services. CASH CASH EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) 1,000,000 ADMISSIONS 412,500 ADMINISTRATIVE 345,250 VENDORS 412,500 ARTISTIC 600,000 CONTRACTED SERVICES 412,500 TECHNICAL 54,750 PRIVATE CONTRIBUTIONS OTHER ARTISTIC FEES CORPORATE SUPPORT 279,000 1. 2. MARKETING TOTAL(PRINT+DESIGN) 160,000 FEDERAL GRANTS 1. FEES 55,000 2. PRINT 55,000 DESIGN 50,000 STATE GRANTS 1. ADVERTISING TOTAL (PRINT+DESIGN) 82,500 2. PRINT 55,000 DESIGN 27,500 LOCAL GRANTS PUBLIC RELATIONS (FEES+PRESS MATERIALS) 27,500 I 1. City of Miami Beach 1,500,000 2. FEES 27,500 3. PRESS MATERIALS POSTAGE/COURIER FOUNDATION GRANTS 1. TRAVEL 16,500 2. EQUIPMENT RENTAL 950,000 SPACE RENTAL 190,000 OTHER REVENUES 1. CITY SERVICES 310,000 2. INSURANCE 110,000 SUPPLIES/MATERIALS 3. 55,000 OTHER EXPENSES(ITEMIZE BELOW): Security 165,000 CASH ON HAND MBVCA Grant Amount SO/0° 3,066,500 Total Revenues: 11S - ai00D i'C66SOD Total Expenses: Total Secured + Anticipated Revenues 3 (3 66 5-0 0 ttril • Please note: Total Actual Cash Expenses must equal Total Secured &Anticipated Revenues. Do not include In-Kind Dollars in these Totals. Outdoor events should get an estimate for City Services from the City of Miami Beach Special Events Office at 305-673-7577. All breakdowns for Personnel, Marketing, Advertising, and Public Relations should be in dollars. 10 • 0 FY 2014/2015 CONTRACT TOURISM ADVANCEMENT PROGRAM f.4 / ; 1! VISITOR AND CONVENTION 1-j : - �"t AUTHORITY BANK ACCOUNT VERIFICATION STATEMENT GRANTEE NAME: City of Miami Beach The following Information is required as a condition of your contract. Please complete and return. DESIGNATED BANK AND ACCOUNT IN WHICH FUNDS WILL BE KEPT/WITHDRAWN FROM' SunTrust Bank ADDRESS 7? -2 6td-il/ P& P'0444 FL 33/,/ ACCOUNT i NUMBER 036000 Zz3 O PERSONS AUTHORIZED TO WITHDRAW FUNDS OR TO WRITE CHECKS: NAME Jimmy L. Morales TITLE City Manager NAME Patricia D. Walker TITLE Chief Financial Officer NAME &4'Opc ? hf I TITLE ,9454.,leg.tt A1i62 L Nted irrf Submitted by (J U..o.,---._ u5 Date /-. (�% l 'Please note if there are two separate accounts,one solely designated for deposits and one solely designated for disbursements, two Bank Account Verification Statements must be submitted with the signed contract. 11