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 $50,000
DEADLINES
CONTRACT DEADLINE JANUARY 26, 2015
INTERIM REPORT DEADLINE MARCH 2,2015
FINAL REPORT DEADLINE MAY 26, 2015
REQUEST FOR REIMBURSEMENT/EXPENDITURE DEADLINE SEPTEMBER 30,2015
The MBVCA requires that you attach a resolution from your board authorizing the execution of
this agreement by the signatory. Attach Hereto.
IN WITNE',S WHER: F, the parties hereto have executed this Agreeme f. this dat- ' lo-19014
Authorized'-ignat a Chairperson o e =each
For Grantee Organization Visitor and Convention Authority
City Manager
Title of Signatory APPROVED AS TO
FORM & LANGUAGE
Jimmy L. Morales & FOR EXECUTION
Type or Print the above Signature -� it-23- t4-
The above signatory certifies that all information provided in the Letter of Agreement and all attalatffients
are true and accurate.
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Notary Public ti$\:°• •Mss �,
(Notary is for the Grantee Organization Onlye "):(°� t28.20,�; •?
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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
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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.
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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
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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.
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\,___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.
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• •
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.
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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.
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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.
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• 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.
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