FY 2019/2020 Contract Tourism Advancement Program '2-e. sc = a-o a-o - t l s ut
FY 2019/2020 CONTRACT
TOURISM ADVANCEMENT PROGRAM
LETTER OF AGREEMENT
Grantee Name City of Miami Beach
Contact Person Matt Kenny
Contact Phone Number 305.673.7577
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project No Vacancy, Miami Beach
Project Date(s) May 7- 17,2020
Total Amount of MBVCA Grant
$75,000.00
DEADLINES
CONTRACT DEADLINE NOVEMBER 15, 2019 •
INTERIM REPORT DEADLINE MARCH 2, 2020
FINAL REPORT DEADLINE JULY 17, 2020
REQUEST FOR REIMBURSEMENT/EXPENDITURE DEADLINE SEPTEMBER 30, 2020
The MBVCA requires that you attach a resolution from your board authorizing the execution of
this agreement by the ignatory. Attach Hereto.
IN WITNES WHER=E/•F, the parties hereto have executed this_•,&,j41 •`t. •
this date . 10/4/2019
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Authorize•TSigna r• 011111100,0% Chairperson of` ---:each
For Grantz- Organization ������MP►OE P/N ��ii, Visitor and Convention Authority
�.� ,eeR� %: s APP it.--,!'"?: AS TO
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: NGUAGE
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City Manager ti: cc ire • -
Title of Signatory �y•�•dy onded011:70._.16W-
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AIorney j,` ate
Jimmy Morales
Type or Print the above Signature
The above signatory certifies that all information provided in the Letter of Agreement and all attachments
are rue and accurate.
eutua_)e-s
Notary Public Date
(Notary is for the Grantee Organization Only)
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r` '` VISITOR AND FY 2019/2020 TOURISM ADVANCEMENT PROGRAM
CONVENTION
s �' �" — AUTHORITY PUBLIC RELATIONS ACKNOWLEDGMENT FORM
Grantee Name City of Miami Beach
Contact Person Matt Kenny
Contact Phone Number 305.673.7577
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project No Vacancy, Miami Beach
Project Date(s) May 7- 17, 2020
Total Amount of MBVCA Grant
$75,000.00
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. Leisure Lifestyle Traveler
2. Arts and Culture Traveler
3. Sports/Celebrity/Entertainment Traveler
4. Global GBLT Traveler
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 the event producers.
Received -,nd acknowl=dged by:
Authorize. ignat r-'
For Grante,t Organization
City Mana,;er
Title of Signatory
Jimmy Morales
Type or Print the above Signature
10/4/2019
Date
APP ! ! `S TO
F0 P: LA ' UAGE
ORE UTION
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• •ttorneyyha Date
M AM VISITOR AND FY 2019/2020 TOURISM ADVANCEMENT PROGRAM
BEACH AUTHORITY
GENERAL CONDITIONS
GENERAL CONDITIONS
Please initial each item and keep a copy for your records
JM1. 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.
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.
J 2. PAYMENT SCHEDULE:
1,t1\
The MBVCA pays its Tourism Advancement Program grants upon the performance and 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.
The MBVCA requires the following documentation:
I Each paid invoice must be stapled to the copy(front and back)of your proof of payment.
✓ Acceptable proofs of payment include canceled checks, replacement checks, as per the guidelines of the
Check Clearing for the 215t Century Act(Check 21 Act) if applicable, wire transfer confirmations, debit/credit
cards.All forms of payments,outside of a cancelled check, must show a link to the bank account indicated on
the Bank Account Verification Statement provided within the original signed grant contract.All documentation
is subject to approval by 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 grant approval date, whichever is later, are not
reimbursable.Bills incurred after the end of the fiscal year are not reimbursable unless previously approved in
writing by MBMBVCA 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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JM 3. REPORTS:
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.
JM 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
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.
JM 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 Account Verification
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 Account Verification Statement form. PayPal is
not recognized as a financial institution.
J 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.
J 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 and material. If you would like City of Miami Beach material for distribution at
your event, please contact the City's Department of Tourism and Cultural Development at 305.673.7577.
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JM . CROSS-PROMOTION:
Grantee will make every reasonable effort to create a"deal"for inclusion in the MBVCA's App,'Miami Beach Information"
Deals must be submitted to the MBVCA at least 30 days prior to the start of the event.The deal/promotion may include
a discounted ticket price, a 2-for-1 offer, or anything you deem appropriate. The promotion will be included as part of
the MBVCA App,with additional promotion through MBVCA social media accounts.
The MBVCA will include specific language/messaging provided by the grantee within its social media accounts to include
Facebook, Instagram, and Twitter. In turn, the Grantee agrees to proactively socialize information, photos and details
that relate to the promotion with the specific inclusion and tagging of the MBVCA throughout its social media platform
handles: Facebook-@ExperienceMiamiBeach; Instagram-@ExperienceMiamiBeach, and Twitter-@EMiamiBeach.
The Grantee agrees to post,at a minimum,two pieces of content, per channel.
JM 9. 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.
J 10. 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, and which were spent in violation of the Grant. 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.
Organizations whose grants have been rescinded due to non-performance or compliance,must wait a full fiscal
year in order to re-apply to the MBVCA. Fraudulent documentation and/or activity will suspend an organization
and/or event from returning to the MBVCA for funding. Re-instatement for funding ability is board determinant.
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.
JM 11. 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.
J 12. 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.
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JM 13. POST PERFORMANCE REPORTING:
Grant criteria must be met post-event through the following: Hotels:Submission of completed and signed hotel pick up
forms or group reservation pick up reports; Media Impressions: Post Performance report from media outlet stating post
media impressions; analytics report garnered from the organization's PR Firm, or from a media monitoring/press
clipping service such as BurrellesLuce; Television/Cable Contracts with audience delivery of adults 18+ as measured
by Nielsen Live+3. Nielsen Live+3 indicates the total viewership will calculate for up to 3 days after the initial showing
for those using a DVR. A post-performance report is required in order to be in compliance with the grant guidelines.
Broadcast Post Performance Report from a third-party reporting delivery of Adult 18+ and Households (HH) in
Thousands(000). Nielsen, Over The Top(OTT),or Rentrak Post Performance Reports are acceptable.
J 14. 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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' VISITOR AND 2019/2020 TOURISM ADVANCEMENT
//\`,A,I A f.,,A 1 PROGRAM
0 .AC -I AUTHORITY HORI YON
� BANK ACCOUNT VERIFICATION
STATEMENT
BANK ACCOUNT VERIFICATION STATEMENT
GRANTEE NAME: /
Chi./ a7` Miami Hea.c,fi
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'
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PERSONSnAUTHORIZED TO WITHDRAW FUNDS OR TO WRITE CHECKS:Pc
NAME S(O\ \IQ CLM TITLE lS t-'0(Nicce '-bVe c—
NAME TITLE
NAME TITLE
Submitted by: }" , i c W j o, ,q.61.e t-
Date: io N ItC1
1 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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M i A V 1 i VISITOR AND FY 2019/2020 TOURISM ADVANCEMENT PROGRAM
BEACH AUO HORI YON REVISED PROJECT REPORT
REVISED PROJECT REPORT
Grantee Name City of Miami Beach
Contact Person Matt Kenny
Contact Phone Number 305.673.7577
Grantee Address 1700 Convention Center Drive
Miami Beach, Florida 33139
Name of Project No Vacancy, Miami Beach
Project Date(s) May 7- 17, 2020
Total Amount of MBVCA Grant
$75,000.00
MBVCA Board Action/Date: September 25, 2019
Grant$75,000 for No Vacancy, Miami Beach
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 Board motion as outlined above,or by the grant amount awarded being
less than the requested amount or other circumstances.
1. State any changes to the program since the original application was submitted.
There are no changes to the program.
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Revised Project Budget
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 orooertv or the value of aoods and services.
CASH CASH
EXPENSES ACTUAL IN KIND REVENUE SECURED ANTICIPATED
PERSONNEL TOTAL (ADMINISTRATIVE+ARTISTIC+TECHNICAL) $115,000 ADMISSIONS
ADMINISTRATIVE VENDORS
ARTISTIC $100,000 CONTRACTED SERVICES
TECHNICAL $15,000 PRIVATE CONTRIBUTIONS
OTHER ARTISTIC FEES CORPORATE SUPPORT
1.
2.
MARKETING TOTAL(PRINT+DESIGN)
$10,000 FEDERAL GRANTS
1.
FEES
2.
PRINT
DESIGN STATE GRANTS
1.
ADVERTISING TOTAL (PRINT+DESIGN)
2.
PRINT
DESIGN LOCAL GRANTS
PUBLIC RELATIONS (FEES+PRESS MATERIALS) 1. CITY OF MIAMI BEACH $75,000
2.
FEES
3.
PRESS MATERIALS
POSTAGE/COURIER FOUNDATION GRANTS
1.
TRAVEL
2.
EQUIPMENT RENTAL
SPACE RENTAL OTHER REVENUES
1.
CITY SERVICES
2.
INSURANCE
•
SUPPLIES/MATERIALS 3.
OTHER EXPENSES(ITEMIZE BELOW):
Cash Prizes $25,000
CASH ON HAND
MBVCA Amount
Awarded $75,000
$150,000 Total Revenues:
Total Expenses:
$150,000
Total Secured + Anticipated Revenues
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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