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Backup Documents 05/11/2010 Item #16G316G3 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE Print on pink paper. Attach to original document. Original documents should be hand delivered to the Board Office. The completed routing slip and original documents are to be forwarded to the Board Office only after the Board has taken action on the item.) ROUTING SLIP Complete routing lines # 1 through #4 as appropriate for additional signatures, dates, and/or information needed. If the document is already complete with the exception of the Chairman's signature, draw a line through routing lines # 1 through #4, complete the checklist. and forward to Sue Filson (line #5). Route to Addressee(s) List in routing order Office Initials Date 1. Initial Applicable) 2. May 11, 2010 Agenda Item Number 16 -G -3 3. Chairman, with the exception of most letters, must be reviewed and signed by the Office of the 4 Scott R. Teach, Deputy County Attorney County Attorney Office Number of Original 05/12/10 5 Ian Mitchell, BCC Supervisor Board of County Commissioners I Documents Attached S�131(O 6. Minutes and Records Clerk of Court's Office PRIMARY CONTACT INFORMATION (The primary contact is the holder of the original document pending BCC approval. Normally the primary contact is the person who created/prepared the executive summary. Primary contact information is needed in the event one of the addressees above, including Sue Filson, need to contact staff for additional or missing information. All original documents needing the BCC Chairman's signature are to be delivered to the BCC office only after the BCC has acted to approve the item. Name of Primary Staff Penny Phillippi, Immokalee CRA Director Phone Number (239) 252 -2310 Contact Initial Applicable) Agenda Date Item was May 11, 2010 Agenda Item Number 16 -G -3 Approved by the BCC Chairman, with the exception of most letters, must be reviewed and signed by the Office of the Type of Document Agreement Number of Original 3 Attached I I Documents Attached INSTRUCTIONS & CHECKLIST I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05 «matter number» /«document number» Initial the Yes column or mark "N /A" in the Not Applicable column, whichever is appropriate. Yes N/A (Not Initial Applicable) 1. Original document has been signed /initialed for legal sufficiency. (All documents to be signed by the SRT Chairman, with the exception of most letters, must be reviewed and signed by the Office of the County Attorney. This includes signature pages from ordinances, resolutions, etc. signed by the County Attorney's Office and signature pages from contracts, agreements, etc. that have been fully executed by all parties except the BCC Chairman and Clerk to the Board and possibly State Officials. 2. All handwritten strike - through and revisions have been initialed by the County Attorney's Office and N/A all other parties except the BCC Chairman and the Clerk to the Board 3. The Chairman's signature line date has been entered as the date of BCC approval of the document or SRT the final ne otiated contract date whichever is applicable. 4. "Sign here" tabs are placed on the appropriate pages indicating where the Chairman's signature and SRT initials are required. 5. In most cases (some contracts are an exception), the original document and this routing slip should be N/A provided to Ian Mitchell in the BCC office within 24 hours of BCC approval. Some documents are time sensitive and require forwarding to Tallahassee within a certain time frame or the BCC's actions are nullified. Be aware of your deadlines! 6. The document was approved by the BCC on 05/11/10 and all changes made during the meeting SRT have been incorporated in the attached document. The County Attorney's Office has reviewed the changes, if applicable. I: Forms/ County Forms/ BCC Forms/ Original Documents Routing Slip WWS Original 9.03.04, Revised 1.26.05, Revised 2.24.05 «matter number» /«document number» 163 AGENDA TRANSMITTAL SLIP 1 Agenda Item #160 Date Submitted: 05/11/10 Requested Agenda Date: 05/11/10 APPROPRIATE HEADING CIRCLE ONE ❑ 1 Invocation and Pledge of Allegiance ❑ 2 Agenda and Minutes ❑ 3 Service Awards ❑ 4 Proclamations ❑ 5 Presentations ❑ 6 Public Petitions ❑ 7 Board of Zoning Appeals ❑ 8 Advertised Public Hearings ❑ 9 Board of County Commissioners ❑ 10 County Manager's Report ❑ 11 Public Comments on General Topics ❑ 12 County Attorney's Report ❑ (13) Other Constitutional Officers ❑(14) Airport Authority ❑ (15) Staff and Commission GeneralCommunications ® 16 Consent Agenda +-11(17) SummaryAgenda Requested by: Penny Phillippi, CRA Director Division Head: Date: 05/11 /10 Reviewed by: Date: 05/11/10 County Manager: Date: Date: Item Title: Recommendation to the Collier County Board of County Commissioners (BCC) acting as the Community Redevelopment Agency (CRA) to authorize its chairman to sign an Agreement between the Immokalee CRA and the Eastern Collier Chamber of Commerce. List of Documents Attached: 1. Executive Summary (required) 2. Agreement 3. 4. 5. 16G3 MEMORANDUM Date: May 14, 2010 To: Penny Phillippi, Executive Director Immokalee CRA From: Ann Jennejohn, Deputy Clerk Minutes & Records Department Re: Agreement between the Immokalee CRA and the Eastern Collier Chamber of Commerce to help cover expenses for Immokalee's 50th Annual Harvest Festival Attached please find two original grant agreements, referenced above, (Item #16G3) approved by the Board of County Commissioners May 11, 2010. An original will also be held in the Minutes and Record's Department for the official record of the Board. If you have any questions, please feel free to contact me at 252 -8406. Thank you. Attachment (2) 16G3 AGREEMENT BETWEEN COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY AND THE GREATER EASTERN COLLIER COUNTY CHAMBER OF COMMERCE, INC. GRANT FUNDS AGREEMENT THIS AGREEMENT ENTERED this i I day of D by and between the Collier County Community Redevelopment Agency (CRA), Collier County Florida, a political subdivision of the State of Florida, herein referred to as the CRA and THE GREATER EASTERN COLLIER COUNTY CHAMBER OF COMMERCE, INC., a Florida not - for - profit corporation ( "GRANTEE "). WHEREAS, during the March 9, 2010 regular meeting of the CRA the CRA authorized the commitment of $43,875 by the Immokalee CRA toward the 50th Annual Harvest Festival in Immokalee by the GRANTEE, to be distributed through a reimbursement process contingent upon delivery of a receipts for expenditures as detailed in the project budget; and WHEREAS, the CRA is desirous of providing funding toward the 50th Annual Harvest Festival for specific line items to include: event coordinator, music /entertainment, advertising, beverage sale /ice, sanitation, stage, prizes /activities, and parade not to exceed forty three thousand, eight hundred and seventy -five dollars; NOW, THEREFORE, in consideration of the mutual covenants contained herein and other valuable consideration, the parties agree as follows: 1. SCOPE OF WORK: (a) In accordance with the authorized expenditures as set forth in the Budget, attached hereto as Exhibit "A," GRANTEE shall expend the funds to facilitate an event coordinator, music /entertainment, advertising, beverage sale /ice, sanitation, stage, prizes /activities, and parade for the 50th Annual Celebration of Cultures. 2. PAYMENT: (a) The amount to be paid under this Agreement shall be a total of forty three thousand, eight hundred and seventy -five dollars ($43,875.00). GRANTEE shall be paid in accordance with fiscal procedures of the County for the expenditures incurred as described in Paragraph One (1) herein upon submittal of a request for funds on the form attached hereto as Exhibit "C" and made a part hereof, and shall submit invoices and proof of payment in the form of cancelled checks or other documentation to the Executive Director of the Immokalee CRA, 310 Alachua Street, Immokalee, Florida or her designee for review and upon verification by 1 16G3 letter from the GRANTEE that the services or work performed as described in the invoice have been completed or that the goods have been received and that all vendors have been paid. (b) The Executive Director of the CRA or her designee shall determine that the invoice payments are authorized and that the goods or services covered by such invoice[s] have been provided or performed in accordance with such authorization. The line item budget attached as Exhibit "A" shall constitute authorization for the expenditure[s] described in the invoice[s]. (c) All expenditures shall be made in conformity with this Agreement. (d) The CRA shall not pay GRANTEE until the Clerk of the Board of County Commissioners pre- audits all payment invoices in accordance with law. (e) GRANTEE shall be paid for its actual costs, not to exceed the total amount for any line item nor the maximum amount budgeted pursuant to the attached "Exhibit A." 3. ELIGIBLE EXPENDITURES: (a) Only eligible expenditures described in Paragraph One (1) will be paid by COUNTY. (b) COUNTY agrees to pay eligible expenditures incurred between the effective date and July 31, 2010. (c) Any expenditures paid by COUNTY which are later deemed to be ineligible expenditures shall be repaid to COUNTY within thirty (30) days of COUNTY's written request to repay said funds. (d) COUNTY may request repayment of funds for a period of up to three (3) years after termination of this Agreement or any extension or renewal thereof. 4. INSURANCE: (a) GRANTEE shall submit a Certificate of Insurance naming Collier County, and its Board of County Commissioners and the Community Redevelopment Agency as additional insureds. (b) The certificate of insurance must be valid for the duration of this Agreement, and be issued by a company licensed in the State of Florida, and provide General Liability Insurance for no less than the following amounts: BODILY INJURY LIABILITY $300,000 each claim per person. 2 16G3 i PROPERTY DAMAGE LIABILITY $300,000 each claim per person. PERSONAL INJURY LIABILITY $300,000 each claim per person. WORKER'S COMPENSATION AND EMPLOYER'S LIABILITY — Statutory. (c) The Certificate of Insurance must be delivered to the Executive Director of the CRA or her designee within ten (10) days of the approval of this Agreement by the CRA. 5. REPORTING REQUIREMENTS: (a) GRANTEE shall provide to County a Final Status Report on the form attached hereto as Exhibit `B" no later than July 31, 2010. (c) The report shall identify the amount spent, the duties performed, the services provided and the goods delivered since the previous reporting period. (d) GRANTEE shall take reasonable measures to assure the continued satisfactory performance of all vendors and subcontractors. (e) COUNTY may withhold any interim or final payments for failure of GRANTEE to provide the final status report until the County receives the final status report or other report acceptable to the Executive Director of the CRA. 6. CHOICE OF VENDORS AND FAIR DEALING: (a) GRANTEE may select vendors or subcontractors to provide services as described in Paragraph One (1). (b) COUNTY shall not be responsible for paying vendors and shall not be involved in the selection of subcontractors or vendors. (c) GRANTEE agrees to disclose any financial or other relationship between GRANTEE and any subcontractors or vendors, including, but not limited to, similar or related employees, agents, officers, directors and/or shareholders. (d) COUNTY may, in its discretion, object to the reasonableness of expenditures and require payment if invoices have been paid under this Agreement for unreasonable expenditures. The reasonableness of the expenditures shall be based on industry standards. 7. INDEMNIFICATION: GRANTEE shall indemnify and hold harmless Collier County, its agents, officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence, M 16G3 recklessness, or intentionally wrongful conduct of the GRANTEE or anyone employed or utilized by the GRANTEE in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. 8. NOTICES: All notices from the COUNTY to the GRANTEE shall be in writing and deemed duly served if mailed by registered or certified mail to the GRANTEE at the following address: Richard Rice Executive Director 1300 N. 15th Street, Suite 2 Immokalee, FL 34142 239.657.3237 All notices from the GRANTEE to the COUNTY shall be in writing and deemed duly served if mailed by registered or certified mail to the COUNTY to: Penny Phillippi Executive Director 310 Alachua Street Immokalee, FL 34142 239.252.2310 Fax: 239.252.3970 The GRANTEE and the COUNTY may change the above mailing address at any time upon giving the other party written notification pursuant to this Section. 9. NO PARTNERSHIP: Nothing herein contained shall be construed as creating a partnership between the COUNTY and the GRANTEE, or its vendors or subcontractors, or to constitute the GRANTEE, or its vendors or subcontractors, as an agent or employee of the COUNTY. 10. COOPERATION: GRANTEE shall fully cooperate with the COUNTY in all matters pertaining to this Agreement and shall provide all information and documentation requested by the COUNTY from time to time pertaining to the use of any funds provided hereunder. 11. TERMINATION: 4 16G3 (a) The COUNTY or the GRANTEE may cancel this Agreement with or without cause by giving thirty (30) days advance written notice of such termination specifying the effective date of termination. (b) If the COUNTY terminates this Agreement, the COUNTY will pay the GRANTEE for all expenditures or contractual obligations incurred by GRANTEE, with subcontractors and vendors, up to the effective date of the termination so long as such expenses are eligible. 12. GENERAL ACCOUNTING: GRANTEE is required to maintain complete and accurate accounting records. All revenue related to the Agreement must be recorded, and all expenditures must be incurred within the term of this Agreement. 13. AVAILABILITY OF RECORDS: GRANTEE shall maintain records, books, documents, papers and financial information pertaining to work performed under this Agreement for a period of three (3) years. GRANTEE agrees that the COUNTY, or any of its duly authorized representatives, shall, until the expiration of three (3) years after final payment under this Agreement, have access to, and the right to examine and photocopy any pertinent books, documents, papers, and records of GRANTEE involving any transactions related to this Agreement. 14. PROHIBITION OF ASSIGNMENT: GRANTEE shall not assign, convey, or transfer in whole or in part its interest in this Agreement without the prior written consent of the COUNTY. 15. TERM: This Agreement shall become effective on the latest date signed and shall remain effective until July 31, 2010. If the project is not completed within the term of this agreement, all unreleased funds shall be retained by the COUNTY. Paragraph 7, Indemnification, and other provisions herein that may require performance subsequent to the foregoing termination date shall remain in full force and effect pending performance. 16. EVALUATION OF IMPACT: GRANTEE shall monitor and evaluate the impact of the Project, explaining how the impact was evaluated, providing a written report to the Executive Director of the CRA or his designee, along with a final budget analysis by July 31, 2010. 17. REQUIRED NOTATION: All promotional literature and media advertising must prominently list and/or identify the Collier County Community Redevelopment Agency as event sponsors. 5 16G3 18. AMENDMENTS: This Agreement may only be amended by mutual written agreement of the parties, after review by the Collier County Community Redevelopment Agency. IN WITNESS WHEREOF, the GRANTEE and COUNTY have respectively, by an authorized person or agent, hereunder set their hands and seals on the date and year first above written. ATTEST: DWIGHT, E, BROCK, Clerk �.......... Approved as: �q f6rm and le ufficenc L County Attorney WITNESSES: Printed/Typed Name (2) Chris 'f &fQnt�i.ay� Printed/Typed Name Notary PuWic State of Florida Christie 64%noourt My Commission DD967615 or a 08/04/1014 COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY (CRA) COLLIER C TY, FLORIDA By: DONN FIALA, Chairman GRANTEE: THE GREATER EASTERN COLLIER COUNTY CHAMBER OF COMMERCE BY: ' 1 G �4 Qt C, Printed/Typed Name 1--:: x FC.\/,rIY,��iR+�c.,t�e Printed/Typed Title 0 item # Date �! —1 Date Data , L d Deputy Cle r 16G3 EXHIBIT "A" The Greater Eastern Collier County Chamber of Commerce Project Budget Funding (Not to Exceed) $43, 875 Item Request Event Coordinator 2,500 Music/ Entertainment 11,000 Advertising: Posters, Flyers, Banners, Radio, Newspaper, Television, Signs and Banners, Web site 12,000 Beverage for Sale /Ice 3,375 Sanitation 3,000 Stage 5,000 Prizes /Activities 3,000 Parade (Permits /Deputies /Prizes) 1,000 Photographer /Videotographer 3,000 43,875 Total $43,875 16G3 EXHIBIT "B" Collier County Community Redevelopment Agency EVENT NAME: REPORT DATE: ORGANIZATION: CONTACT PERSON: ADDRESS: PHONE: Final Status Report TITLE: FAX: On an attached sheet, answer the following questions for each element in your scope of work. Final — These questions should be answered for your final status report. Was this a first time project? If not, how many times has this event taken place? What hotels /motels were utilized to support the project and how many? What is the total revenue generated for this event? Total expenses. (Have all vendors been paid ?) List the vendors that have been paid, if not, what invoices are still outstanding and why? What is the number of participants that visited the project? What problems occurred if any during the project event? List any advertising, marketing, and /or public relations that was used to support the project and attach samples. How could the project been improved or expanded? 14 16G3 EXHIBIT "C" REQUEST FOR FUNDS COLLIER COUNTY COMMUNITY REDEVELOPMENT AGENCY EVENT NAME C13r7_\`[t����C�1► ADDRESS CONTACT PERSON TELEPHONE ( ) REQUEST PERIOD FROM TO REQUEST# ( ) FINAL REPORT TOTAL CONTRACT AMOUNT $ EXPENSE BUDGET REIMBURSEMENT REQUESTED TOTALS NOTE: Reimbursement of funds must stay within the confines of the Project Expenses outlined in your application. Copies of paid invoices, cancelled checks, tear sheets, printed samples or other backup information to substantiate payment must accompany request for funds. The following will not be accepted for payments: statements in place of invoices; checks or invoices not dated; tear sheets without date, company or organizations name. A tear sheet is required for each ad for each day or month of publication. A proof of an ad will not be accepted. Each additional request for payment subsequent to the first request, Grantee is required to submit verification in writing that all subcontractors and vendors have been paid for work and materials previously performed or received prior to receipt of any further payments. If project budget has specific categories with set dollar limits, the Grantee is required to include a spreadsheet to show which category each invoice is being paid from and total of category before payment can be made to Grantee. Organizations receiving funding should take into consideration that it will take a maximum of 45 days for the County to process a check. Furnishing false information may constitute a violation of applicable State and Federal laws. CERTIFICATION OF FINANCIAL OFFICER: I certify that the above information is correct based on our official accounting system and records, consistently applied and maintained and that the cost shown have been made for the purpose of and in accordance with, the terms of the contract. The funds requested are for reimbursement of actual cost made during this time period. SIGNATURE TITLE E