Agenda 04/22/2014 Item #16K4 4/22/2014 16.K.4.
EXECUTIVE SUMMARY
Recommendation to approve an after-the-fact agreement with St. Matthews House for
catering services at the 2014 RSVP Volunteer Appreciation Luncheon held on March 20,
2014.
OBJECTIVE: To receive the required Board of County Commissioners approval for a catering
agreement.
CONSIDERATIONS: St. Matthews House was procured to provide catering services for the
2014 RSVP Volunteer Appreciation Luncheon held on March 20, 2014. The staff person
responsible for organizing this event obtained three quotes and selected the lowest quoter as the
vendor, and submitted the invoice(s)for payment. Purchasing staff has validated that the process
used is consistent with the Board's Purchasing Ordinance Section 8: Purchases under $50,000.
The invoice used by St. Matthews House, however, also serves as its catering agreement which
requires Board approval before the vendor can be paid. The invoice/catering agreement is
included as backup for Board review.
FISCAL IMPACT: The total cost of the catering services was$3,165.00.
GROWTH MANAGEMENT IMPACT: None.
LEGAL CONSIDERATIONS: The County Attorney has reviewed this item and approved it
as to form and legality. Majority support of the Board is required for approval. -JAK
RECOMMENDATION: That the Board of County Commissioners approves an after-the-fact
agreement with St. Matthews House for catering services at the 2014 RSVP Volunteer
Appreciation Luncheon held on March 20,2014.
PREPARED BY: Lisa Carr, Grants Coordinator,Housing,Human&Veteran Services
Packet Page-1440-
4/22/2014 16.K.4.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.K.16.K.4.
Item Summary: Recommendation to approve an after-the-fact agreement with St.
Matthew"s House for catering services at the 2014 RSVP Volunteer Appreciation Luncheon held
on March 20, 2014.
Meeting Date: 4/22/2014
Prepared By
Approved By
Name: KlatzkowJeff
Title: County Attorney,
Date: 4/16/2014 11:17:50 AM
Name: IsacksonMark
Title: Director-Corp Financial and Mngmt Svs, Office of Management&Budget
Date: 4/16/2014 11:17:56 AM
Name: MarkiewiczJoanne
Title: Director-Purchasing/General Services, Purchasing&General Services
Date: 4/16/2014 11:42:06 AM
Name: CarrLisa
Title: Grants Coordinator,Housing, Human&Veteran Services
Date: 4/16/2014 3:11:07 PM
Name: OchsLeo
Title: County Manager, County Managers Office
Date: 4/16/2014 3:20:11 PM
Packet Page-1441-
4/22/2014 16.K.4.
AL
StMATTHEW S HOUSE
T ...-f Tian✓" L&"'
QC / r l.-/Lf-7 l?
Caterina Aareement Invoice number
Event Day & Thursday March 20, # Guests 115
Date 2014
Organization RSVP of Collier County Event Wheels up at 9:00
Time 9:30 Arrival
Lunch served 11:30-1:30
Billing 3339 Tamiami Trail Event North Collier Regional Park
Address East Ste. 211 Location 15000 Livingston Road
Naples, FL 34112 _ Naples FL
Contact Lisa Can Event Plated Lunch '
Name Type
Contact 239-252-2339 Fax
Telephone Number
•
Email LisaCan@colliergov.net Tax Exempt no
Y/N
Beverage Client will supply coffee,iced tea,
Service/Bar and lemonade. We need to make it
and serve it. They will also supply all j
beverage condiments. St Matthews House Salad ,.---
Mixed Greens, Cucumber, Carrot Curls,
Guest Supplies: Shaved Red Onion,;Dried Cranberries,
Client will supply Napkins,S&P, Strawberry Vinaigrette
tables and linens. Tables will be set ag
by client. But not the dishes and Lemon-Thyme Grilled Chicken Breast- 98
flatware. Tender boneless Chicken Breast, Seasoned
Rental Items Taylor rental invoice attached. We & Grilled
arranged for wed Delivery Roasted Red Potatoes
Staffing 6 servers=$480.00 Sautéed Gm en Beans
Chef on site=$150.00 Or
Delivery Driver=$25.00 Posta Alfredo with a Seasonal Vegetable
Mix! 17
Special Needs Coffee carafes,water and tea
pitchers. Assorted Rdlis& Butter
Customer is buying iced tea&
lemonade premade. You will need
to brew coffee and hot water for tea. Key Lime Cheesecake
Fresh Berry Garnish,:Chocolate Drizzle
Room Setup
Tables will be up we will need to set
the tables with flatware,cups,pre-
plated salad,pre-plated dessert.
WE WILL BE SERVING THE PLATED
DINNER AND DOING BEVERAGE
SERVICE.
Deposit
. r•-■
• 1
Packet Pa:e -1442-
4/22/2014 16.K.4.
Pricina Estimate at any time, due to over intoxication; without a
Food 115414.00 $ 1,610.00 valid ID; or the inability to remain in control
' Beverage $ over their behave which shall be determined
Labor and $ 655.00 see breakdown by SMH Catering in its sole and absolute
Gratuity discretion..Any instance of a minor being given
Rental Items $ 900.00 subject to change an alcoholic beverage by an adult attending a
Tax $ TE party, will result in the bar being closed,
Total .$ 3,165.00 immediately, without refund of product or
update service fees. This is to protect the client and
SMH Catering,INC. SMH Catering fromprosecution. X
TERMS AND CONDITIONS e. Invoices are due on receipt at the conclusion of
the event unless prior satisfactory
These few paragraphs will assist you in arrangements for payment have been made.
understanding certain terms, and inform you of our Supplemental invoices may be presented after
policy's to avoid any miscommunication and we hope the event based upon information that is not
clarify some questions you may have. known at the time such as damage for
a. Confirmation. An event is not considered breakage.Supplemental invoices are due within
'confirmed' until there is an executed Contract seven days of presentment failing which
by you and SMH Catering accompanied by a interest may accrue at eighteen percent (18%)
deposit which is non-refundable and fully per annum. Please remember we are a catering
earned as compensation for reserving the company working on tight margins to bring you
selected date. Many clients ask for information, the best price, and not a finance company, and
and these clients are filed in our'prospect' file, therefore appreciate a timely response.
and do not appear on our calendar until f. Payments and deposits. A personal check is
'confirmed'. Please remember a date is not preferred; however we do accept Visa and
saved until the event is 'confirmed' by the MasterCard. All deposits are non refundable as
organizer or person of initial contact. dates will have been saved, making us
b. Guarantees for each event are expected 3 days unavailable to other clients and possible wasted
prior to the event (4 days if Sunday is included). product and labor.
This is the responsibility of the client to inform g. Staff Gratuity will be added to the final invoice
us. If no guarantee is given, then the original
number of guests will be charged. usually $35 per server over a four hour shift.
However,this is always at the discretion of the
c. Beverage Consumption. If the client is client. Additional gratuity may be provided
providing their own liquor: 1.SMH Catering, Its directly to a particular staff person for
employees and independent contractors are exceptional service.
expressly relieved from any liability arising from The Customer, by execution of the Contract on
the service of alcoholic beverages; and 2. SMH page 1&2, specifically agrees and assents to the terms
Catering, its employees and independent and conditions stated herein and acknowledges receipt of
contractors shall be indemnified,defended,and a copy and that a SMH Catering staff person has fully
held harmless by the Customer for any claims explained them.
arising from the service of alcoholic beverages
at the event. No liability or insurance is - c
provided and remains the responsibility of the �' a "3/ /6? -26'Y
client under homeowners insurance or
additional insurance.We advise, particularly for
larger events such as weddings that you ntact
Flwrooa LEGAL■faroaWanWlU9 CATIRMASIIN6 TWO Ind Cenlluon.CLOAK
your insurance agent and discuss.X L.
d. Beverage Service. All of our bartenders are
instructed to ask for identification to any person
that appears under 30 years of age, and retain
the right to refuse service of alcohol to anyone,
Packet Pare-1443-
4/22/2014 16.K.4.
os/os/la
Consumer's Certificate of Exemption R 04/11
,/� Issued Pursuant to Chapter 212,Florida Statutes
ofs°e'EVVFBLE ').
85-80159665310-1 ' 10/31/2012 10/31/2017
Certificate Number Effective Date Expiration Dace =�
This certifes that "• •
COLLIER COUNTY BOCC
3299 TAMIAMI TRL E STE 403 ; " �' +� �""` �T ""`f
NAPLES FL 34112-5746
._ ale
is ex-ernp from the payment of F o da sales and use tax on real property rented,transient �. -•,
personal property purchased or rented,or services purchased.
•
DR-14
Important Information for Exempt Organizations R.04/11
1. You must provide all vendors and suppliers with an exemption certificate before making tax-exempt purchases.
See Rule 12A-1.038,Florida Administrative Code(F.A.C.).
2. Your Consumer's Certificate of Exemption is to be used solely by your organization for your organization's
customary nonprofit activities.
•
3. Purchases made by an individual on behalf of the organization are taxable,even if the individual will,be
reimbursed by the organization.
4. This exemption applies only to purchases your organization makes. The sale or lease to others of tangible
personal property,sleeping accommodations,or other real property is taxable. Your::organization must register,
and collect and remit sales and use tax on such taxabiei ons. Note: Churches are exempt from this
requirement except when they are the lessor of real property(Rule 12A-1.070,FAG.).
5. It is a criminal offense to fraudulently present this certificate to evade the payment of sales tax. Under no
circumstances should this certificate be used for the personal benefit of any individual. Violators will be liable for
payment of the sales tax plus a penalty of 200%of the tax,and may be subject to conviction of a third-degree
felony. Any violation will require the revocation of this certificate.
6. if you have questions regarding your exemption certificate,please contact the Exemption Unit of Account
Management at 800-352-3671. From the available options,select`Registration of Tuxes,"then`Registration
information,"and finally`Exemption Certificates and Nonprofit Entities." The mailing address is PO Box 6480,
Tallahassee,FL 32314-6480.
3Z7 —r—a-
N 344ill - v / .
3q)25-2- -,579°17
Packet Pa:e-1444-