Backup Documents 09/10/2019 Item #16A 3 ORIGINAL DOCUMENTS CHECKLIST & ROUTING SLIP
TO ACCOMPANY ALL ORIGINAL DOCUMENTS SENT TO 1 6 A 3
THE BOARD OF COUNTY COMMISSIONERS OFFICE FOR SIGNATURE
Print on pink paper. Attach to original document. The completed routing slip and original documents are to be forwarded to the County Attorney Office
at the time the item is placed on the agenda. All completed routing slips and original documents must be received in the County Attorney Office no later
than Monday preceding the Board meeting.
**NEW** ROUTING SLIP
Complete routing lines#1 through#2 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#2,complete the checklist,and forward to the County Attorney Office.
Route to Addressee(s) (List in routing order) Office Initials Date
1.
2.
a-
3. County Attorney Office County Attorney Office
4. BCC Office Board of County W\—<-5 \z,`'\
Commissioners \ / yZ\`c'L
5. Minutes and Records Clerk of Court's Office ( � qh2-ka,
PRIMARY CONTACT INFORMATION
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,may need to contact staff for additional or missing information.
Name of Primary Staff Gail Hambright/Coastal oning Phone Number 239-252-2966
Contact/ Department
Agenda Date Item was September 10, 2019 Agenda Item Number 16A3
Approved by the BCC
Type of Document Tourist Development Tax Grant Agreement Number of Original 1
Attached for 2019/2020 with the City of Naples for Documents Attached
Beach Maintenance
PO number or account
number if document is
to be recorded
PLEASE MAIL STAMPED COPY TO GAIL HAMBRIGHT & HEATHER MEYER
INSTRUCTIONS & CHECKLIST
Initial the Yes column or mark"N/A" in the Not Applicable column, whichever is Yes N/A(Not
appropriate. (Initial) Applicable)
1. Does the document require the chairman's original signature? 5vA'tQ 0 N/A
2. Does the document need to be sent to another agency for additional signatures? If yes,
provide the Contact Information(Name; Agency; Address; Phone)on an attached sheet.
3. Original document has been signed/initialed for legal sufficiency. (All documents to be GH
signed by the Chairman,with the exception of most letters, must be reviewed and signed
by the Office of the County Attorney.
4. All handwritten strike-through and revisions have been initialed by the County Attorney's GH
Office and all other parties except the BCC Chairman and the Clerk to the Board
5. The Chairman's signature line date has been entered as the date of BCC approval of the GH
document or the final negotiated contract date whichever is applicable.
6. "Sign here"tabs are placed on the appropriate pages indicating where the Chairman's
signature and initials are required.
7. In most cases(some contracts are an exception),the original document and this routing slip N/A
should be provided to the County Attorney Office at the time the item is input into SIRE.
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!
8. The document was approved by the BCC on 9/10/19 and all changes made during the GH
meeting have been incorporated in the attached document. The County Attorney's
Office has reviewed the changes, if applicable.
9. Initials of attorney verifying that the attached document is the version approved by the
BCC, all changes directed by the BCC have been made, and the document is ready for the
Chairman's signature.
I:Forms/County Forms/BCC Forms/Original Documents Routing Slip WWS Original 9.03.04,Revised 1.26.05,Revised 2. . 5;Revised 11/30/12
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MEMORANDUM
Date: September 12, 2019
To: Gail Hambright, Accountant
Coastal Zone Management
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Tourist Development Tax Grant Agreement for 2019/2020
Beach Maintenance w/City of Naples
Attached for your records is a copy of the original of the document referenced above,
(Item #16A3) approved by the Board of County Commissioners Tuesday, September
10, 2019.
The original document has been kept by the Board's Minutes & Records
Department as part of the Board's Official Records.
If you have any questions, please call me at 252-8411.
Thank you.
Attachment
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MEMORANDUM
Date: September 13, 2019
To: Heather Meyer, Management/Budget Analyst
Operations Support Division
From: Teresa Cannon, Deputy Clerk
Minutes & Records Department
Re: Tourist Development Tax Grant Agreement for 2019/2020
w/City of Naples for Beach Maintenance
Attached for your records is one (1) scanned copy of the original of the document
referenced above, (Item #16A3) approved by the Board of County Commissioners
Tuesday, September 10 2019.
The original document has been kept by the Board's Minutes & Records
Department as part of the Board's Official Records.
If you have any questions, please call me at 252-8411.
Thank you.
Attachment
16A3
2019-2020 TOURISM AGREEMENT BETWEEN COLLIER COUNTY AND THE
CITY OF NAPLES FOR FY 19 CATEGORY "A" CITY OF NAPLES' PROJECTS
THIS AGREEMENT is made and entered into this Q`it" day of
ou -bQ( , 2019, by and between the City of Naples ("GRANTEE"), and
Collier County, a political subdivision of the State of Florida ("COUNTY").
RECITALS:
WHEREAS, CITY has submitted applications for Category "A" Tourist
Development Tax Funds in the aggregate amount of One Hundred Ninety-One Thousand
dollars ($191,000.00) for the City of Naples Projects for fiscal year 2019-2020 as described
in Exhibit "A," Grant Applications, to this Agreement(the "Projects"); and
WHEREAS, the COUNTY desires to fund the Projects with tourist development tax
and finds that these expenditures promote tourism.
NOW, THEREFORE, BASED UPON THE MUTUAL COVENANTS AND
PREMISES PROVIDED HEREIN AND OTHER VALUABLE CONSIDERATION,
IT IS MUTUALLY AGREED AS FOLLOWS:
1, SCOPE OF WORK. GRANTEE prepared detailed applications outlining the
Projects to be accomplished, along with a project budget, as part of the grant application
process, attached as Exhibit "A." GRANTEE shall provide the project activities outlined in
the Grant Application within the budgeted amounts provided in the Grant Application.
GRANTEE shall not be reimbursed for any expenditures not included in the Grant
Application nor be reimbursed for amounts in excess of those provided in the Grant
Application unless an amendment to this Agreement is entered into by GRANTEE and
COUNTY.
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2. PAYMENT AND REIMBURSEMENT. The aggregate maximum
reimbursement under this Agreement shall be One Hundred Ninety-One Thousand dollars
($191,000.00). GRANTEE shall be paid in accordance with the fiscal procedures of
COUNTY upon submittal of an invoice and upon verification that the services described in
the invoice are completed or that goods have been received.
2.1 GRANTEE shall determine that the goods and services have been
properly provided and shall submit invoices to the County Manager or his designee. The
County Manager, or his designee, shall determine that the invoice payments are authorized
and the goods or services covered by such invoice have been provided or performed in
accordance with such authorization. The budget for each project, attached as Exhibit "A,"
shall constitute authorization of the expenditure described in the invoices provided that such
expenditure is made in accordance with this Agreement.
2.2 Each invoice submitted by GRANTEE shall be itemized in sufficient
detail for audit thereof and shall be supported by copies of corresponding vendor invoices
and proof of receipt of goods or performance of the services invoiced. GRANTEE shall
certify in writing that all subcontractors and vendors have been paid for work and materials
from previous payments received prior to receipt of any further payments. COUNTY shall
not pay GRANTEE until the Clerk of the Board of County Commissioners pre-audits
payment invoices in accordance with the law.
2.3 GRANTEE shall be paid for its actual cost not to exceed the maximum
amount budgeted pursuant to the attached Exhibit "B."
3. ELIGIBLE EXPENDITURES. Only eligible expenditures described in Proposals
will be paid by COUNTY. Any expenditures paid by COUNTY which are later
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deemed to be ineligible expenditures shall be repaid to COUNTY within thirty (30) days of
COUNTY'S written request to repay said funds. COUNTY may request repayment of funds
for a period of up to one (1) year after termination of this Agreement or any extension or
renewal thereof.
4. PAYMENT REQUESTS. Payment requests for interim draws and final
payment must be submitted to the County in the form of the Request for Funds form
attached to this Agreement as Exhibit "C." All payments are on a reimbursement basis only
after proof of paid invoices are presented to the County. County may withhold any interim
draw for failure to provide the interim status report, and County shall withhold final payment
until receipt of the final status report or other final report acceptable to County. All invoices
and requests for payment including the final payment must be received within ninety (90)
days of termination of this Agreement. Any invoices and requests for payment not received
in this time frame shall be returned to the Grantee and rejected for payment.
5. INSURANCE. GRANTEE is required to submit a Certificate of Insurance
naming Collier County, and its Board of County Commissioners and the Tourist
Development Council as additionally insured. The insurance coverages identified in the
Certificate of Insurance shall be maintained without interruption from the date of
commencement of the Projects until the date of completion of all Projects required
hereunder or as specified in this Agreement, whichever is longer. The Certificate of
Insurance shall be issued by a company licensed in the State of Florida, with a current A.M.
Best Financial rating of"Class VI" or higher, and provide General Liability Insurance for no
less than the following amounts:
Bodily Injury Liability - $300,000 each claim per person
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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
The Certificate of Insurance must be delivered to the County Manager, or his designee, within
ten (10) days of execution of this Agreement by COUNTY. GRANTEE shall not commence
activities which are to be funded pursuant to this Agreement until COUNTY has received the
Certificate of Insurance.
6. CHOICE OF VENDORS AND FAIR DEALING. GRANTEE may select
vendors or subcontractors to provide services as described in Proposal. COUNTY shall not
be responsible for paying vendors and shall not be involved in the selection of
subcontractors or vendors. GRANTEE agrees to disclose any relationship between
GRANTEE and subcontractors and/or vendors, including, but not limited to, similar or
related employees, agents, officers, directors and/or shareholders. COUNTY may, in its
discretion, object to the reasonableness of the expenditures and require repayment if invoices
have been paid under this Agreement for unreasonable expenditures. The reasonableness of
the expenditures shall be based on industry standards.
7. INDEMNIFICATION. To the extent permitted by law, GRANTEE shall hold
harmless and defend COUNTY, and its agents and employees, from any and all suits and
actions including attorney's fees and all costs of litigation and judgments of any name and
. description arising out of or incidental to the performance of this Agreement or work
performed thereunder. This provision shall also pertain to any claims brought against the
COUNTY by any employee of the named GRANTEE, any subcontractor, or anyone directly
or indirectly employed or authorized to perform work by any of them. GRANTEE'S
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obligation under this provision shall not be limited in any way by the agreed upon
Agreement price as shown in this Agreement or GRANTEE'S limit of, or lack of, sufficient
insurance protection.
8. NOTICES. All notices from COUNTY to GRANTEE shall be in writing and
deemed duly served if mailed by registered or certified mail to GRANTEE at the following
address:
Dana A. Souza, Community Services Director City of Naples
280 Riverside Circle
Naples, Florida 34102
dsouza @naplesgov.com
All notices from GRANTEE to COUNTY shall be in writing and deemed duly served if mailed
by registered or certified mail to COUNTY at the following address:
Gary McAlpin,Manager
Coastal Zone Management
Collier County Government
2685 S. Horseshoe Drive
Naples, Florida 34104
Gary.McAlpin@colliercountyfl.gov
GRANTEE and COUNTY may change their 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 COUNTY and GRANTEE, or its vendor or subcontractor, or to
constitute GRANTEE, or its vendor or subcontractor, as an agent or employee of COUNTY.
10. TERMINATION. COUNTY or GRANTEE may cancel this Agreement with
or without cause by giving thirty (30) days advance written notice of such termination
pursuant to Section 8 and specifying the effective date of termination. If COUNTY
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terminates this Agreement, COUNTY will pay GRANTEE for all expenditures incurred, or
contractual obligations incurred with subcontractors and vendors, by GRANTEE up to the
effective date of the termination so long as such expenses are eligible.
11. GENERAL ACCOUNTING. GRANTEE is required to maintain complete
and accurate accounting records and keep tourism tourist development tax funds in a
separate checking account. All revenue related to the Agreement should be recorded, and all
expenditures must be incurred within the terms of this Agreement.
12. AVAILABILITY OF RECORDS. GRANTEE shall maintain records, books,
documents, papers and financial information pertaining to work performed under this
Agreement. GRANTEE agrees that 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 transactions related to this Agreement.
13. AVAILABILITY OF FUNDS. This Agreement is subject to the availability
of Tourist Development Tax revenues. If for any reason tourist tax funds are not available to
fund all or part of this Agreement, the COUNTY may upon written notice, at any time
during the terms of this Agreement, and at its sole discretion, reduce or eliminate funding
under 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
COUNTY.
15. TERM. This Agreement shall become effective on October 1, 2019 and shall
remain effective until sixty (60) days after completion of the Project described in Exhibit "A,"
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but no later than November 30, 2020.
16. AMENDMENTS. This Agreement may only be amended in writing by mutual
agreement of the parties and after recommendation by the Tourist Development Council.
17. REQUEST FOR EXTENSION. Any request for additional time to complete
the project described herein or any request for additional tourist development tax funds must
be made in writing and received by the County Manager or designee at least thirty (30) days
prior to the end date of this Agreement, as provided in Section 15, TERM.
IN WITNESS WHEREOF, GRANTEE and COUNTY have each
respectively, by an authorized person or agent, hereunder set their hands and seals on the
date and year first above written.
ATTETrrlo BOARD OF COUNTY COMMISSIONERS
li .. @a COLLIER CO TY, FLORIDA
:ry$t4L Kirice1;••C: rk
11111011
fBy: �.�.
ADeputy l fir ,' Attest as to Chalf1DIMIS / liam L. McDaniel,Jr., Ch.irman
.proved as to forint lgt•'efficiency:
Oe _ ...
olleen M. eene, Assist. t County Attorney
ATTEST: CITY OF NAPLES
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[04-CMG-00002/1483972/11 7Date I��,I�Oi
Rec'd 11111
Depaty lerk
1
16A3
EXHIBIT A
ADDITIONAL INFORMATION
ELIGIBILITY: Beach Maintenance activities will take place on beach area that are least 80%
classified as eligible under the TDC guidelines. The project boundary location is from
southernmost State-permitted beach cleaning area within the City's jurisdictional boundary to Clam
Pass in Collier County.
ORGANIZATIONAL CAPACITY: The City of Naples will be the primary recipient and lead
agency for controlling and completing all aspects and activities proposed in this grant application.
The City will remain the lead agency for the duration of funding and will be the sole point of
contact for all matters related to this proposal. The City has the managerial and financial capability
to ensure proper planning,management, and completion of the project described in this application.
BUDGET ASSURANCES: Dual Compensation: If a City project staff member or consultant is
involved simultaneously in two or more projects, the staff will not be compensated for more than
100%of their time for any such dual involvement.
PROJECT LOCATION MAP:
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16A3
EXHIBIT "B"
BUDGET -CITY OF NAPLES
Beach Maintenance $191,000.00
AGGREGATE TOTAL $191,000.00
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[04-CMG-00002/1483972/1]
16A3
EXHIBIT "C"
REQUEST FOR FUNDS
COLLIER COUNTY TOURIST DEVELOPMENT COUNCIL
EVENT NAME — --
ORGANIZATION
ADDRESS _..__.
CONTACT PERSON TELEPHONE:
REQEUST PERIOD—FROM _TO
REQUEST#
( ) INTERIM REPORT ( ) FINAL REPORT
TOTAL CONTRACT AMOUNT $
EXPENSli BUDGET REIMBURSEMENT REOUESTED
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
[04-CMG-00002/1483972/11