HomeMy WebLinkAboutReso 2008-1331
RESOLUTION NO. 2008- 13~ J
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
SUNNY ISLES BEACH, FLORIDA, APPROVING AN AGREEMENT
BETWEEN LOGISTICS MANAGEMENT GROUP AND THE CITY
OF SUNNY ISLES BEACH, TO PROVIDE LOGISTICAL AND
EVENT MANAGEMENT SERVICES FOR THE CITY'S
INAUGURAL JAZZ FESTIVAL ON OCTOBER 17-19, 2008, IN AN
AMOUNT NOT TO EXCEED SIXTY -FIVE THOUSAND DOLLARS
($65,000.00), ATTACHED HERETO AS EXHIBIT "A";
AUTHORIZING THE MAYOR TO EXECUTE SAID AGREEMENT;
AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THE TERMS OF THIS
AGREEMENT; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City is holding its inaugural Sunny Isles Beach Jazz Festival on October
17-19,2008 (the "Festival"); and
WHEREAS, the City is in need of a consultant to provide logistical and event
management services for the Festival; and
WHEREAS, these services include but are not limited to, negotiating and booking all
national and local entertainers, building and coordinating the physical site, and coordinating
communication and security needs; and
WHEREAS, Logistics Management Group has agreed to perform the desired logistical
and event management services for the Festival; and
WHEREAS, the City wishes to enter into an Agreement with Logistics Management
Group, to provide these services for the Festival, in an amount not to exceed Sixty-Five Thousand
Dollars ($65,000.00), attached hereto as Exhibit "A".
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The Agreement with Logistics Management Group to
provide logistical and event management services for the City's inaugural Jazz Festival, in an
amount not to exceed Sixty-Five Thousand Dollars ($65,000.00), attached hereto as Exhibit "A",
is hereby approved.
Section 2. Authorization of Mayor. The Mayor IS hereby authorized to execute said
Agreement.
Section 3. Authorization of the City Manager. The City Manager is hereby authorized to do
all things necessary to effectuate the terms of this Agreement.
R2008- Logistics Group Agmt for Jazz Fest
Page I 01'2
Section 4.
Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 18th day of September, 2008.
ATTEST:
~A:L
Jane A. Hines, CMC, City Clerk
APPROVED AS TO F9RM
AND G FI IENCY:
Moved by: Com rt"'I\ S.S,1 Dru~ Sc..\{GLl...
Seconded by: Cnh'\W'.'\S5.1 ()t.:lU2, ~R~ 2.JN'
Vote: 6-b
Mayor Norman S. Edelcup
Vice Mayor Lewis Thaler
Commissioner Roslyn Brezin
Commissioner Gerry Goodman
Commissioner George "Bud" Scholl
V(Yes)
~Yes)
_(Yes)
V (Yes)
~(Yes)
(No)
_(No)
_(No)
_(No)
_(No)
Resolution approving agreement with Logistics Management Group
Page 2 of 2
Of ~ UN
CITY OF SUNNY ISLES BEACH AND
LOGISTICS MANAGEMENT GROUP
AGREEMENT CONTRACT NO. C0708-100
THIS AGREEMENT, entered into this l~~ day of ~~~ 2008. by and
between the CITY OF SUNNY ISLES BEACH (hereina ter referred as to "City") and
LOGISTICS MANAGEMENT GROUP authorized to do business in the State of Florida
(hereinafter referred to as "ConsultanC), whose Federal !.D. # is
RECIT ALS
WHEREAS, the City is in need of a consultant to provide consulting and coordination
services for the Sunny Isles Beach Jazz Festival, October 17-19.2008. ("Services"); and
WHEREAS, Consultant has expressed the ability and desire to provide these Services
subject to the terms and conditions contained in its proposal as more fully described in
Attachment "A". which is attached hereto and made a part hereof: and
WHEREAS, the City desires to enter into an Agreement with Consultant to provide the
Services in a total amount not to exceed Sixty-Five Thousand Dollars ($65.000.00),
NOW THEREFORE, in consideration of the premises and the mutual covenants herein
names. the parties agree as follows:
TERMS
1. RECITALS: The recitals set forth abovc are hcreby incorporated into this Agreement
and made a part hereof.
2. SERVICES: Consultant agrees to furnish all labor and materials in a good workmanlike
and professional manner and to perform the Services designated in Attachment "A" attached
hereto, and incorporated herein by reference, The Services shall be performed by Consultant to
the full satisfaction of the City, Consultant agrees to have a qualified representative to audit and
inspect the Services provided on a regular basis to ensure all Services are being performed in
accordance with the City's needs and pursuant to the terms of this Agreement, and shall report to
the City accordingly. Consultant agrees to immediately inform the City via telephone and in
writing of any problems that could cause damage to the City's property. improvements and
persons. Consultant wil] require its employees to perform their work in a manner befitting the
type and scope of work to be performed, ]n the event that the Consultant fails to complete the
Services pursuant to the terms of this Agreement and City must undertake the completion of
performance of Services. Consultant agrees to indemnify the City for all costs incurred with
respect to the completion of those Services and any damages the City may suffer as a result of
the Consultant's failure to perform the Services,
3. COMPENSATION. Payment to Consultant for all charges and tasks under this
Agreement shall be in accordance with this Agreement and the schedule of charges reflected in
C0708-100 Logistics Managcmcnt (;roup Agrccmcnt Itlr Jail Fcst Octllhcr 2008
Attachment "A". Consultant agrees to provide the services in a total amount not to exceed Sixty-
Five Thousand Dollars ($65,000.00) which includes all management and project expenses,
Consultant shall make no other charges to the City for supplies, labor, taxes, licenses, permits,
overhead or any other expenses or costs unless any such expense or cost is incurred by
Consultant with the prior written approval of the City. If the City disputes any charges on the
invoices, it may make payment of the uncontested amounts and withhold payment on the
contested amounts until they are resolved by agreement with Consultant.
Consultant shall not pledge the City's credit or make it a guarantor of payment or surety for any
contract, debt, obligation, judgment. lien, or any form of indebtedness, The Consultant further
warrants and represents that it has no obligation or indebtedness that would impair its ability to
fulfill the terms of this Agreement.
4. UNDISCLOSED CONDITIONS: In the event that undisclosed conditions are
discovered during the performance of this Agreement. the City shall have the right to cancel this
Agreement upon ten (10) days written notice to Consultant.
5. OWNERSHIP OF DOCUMENTS:The parties agree that all documentation and work
product produced pursuant to this Agreement shall become the exclusive property of the City and
shall be provided to the City upon request.
6. INDEPENDENT CONSULTANT RELATIONSHIP: It is understood and agreed
that nothing contained in this Agreement shall be deemed to create a partnership, joint venture,
other association, or an employer/employee relationship between the Consultant and the City,
Consultant shall be in the relation of an independent Consultant and is to have entire charge,
control and supervision of the work to be performed hereunder.
7. COMPLIANCE WITH LAW: Consultant shall comply with all laws, regulations and
ordinances of any federal. state. or local governmental authority having jurisdiction with respect
to this Agreement ("Applicable Laws") and shall obtain and maintain any and all material
permits, licenses, approvals and consents necessary for the lawful conduct of the activities
contemplated under this Agreement.
Specifically, Consultant shall comply with all applicable conflict of interest proVISIOns as
provided in state statutes, Miami-Dade County Code and the Code of the City of Sunny Isles
Beach (Section 62-16 entitled "Ethics in Public Contracting"). As provided in Section 62-16,
Code of the City of Sunny Isles Beach, the City Commission may terminate this Contract for
violation of the above-referenced ethical standards.
8. INDEMNIFICATION AND WAIVER OF LIABILITY: The Consultant agrees, to
the fullest extent permitted by law, to defend, indemnify and hold harmless the City, its agents,
representatives. officers, directors, officials and employees from and against any and all claims,
damages, losses and expenses (including but not limited to attorney's fees, arbitration costs, and
costs of appellate proceedings) relating to, arising out of or resulting from the Consultant's acts,
errors, mistakes or omissions in connection with this Agreement.
C0708-100 Logistics Managcmcnt Croup Agrccmcnt for JaIl Fcst Octohcr 2001{
2
The Consultant's duty to defend. hold harmless and indemnify the City, its agents,
representatives, officers. directors. ofTicials and employees shall arise in connection with any
claim, damage. loss or expense that is attributable to bodily injury: sickness: disease: death; or
injury to impairment. or destruction of tangible property including loss of use resulting
therefrom, caused by any acts, errors, mistakes or omissions related to Consultant's performance
of this Agreement including any person for whose acts. errors. mistakes or omissions the
Consultant may be legally liable.
The parties agree that Ten Dollars ($10.00) represents specific consideration to the Consultant
for the indemnification set forth in this Agreement.
9. ASSIGNMENT: This Agreement shall be binding upon and shall inure to the benefit
of the City and to any and all of its successors and assigns. whether by merger, consolidation,
transfer of substantially all assets or any similar transaction, Notwithstanding the foregoing. this
Agreement is personal to the Consultant and it may not. either directly or indirectly. assign its
rights or delegate its obligations to City hereunder without first obtaining the City's consent in
writing. Any such attempted assignment or delegation shall be deemed of no legal force and
effect whatsoever.
10. TERM: Subject to the provisions relating to the termination of this Agreement as set
forth hereunder, this Agreement shall commence upon execution of this Agreement and shall end
on December 1,2008, with scheduled event dates of October 17.2008 through October 19,2008,
The term of this Agreement may be extended for an additional term at the option of the City.
Payment will be made only for work completed to the satisfaction of the City. Consultant is to
commence performance of work on the commencement date and continue in a diligent manner
until work is complete. Consultant acknowledges that compliance with the commencement and
completion schedule is the essence of this Agreement. The terms of Sections 7 and 8 entitled
"Compliance with Law" and "Indemnification and Waiver of Liability" respectively, shall
survive termination of this Agreement.
11. TERMINATION:
A. Termination for Cause. If, through any cause within their reasonable control the
Consultant shall fail to fulfill in a timely manncr or otherwise violate any of the covenants.
agreements or stipulations material to this agreement. the City shall have the right to
terminate the services then remaining to be performed. Prior to the exercise of its option to
terminate for cause. the City shall noti fy the Consultant of its violation of the particular terms
of the agreement and grant Consultant tcn (10) days to cure such default. If the default
remains uncured after ten (10) days the City may terminate this agrcement.
(i). In the event of termination, all finished and unfinished documents, data
and other work product prepared by Consultant (and sub consultant(s)) shall be delivered
to the City and the City shall compensate the Consultant for all services satisfactorily
performed prior to the date of termination, as provided in Paragraph 3 herein.
C0708-100 Logistics Management (,roup ^greement ror Jail Fest October 200X
3
(ii). Notwithstanding the foregoing, the Consultant shall not be relieved of
liability to the City for damages sustained by it by vil1ue of a breach of the agreement by
Consultant and the City may reasonably withhold paymcnts to Consultant for the
purposes of set-off until such time as the exact amount of damages due the City from the
Consultant is determined,
B. Termination for Convenience of City. The City may, for its convenience and
without cause terminate the services then remaining to be performed at any time by giving
written notice which shall become effective ten (10) days following rcceipt by Consultant. The
terms of Paragraph 11 A(i) and (ii) shall be applicable hereunder. In the event of termination for
convenience, the City will only be responsible for costs reasonably rendered by the Consultant
up to the notification date of termination.
C. Termination for Insolvency. The City also reserves the right to terminate the
remaining services to be performed in the event the Consultant is placed either in voluntary or
involuntary bankruptcy or makes any assignment for the benefit of creditors.
12. NOTICES: All notices and other communications required or permitted to be given
under this Agreement by either party to the other shall be in writing and shall be sent (except as
otherwise provided herein) (i) by certified or registered mail. first class postage prepaid, return
receipt requested. (ii) by guaranteed overnight delivery by a nationally recognized courier
service, or (iii) by facsimile with confirmation receipt (with a copy simultaneously sent by
certified or registered mail. first class postage prepaid. return receipt requested or by overnight
delivery by traditionally recognized courier service). addressed to such party as follows:
If to the City: A. John Szerlag With a copy to:
City Manager Hans Ottinot
City of Sunny Isles Beach City Attorney
18070 Collins A venue City of Sunny Isles Beach
Fourth Floor 18070 Collins A venue
Sunny Isles Beach, Florida 33160 Fourth Floor
Tel: (305) 792-1701 Sunny Isles Beach, Florida
33160
Tcl: (305) 792-1702
If to the Consultant: Randi Freedman. President
Logistics Managemcnt Group
16375 N,E, 18th Avenue, #327
North Miami Beach. Florida 33162
Tel: 305 949-2883
13. GOVERNING LAW: The validity of this Agreement and the interpretation and
performance of all of its terms shall be construed and enforced in accordance with the laws of the
State of Florida, without regard to principles of conflict of laws thereof. The location of any
legal action or proceeding commenced under or pursuant to this Agreement shall be in Miami-
Dade County, Florida.
C0708-100 Logistics Management (,roup ^greement for Jail Fest Oetobcr 2008
4
14. ARBITRATION: It is the intention of the parties that whenever possible, if a dispute or
controversy arises hereunder then such dispute or controversy shall be settled by arbitration in
accordance with the procedures. rules and regulations of the American Arbitration Association,
The decision rendered by the Arbitrator shall be final and binding upon the parties and judgment
upon the award rendered by the arbitrator may be entered in any court having jurisdiction.
Arbitration shall be held in Miami-Dade County. Florida. All costs of arbitration and attorneys'
fees incurred by the parties shall be paid by the non-prevailing party or. if neither party prevails
on the whole, each party shall be responsible for a portion of the costs of arbitration and their
respective attorneys' fees as may be determined by the court on confirmation.
15. INSURANCE: Consultant shall, at its sole cost and expense. during the period
of any work being performed under this Agreement procure and maintain the following
minimum insurance coverage to protect the City and Consultant against all loss. claims, damage
and liabilities caused by Consultant, its agents. sub-Consultants or employees. as indicated
below:
o
Comprehensive General liability insurance, including broad form contractual
liability coverage for all operations, including, but not limited to, contractual.
products, and completed operations, personal injury and property damage liability
with minimum limits of One Million Dollars ($1,000,000) per occurrence and
Two Million Dollars ($2,000.000) aggregate.
Insurance required of the Consultant shall be primary to, and not contribute with, any
insurance or self-insurance maintained by the City, Such insurance shall not diminish
Consultant's indemnification and obligations hereunder. The insurance policy(ies) shall be
issued by companies authorized to do business under the laws of the State of Florida and
acceptable to the City with a minimum Best's Insurance Guide rating of A-Excellent. Before
any work under this Agrecment is performed, and at any timc upon requcst, Consultant
shall furnish to the City certificates of insurance evidencing thc minimum required
coverage and shall be appropriately endorsed for contractual liability, with the City
named as additional insured, All policies shall contain a waiver of subrogation
endorsement. All policies and certificates shall be in forms and issued by insurance
companies acceptable to the City's Risk Management Department. All insurance policies and
certificates of insurance shall provide that the policies may not be canceled or altered without
thirty (30) days prior written notice to the City, The City reserves the right from time to time
to change the insurance coverage and limits of liability required to be maintained by
Consultant hereunder. Consultant shall also require and ensure that each of its sub-
Consultants providing services hereunder (if any) procures and maintains. until the
completion of the services, insurance of the types and to the limits specified herein, ANY
EXCEPTIONS TO THE INSURANCE REQUIREMENTS IN THIS SECTION MUST
BE APPROVED IN WRITING BY THE CITY.
C0708-100 Logistics Managcmcnt (;roup ^grccmcllt for Ja// Fcst Octobcr 200R
5
16. MISCELLANEOUS:
A. In the event any prOVISIon of this Agreement is found to be void and
unenforceable by a court of competent jurisdiction. the remaining provisions of this Agreement
shall nevertheless be binding upon the parties with the same effect as though the void or
unenforceable provisions had been severed and deleted.
B. This Agreement may be executed in multiple identical counterparts, each of
which shall be deemed an original for all purposes.
C. This Agreement shall constitute the entire agreement between the parties with
respect to the subject matter hereof. and it shal I supersede all previous and contemporaneous oral
and written negotiations. commitments, agreements and understandings relating hereto.
D. Any modification of this Agreement shall be effective only if in writing and
signed by the parties to this Agreement.
E. No waiver of any provision of this Agreement shall be valid or enforceable unless
such waiver is in writing and signed by the party granting such waiver.
17. CONFLICTING PROVISIONS: The terms and conditions in this Agreement
supersede any other conflicting provisions that are contained in any other document. including
but not limited to Attachment "A ",
(The remainder (~(this paKe has heen intentionally Ie}! Mank.)
C0708-100 Logistics Managcmcnt (iroup Agreemcnt Iix .Ian Fest October :WOX
6
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day and
year first written above.
ESES:
,..~
Stl~; :j{o flRfIJ
Print Name
LOGISTICS MANAGEMENT GROUP
(~,
WITNESSES: ()
(Jtl0i;vcL J. ~
Sl nature
S MM\~ L . ~ A-t,N-'1.J
Print Name
"
-',
ATTEST:
CITY OF SUNNY ISLES BEACH
q w~jd
BeL It ~
Jane A. Hines. CMC, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
Jans
C0708-100 Logistics Management (iroup ^greement for Jazz Fest Oetoher 200X
7
.
Logistics Management Group
Scope of Services
LMG to provide event management services for CITY including all logistics, event production and
management services for the event for the Sunny Isles Jazz Festival to be held on October 18, 2008 at the
David Samson Oceanfront Park. The services outlined below are included, but not limited to:
* Attend meetings with CITY representative Ibis Romero to develop concept and details of the Festival.
*Site layouts for submission to all government or venue entities
*Negotiate and book all national and local entertainers for the concert
*Provide on-site staff coordination and production services from load-in to load-out.
*Liaison with police, fire, public works, parking and all city departments necessary to implement event.
*Interface with transportation company for the national act movements
* Arrange sound, staging, lighting...
*Coordinate entertainment schedules
*Develop plan for crowd tlow and control
*Coordinate all rental needs (tents, tables, chairs...)
*Coordinate food & beverage needs for VIP and public
*Provide qualified stage managers, production & technical assistants....
*Coordinate talent hospitality and technical riders
*Liaison with entertainer agent or manager for sound checks, performance arrival time and general
instructions.
*Build and coordinate the physical site (ie: once CITY approves the elements, LMG will be responsible for
coordinating the building and coordination of the venues)
*Liaison with all equipment vendors needed at the site
*Coordinate and develop load-in/strike schedules for the event
*Develop hard cost materials budget
*Design electrical plan for event needs (ie: generators and distribution...)
*Coordinate communication plans for the event (ie: radios)
*Determine sanitation plan and arrange all maintenance and event cleanup
*Coordinate any security needs
* Arrange and coordinate any advance shipments of materials to venue
*Coordinate all signage (including booth sponsors...)
*Execute and coordinate sponsor benefits as committed.
* Arrange local entertainment, if needed for the hotel participants.
*Schedule & coordinate rehearsals, sound checks, green room..,
ATTACHMENT "A"
ACORD CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDDIYYYY)
-TM 09/17/2008
PRODUCER ACI THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
7200 CORPORATE CENTER DR. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
SUITE 412 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
MIAMI FL 33126
(305) 436-6790 INSURERS AFFORDING COVERAGE NAIC#
INSURED INSURER A: LLOYD'S OF LONDON
LOGISTICS MANAGEMENT GROUP INSURER B:
16375 NE 18 AVE ST #327 INSURER C:
NORTH MIAMI BEACH FL 33162-
INSURER D:
I INSURER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR ADD'L POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS
A X ~ERAL LIABILITY 350539 04/29/2008 04/29/2009 EACH OCCURRENCE $ 1,000,000
X DAMAGE TO RENTED . 100,000
COMMERCIAL GENERAL LIABILITY
I CLAIMS MADE o OCCUR MED EXP (Anv one nerson\ $ 5,000
- PERSONAL & ADV INJURY $ 1,000,000
- GENERAL AGGREGATE $ 2,000,000
-itl'L AGGREn LIMIT APfl PER: PRODUCTS - COMP/OP AGG $ 2,000,000
X POLICY ~~9,: LOC
I ~OMOBILE LIABILITY
COMBINED SINGLE LIMIT $
- ANY AUTO (Ea accident)
- ALL OWNED AUTOS BODILY INJURY
(Per person) $
- SCHEDULED AUTOS
- HIRED AUTOS BODILY INJURY
(Per accident) $
- NON-OWNED AUTOS
PROPERTY DAMAGE $
(Per accident)
~RAGE LIABILITY AUTO ONLY - EA ACCIDENT $
ANY AUTO OTHER THAN EA ACC $
AUTO ONLY: AGG $
~ESSIUMBRELLA LIABILITY EACH OCCURRENCE .
OCCUR D CLAIMS MADE AGGREGATE $
$
~ DEDUCTIBLE .
RETENTION $ .
WORKERS COMPENSATION AND I Tv;'.<i,~T~Tg~ I I O.I~'
EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE EL EACH ACCIDENT $
OFFICER/MEMBER EXCLUDED? E,L, DISEASE - EA EMPLOYEE .
~~~~I~,:,sgr~b~~~1~~s hplnw E.L, DISEASE, POLICY LIMIT $
OTHER I
DESCRIPTION OF OPERATIONS! LOCATIONS! VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS
CERTIFICATE HOLDER IS LISTED AS ADDITIONAL INSURED.
30 DAYS WRITTEN NOTICE SHALL BE GIVEN EXCEPT FOR NON PAYMENT OF PREMIUM WHERE 10 DAYS NOTICE SHALL BE GIVEN,
CERTIFICATE HOLDER
CANCELLATION
AI 000127
CITY OF SUNNY ISLES BEACH
18070 COLLINS AVENUE
SUNNY ISLES BEACH
FL 33160-
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
AUTHORIZED REPRESENTATIVE
I
ACORD 25 (2001/08)
@ACORD CORPORATION 1988
,
"'"---
"
IMPORTANT
If the certificate holder is an ADDITIONAL iNSURED, the policy(ies) must be endorsed, A statement
on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s),
If SUBROGATION is WAIVED, subject to the terms and conditions of the policy, certain policies may
require an endorsement. A statement on this certificate does not confer rights to the certificate
holder in lieu of such endorsement(s),
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between
the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it
affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon,
ACORD 25 (2001/08)
OF SUN
TO:
VIA:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
City Commission
Norman S. Edelcup, Mayor
Lewis .1. Thaler, Vice M a)'or
Roslyu Brezin, Commissioner
Gerry Goodman, Commissioner
George "Bud" Scholl, Commissioner
(305) 947-0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5107 Fax
A. .John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hines, CMC City Clerk
MEMORANDUM
The Honorable City Commission
A. John Szerlag, City Manager
Ibis Romero, Sunny Isles Beach Resort Association
Susan Simpson, Cultural and Human Services Director
September 18, 2008
APPROVAL OF AGREEMENT WITH LOGISTICS MANAGEMENT
GROUP FOR SERVICES AND EXPENSES RELATED TO THE JAZZ
FEST IN AN AMOUNT NOT TO EXCEED $65,000
RECOMMENDA TION:
It is recommended that the City Commission consider the attached agreement with Logistics
Management Group to provide logistical and management services for the Jazz Fest on October
17-19,2008 in an amount not to exceed Sixty Five Thousand Dollars ($65,000).
REASONS:
On behalf of Ibis Romero and the Sunny Isles Beach Resort Association, the City would like to
enter into an agreement with Logistics Management Group to provide logistical and management
services for the Jazz Fest on October 17-19, 2008. This group has been working with Ibis on this
project for several months. Attached is a detailed list of the scope of services provided by LMG.
The agreement will provide for LMG to receive a management fee of $5,000 for their services.
Additionally, LMG will pay for all expenses related to this project and invoice the City for those
expenses in an amount not to exceed $65,000 (includes $5,000 management fee) as per Exhibit A
attached. Fire permit fees are not yet known and are estimated at $1,000.
This agreement is in addition to funds paid directly to vendors for this project totaling $19,248.75 as
per the attached spreadsheet of additional costs (Exhibit B). Combined, estimated expenses for this
cvent total $84,248.75.
To be completed bv Department Head To be completed bv City Clerk's Oflice' J - . \:i\.. 0 JI
0 Y ....
Funding a,'ailable: Apprm'al: Agcnua Item No.: I
Finance Department City "'fanager q-l~- DR
Commission i'.lccting Date:
Recommemologistlcsm!,'Tl1tgroup 091 HOH
For this project, the City has committed $40,000 in funding. To date $9,500 has been received for
sponsorships and is available in account # 10.389.403. Sponsorships are expected to increase in the
next few weeks. A Tourism Development Grant has been applied for and is anticipated to be
approved for $15,000. Concession revenues are committed for $1,000.
The entire project budget is estimated at $84,250 and revenucs are estimated at $80,500. This means
our $40,000 contribution could be reduced to $5,000 if we are successful. However, regardless of
the number of tickets sold, sponsorships received, or other estimated revenues, the City will be
responsible for the expenses in the agreement. Any revenues exceeding expenses will go into the
City's general fund balance for FY 08/09.
ADDITIONAL INFORMATION:
Additionally, the City is providing in-kind services of Police for security and traffic control, Public
Works for sanitation and some pre and post event labor, Community Shuttle Bus Service for
transportation from parking lots to the event site, and Ocean Rescue for special event patrol.
Samson Oceanfront Park will be closed to the general public as a park and beach access on Saturday,
October 18, 2008 from 9:00 a.m. to 11 :00 p.m. The park will be closed but residents will have
limited beach access through the park on Friday, 10/17 and Sunday, 10/19 due to load-in and load-
out of sound, stage, lighting, and fencing. Security will be provided independently to secure the site
which is included in the attached agreement. Administrative Services Department will provide
notification to the residents through multiple media outlets.
Sunny Isles Beach Jazz Festival
Main Concert
National Entertainment
Local Bands
Tech/Hospitality riders
Sound, stage, lights
Sponsor & concession tents
Fencing
Sanitation
LMG Fee for all weekend
Private Security
Stage backdrop for festival
Insurance
TOTAL
$ 20,000.00
$ 4,800.00
$ 5,000.00
$ 19,610.00
$ 2,397.00
$ 2,000.00
Sunny Isles
$ 5,000.00
$ 1,486.00
$ 1,500.00
$ 150.00
$ 61,943.00
EXHIBIT "A"
Jazz Fest Additional Expenses
Vendor Service Amount
Howard Miller Media 4930
Love 94 Advertising 1300
de-pikt Marketing 1970
I Imajin Sponsorship 2000
Ocean Point hotel for national performer 1500
Joel Black photos 350
George Rodez poster design 1000
AAA Banner street and fence banners 4000
Associated Printers poster printing 1200
Fire permit and fees estimated 1000
Total
19250
Jazz Fest Revenues
Source
Ticket Sales
Concessions
TDC grant
Poster sales
Sponsorships (cash)
Sponsorships (cash)
confirmed
estimated additional
Amount/Estimate
30,000
1000
15000
20000
9500
5000
Alcohol sale proceeds Donated to Best Buddies
Total
80500
Exhibit "B"
o
City Commission
Norman S. Edelcup
Mayor
Lewis J. Thaler
Vice Mayor
Roslyn Brezin
Commissioner
Gerry Goodman
Commissioner
George "Bud" Scholl
Commissioner
A. John Szerlag
City Manager
Hans Ottinot
City Attorney
Jane A. Hines
City Clerk
September 25,2008
Randi Freedman, President
Logistics Mana~ement Corp.
16375 N. E. 18t Avenue, #327
North Miami Beach, FL 33162
Re:
Jazz Festival Consultant and Coordinator Services Agreement
Dear Ms. Freedman:
At its regular meeting of September 18, 2008, the City Commission adopted
Resolution No. 2008-1331, which approved a Consultant and Coordinator
Services Agreement with Logistics Management Corp for the Sunny Isles Beach
Jazz Festival. Enclosed are two (2) original agreements for execution by you and
two witnesses.
Upon execution, please return both originals to my attention for final processing.
A fully-executed original agreement and a copy of the approving resolution will
be mailed to you upon completion.
Thank you.
Very truly yours,
~~JQ{J~~
Priscilla Walker, CMC
Deputy City Clerk/Office Manager
Enclosures
cc: Susan Simpson, Cultural & Human Services Director (w/o attachments)
Logistics Management - Jazz Festival Agrmt for Sig Ltr
TO:
FROM:
DATE:
RE:
City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305) 949-3113 Fax
(305) 947-2150 Building Department
(305) 947-5 107 Fax
MEMORANDUM
Susan Simpson, Cultural & Human Services Directo~
Priscilla Walker, CMC, Deputy City Clerk/Office Manage~LlbO~
October 1, 2008
Approval of Jazz Festival Consultant & Coordinator Agreement
City Commission
Norman S. Edelcllp. Mayor
Lewis J. Thaler, Vice Mayor
Roslyn Brezin, Commissioner
Gerry Goodman, Commissioner
George "Bud" Scholl, Commissioner
A. John Szerlag, City Manager
Hans Ottinot, City Attorney
Jane A. Hines, CMC, City Clerk
At its regular meeting of September 18, 2008, the City Commission adopted Resolution No.
2008-1331, which approved the above-referenced agreement with Logistics Management Group.
Enclosed are a copy of the approving legislation and fully-executed agreement for your files.
Thank you.
/pw
Attachments
Logistics Management - .Ian Festi,'al Agrmt Trans Memo