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Home My WebLink AboutR-02-0783J-02-707 7/9/02 RESOLUTION NO. 0 783 A RESOLUTION OF THE MIAMI CITY COMMISSION SUPPORTING, IN PRINCIPLE, THE CITY'S INTENT TO HOST THE 2003 AND 2004 ESPN X -GAMES, AS MORE PARTICULARLY DESCRIBED IN THE DRAFT LETTER OF INTENT FROM MAYOR MANUEL A. DIAZ, ATTACHED AND INCORPORATED. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City's intent to host the 2003 and 2004 ESPN X -Games, as more particularly described in the draft Letter of Intent from Mayor Manuel A. Diaz, attached and incorporated, is supported, in principle. Section 2. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.!/ �i If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. TTAC!,7.7. � "r`I CITY COMMISSION MEETING OF l U L 0 0 2002 Resolution No. 02- 783 PASSED AND ADOPTED this 9th day of July , 2002. ATTEST: PRISCILLA A. THOMPSON CITY CLERK APPROVED4S TD114M AND COIIRECTNESS :t/ !VDRO VILARELLO ATTORNEY W6463:tr:BSS MANUEL A. DIAZ, F2 Page 2 of 2 02- 783 Jack Wienert Executive Director ESPN Inc. Event Creation & Management 1321 Arch St. 9`h Floor Philadelphia, PA 19107 Dear Mr. Wienert: The City of Miami ("MIAMI") desires to+be the host City for the 2003 and 2004 X Games. After several meetings and site surveys with city officials and private sector representatives, MIAMI will provide or cause to be provided, ESPN Productions, Inc. ("PRODUCTIONS") with the venues, items and services listed below to be utilized for the 2003 and 2004 ESPN X Games ("the Event"). PRODUCTIONS understands that not all venues and resources are within the exclusive control of the City of Miami and the availability of American Airlines Arena ("AAA'-) is contingent upon MIAMI, PRODUCTIONS and AAA reaching a mutually acceptable agreement on or before July 1, 2002, for the use of AAA, hereinafter the "AGREEMENT". PRODUCTIONS acknowledges that AAA may be unavailable in 2004 due to potential commitments with the Democratic National Convention ("DNC"). If AAA does not host the 2004 DNC, then all references to AAA in the AGREEMENT will apply to the 2004 ESPN X Games, with set up, event and breakdown dates to be similar to the 2003 ESPN X Games. If AAA does host the 2004 DNC, PRODUCTIONS reserves the right to terminate this AGREEMENT, and any other agreements with MIAMI regarding the 2004 ESPN X Games. MIAMI will incur the cost of PRODUCTIONS' relocation expenses resulting from the loss of AAA as a venue in 2004. PRODUCTIONS and MIAMI will discuss other potential venues in Miami as possible substitutes for AAA. THE SITE: PRODUCTIONS requires the use of Bicentennial Park, ("BP"), AAA afA-(`the Site"), and potentially Bayfront Park, (including the amphitheatre located therein for Event dates only), as the main venue for the 2003 and 2004 ESPN X Games. MIAMI will provide PRODUCTIONS with full control of the Site from approximately July 21 to August 31, 2003 for BP and August 1 to August 25, 2003 for AAA, and similar dates in 2004. At the request of' PRODUCTIONS ffia-ut4i-,-e-h-1IAMI %Vill use its best effort to provide the Miami Arena as a potential venue,• subject to an agreement on the potential uses and dates of -r} -se -all of which wi(1 be addressed upon receipt of the request from PRODIJCTIONS.m-e to be 02- 783 MIAMI will pay the cost of local fees associated with holding the Event at the Site including but not limited to, site fees, special event permit fees and agrees to waive all fees that it may waive by law. MIAMI will provide the existing 200' x 200' paved level surface at BP. MIAMI will clean up and prepare The Site the paved level surface prior to PRODUCTIONS arrival by providing all necessary sealing and repairs of the paved surface, fence removal and general clean up, at no cost to PRODUCTIONS. The condition 4the existing paved s MIAMI will provide a list of all available event equipment in its inventory, including but not limited to, fencing, police barricades, bleachers, dirt, lighting, and heavy equipment, etc. PRODUCTIONS will assess its needs and provide MIAMI with a list of items PRODUCTIONS desires to utilize by March 1, 2003. MIAMI will provide available aerial photographs, site surveys and scaled drawings for all venues at no cost to PRODUCTIONS. Subject to specific pre-existing contracts at AAA, PRODUCTIONS shall have the exclusive right to determine the identity of vendors at all X Games venues, the types of products to be sold, and may restrict the sale of any items of food, clothing, or other goods that are, in ESPN's judgment, in conflict with the goods and services of ESPN's advertisers and sponsors. PRODUCTIONS, MIAMI and AAA will produce a separate agreement outlining the details of PRODUCTIONS' proposed use of AAA, dates of use, and MIAMI's costs associated with this use. Warehouse Space: MIAMI will provide PRODUCTIONS with 50,000 - 75,000 square feet of secure and exclusive warehouse space, at the Orange Bowl Warehouse, ("Warehouse"), as well as office space located therein, for use as PRODUCTIONS's Warehouse from October 1, 2002 to October 1, 2004 at no cost to PRODUCTIONS. The Warehouse lacks the necessary loading docks PRODUCTIONS requires. Options for temporary loading docks are being researched by both parties. PRODUCTIONS and MIAMI will mutually agree on the best option. MIAMI will provide the Warehouse in move -in condition, including power, hot/cold water, restroom facilities, parking, phone/fax lines, secured and clean. It is the obligation of MIAMI to secure all necessary permits required for PRODUCTIONS to move into the Warehouse. Office Space: 2 02- 783 MIAMI will provide PRODUCTIONS with approximately 7,500 square feet of secure and exclusive office space at a location to be mutually agreed upon by MIAMI and PRODUCTIONS ("Office Space") for use as PRODUCTIONS's office space from October 1, 2002 to October 1, 2004 at no cost to PRODUCTIONS. MIAMI will provide the Office Space in move -in condition, including power, hot/cold water, restroom facilities, parking, phone/fax lines, secured and clean. The MIAMI shall secure all necessary permits required for PRODUCTIONS to move into the Office Space. MIAMI will grant PRODUCTIONS the use of any preexisting office equipment and furniture for the entire duration that PRODUCTIONS occupies this office space. Broadcast Center: MIAMI will provide or cause to be provided to PRODUCTIONS with the use of a specified area of approximately 50,000 square feet for use as its main Broadcast Compound. The selected location, to be mutually agreed upon by both parties, will be made available to PRODUCTIONS for its exclusive use from approx. July 28 to August 26, 2003, and similar dates in 2004. Other potential locations are listed below: • Outside Area attached to AAA • Miami Arena (if available) • BP • Any other location, either discovered or undiscovered, subject to availability and MIAMI's approval. Police/Fire/EMS MIAMI will provide or cause to be provided PRODUCTIONS with the requisite number of Police Officers, Fire Department personnel, EMS and ambulances at no cost to PRODUCTIONS, for the safe execution of the event based on PRE3[-3Ur"T'=ate MIAMI's past experiences. Police/Fire/EMS personnel will be available approximately one hour before and one hour after each event day. PARKING & TRAFFIC: Spectator parking and Shuttle services: MIAMI will work cooperatively with PRODUCTIONS to identify and create a detailed traffic/parking/shuttle plan for staff, athletes and spectators to ensure a steady, continuous flow throughout the Event. 3 02- 783 MIAMI will provide or cause to be provided PRODUCTIONS spectator Shuttle services, if necessary, from the Parking Lot[s] to the X Games' venues at no cost to PRODUCTIONS. The spectator Shuttle service will consist of well -maintained and fully operational shuttle buses which will operate throughout the duration of the X Games, exact numbers to be agreed upon by both parties. MIAMI will be responsible for the operation, staffing and maintenance of the Parking Lot and spectator Shuttle services throughout the Event, if identified in the Parking Plan. Skateboarding Street Competition Location TBD (a one -day event staged in a preexisting area showcasing the City, the area to be mutually agreed by both parties. In Philadelphia the event was staged at City Hall) Watersports The Wakeboarding venue is currently being determined by PRODUCTIONS, subject to MIAMI's approval. Possible options include but are not limited to: Bay area adjacent to BP, Marine Stadium. No definite site has been determined at this time. HOTELS & HOUSING: MIAMI in conjunction with the City, County and Miami Beach hotel community/ GMCVB will provide PRODUCTIONS with a block of rooms at confirmed and guaranteed fixed rates for 2003 and 2004. The exact numbers and particulars on hotels are still being negotiated. MIAMI and PRODUCTIONS will work with various hotels to negotiate acceptable room rates. ENVIRONMENTAL ISSUES There are no issues arising under any Local, State or Federal environmental laws or statutes with respect to PRODUCTIONS's use of any and all X Games' venues. Should any such environmental issues arise, it will be the responsibility of MIAMI to resolve those issues at their sole cost. RISK MANAGEMENT The Risk Management Departments of all parties shall meet to identify and address all relevant insurance requirements and risk management issues. MISCELLANEOUS: ti1IAMI's oblivations are limited by the cost specifically detailed in the attached exhibit entitled "ESPN X GAMES ESTIMATED BUDGET FOR 2003 -- 2004". 4 0?- 783 MIAMI will assist PRODUCTIONS and ESPN TV Production with any and all logistical situations that may arise during the set-up, staging, maintaining and dismantling of the X Games, including but not limited to the following: • Providing a City Community Services Representative to assist PRODUCTIONS with all community and residential concerns which may arise, as well as assisting with the acquisition of VOLUNTEERS • Providing a City Representative to assist and support PRODUCTIONS with any Labor related issues and conflicts that may arise during the set-up, staging, maintaining and dismantling of the X Games. We look forward to making Miami the next home of the 2003 and 2004 ESPN X Games. Very truly yours, Mayor Manuel A. Diaz City of Miami X -Games Miami letter June 27 blacklinel.doc 502— 783- C-) I 00 w ESPN X GAMES ESTIMATED BUDGET FOR 2003 - 2004 DESCRIPTION Warehouse Office Space Police/EMS Broadcast Center AAA Rental AAA Labor Bicentennial Park Bayfront Park Amphitheater Miami Arena TOTAL Relocation Costs ADJUSTED TOTAL ESTIMATED ESTIMATED 2 -YR ANNUAL ANNUAL COST COST $ 320,000 $ 320,Qee $ 25,000 $ 50,000 $ 250,000 $ 500,000 $ 450,000 $ 900,000 $ 500,000 $ 1,000,000 $ 132,393 $ 264,786 $ 80,000 $ 160,000 $ 389,917 $ 779,834 $ 2,147,310 $ 3,974,620 $300,000— $ 300,000—$ 3/1,274,620 32djcuv I I COMMENTS One time cost to repair Orange Bowl Parade Warehouse (50,000 - 75,000 ft. required) AAA will provide office space amo cost except for utilities and out-of-pocket expenses. Police and EMS during events ESPN will need to use one of the existing venues for their broadcast center Includes cost for relocating SOL/Assumes BPL will have exclusive F&B for Bicentennial Park. Does not include stagehands, riggers, loaders, electricians, audio, equipment, broadcast personnel, etc. Optional - currently no plans to use it Relocation cost in the event Miami is selected to host the 2004 DNC 3, "5y'`Zp W10 g2occ" oCn CO5�5 m: Ghumn qty Manager 06r - ^- - -- CLT '"11WCITYWIDE Fwru -D�FICE ME#Atl1t, MAYOR DIAZ �► °AVE AWS 20, 2002 PILE . suc+rcr : Dbcwllkn ESPN S -Ge m Pmpmg Rklx �"rs al�r•� �YZ i td r tly N qucst that the fvllov * item be placed an the comminion apes the neat City CammiW= =codas to be held an Ame 27, 2000. DISCUSSION ItisGARDHO THE CITY OF MIAMI'S HID TO M='lid sari AND 2004 SM X-0111 W. C= I'm Aoabie Ncnitms Cuyr caamipm Afojoft VgWdi% City AUormW sui C-Ajoaua Aipm& Cm r im um I 02- 783