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RESOLUTION NO.
80-830
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
THE ATTACHED AGREEMENT BETWEEN THE CITY OF MIAMI AND
EVELIO LEY & ASSOCIATES, INC. TO COORDINATE, FOR AND
IN BEHALF OF THE CITY OF %IIAMI , IH COOPERATION WITH
IETROPOLITAN DADE COUNTY AND THE STATE OF FLORIDA,
THE MIAMI CONFERENCF, ON THE CAR.IBBEAN, 1980 WITH
FUNDS APPROPRAITED THEREOF. IN THE 1-IIA,1I COIiFERENCE
OF THE CARIBBEAN 1980 TEUST AND AOE',ICY ACCOUNT, IN
All AMOUNT NOT TO EXCEED $97 , 500, OF WHICH $52, 500
WILL BE PROCEEDS FROM THE ATTFNDEES.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to execute
an Agreement between the City of Miami and Evelio Ley & Associates,
Inc., whereby Evelio Ley & Associates, Inc. are contracted to
coordinate, for and in behalf of the City of Miami, in coopera-
tion with Metropolitan Dade County and the State of Florida, the
Miami Conference on the Caribbean, with funds appropriated thereof
in the I1iami Conference on the Caribbean 1980 Trust and Agency
Account, in an amount not to exceed $97,500, of which $52,500
will be proceeds from the attendees.
Section 2. The above authorization is conditioned upon
there being no official invitee of any Marxist or communist
governments to the said Conference, including but not limited to
Bernard Coard, Deputy Prime Minister, Grenada, and Alfredo Cesar,
Executive Director, Banking Council, Nicaragua.
PASSED AND ADOPTED this Atli day of _jjD_VLMBZjL , 1980.
ATTEST:
R LPII OI7GIE, CI^Y CLFRK�
PREPARED A!;J APPROVED BY:
?A�TISTAIVT CITE' I:TTOPN :Y
0:71:1) h'. TC) If)I:.i•1 7i!! CORRL- CTNFSS:
MAURICE A. FERRE
MAURICE A. FERRE
M A Y O R
"DOCUMENT INDEX
ITEM? 1110. "
CITY COMMISSION '
MEETING OF
} . FNO::, JR. ,ICITY ATTORNEY
MEMORANDUM OF AGREEMENT
TABLE OF CONTENTS
INTRODUCTION
I. DEFINITIONS
II. UNDERSTANDING
III. MAXIMUM COMPENSATION
IV. METHOD OF PAYMENT
V. HOLD HARMLESS CLAUSE
VI. TIME OF PERFORMANCE
VII. AMENDMENTS
VIII. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS
IX. EQUAL OPPORTUNITY
X. REPORT
XI. CONFLICT OF INTERESTS
XII. OPPORTUNITIES FOR SMALL AND MINORITY BUSINESSES
XIII. TERMINATION
XIV. SIGNATORIES
The City of Miami and Evelio Ley & Associates, Inc., has entered this
Memorandum of Agreement this day of , 1980, as a basis of
understanding for the coordination of the Miami Conference on the Caribbean to
be held in Miami during November 23-25, 1980.
WITNESSET11. that the City of Miami has entered in an agreement with
Evelio Ley & Associates, Inc., to prepare, coordinate and supervise the
Miami Conference on the Caribbean, to be held in Miami, Florida during
November 23-25, 1980, pursuant to Resolution No. adoated
1980.
Now, therefore, the City of Miami and Evelio Ley & Associates, Inc.,
do mutually agree as follows:
I. DEFINITIONS
CITY ------------------------- City of Miami
CONFERENCE ------------------- Miami Conference on the Caribbean
ELA-------------------------- Evelio Ley & Associates, Inc.
II. UNDERSTANDINGS
A. It is understood that through the execution of this Agreement the
CITY contracts the firm of ELA to prepare, coordinate and supervise the
CONFERENCE, while maintaining overall supervisory rights and benefits.
B. The CONFERENCE purpose shall be to explore the role of public and
private sectors in promoting the accelerated economic development of the
Caribbean Basin.
C. ELA further agrees to promulgate the CITY's objectives in this
CONFERENCE. These objectives being:
1) Projection of Miami as a hemisphere financial center.
2) Miami as an entrepot of world trade.
3) Investment opportunities and facilities in Miami.
4) Miami as a transportation hub of &.S.--Latin American
business and transportation.
D. Services to be provided:
1) ELA agrees to submit a final report within 60 days of the
conclusion of the conference detailing those expenditures
which will be defrayed by those funds to be received under
this Agreement, and expected benefits to be received by
the CITY and the State of Florida as a result of the
CONFERENCE and expenditures incurred.
E
80 -8.3
�I�1�1lsl�s��w
E) Audit and ..:cords:
�) To maintain financial records and reports relating to funds paid
to any parties for work on the matters which are the subject
of this Agreement and submit reports to the CITY as requested.
2) To maintain books, records, documents and other evidence
according to generally accepted accounting principles,
procedures and practices which sufficiently and properly
reflects all costs of any nature expended in the performance
of this Agreement.
3) The aforesaid records, books, documents, and other evidence
shall be subject at all times to inspection, review, or audit
by State Personnel of the Office of Auditor General, Office of
..Comptroller, or other state personnel authorized by the
Department of Conunerce, Division of h'cunumic Development,
Metropolitan Dade County and the CITY personnel.
4} Iu inclu.ie these arurementiuned audit and record kvepin},
requirements in contracts .and sub.ontracts thereto entered
into, LY ELA wr t h an\• part � l or work required 1 n the pert ormanve
of this Agreement.
FUNU1NG AND hLVIMVM tOMPL•NSAT1Ot:
Revenues Irum CONF�RLNCL shall include the hollowing amounts:
ti
CITI' t11' M1.1011 $ 15,000
METRO DADE COUNT) 15 , U(1l1
STATI. of FLORIDA 15,0m)
ESTVIIATED REVENUE FROM
'300 PARTICIPANTS .52.500
Total Revenue $ 97,500
For rights and benefits realized through this Agreement, and based upon the
above revenues the City authorizes disbursement through ELA in an amount not to
exceed $97,500.00, in the following manner:
Admini.tcative Z ()l,V,.rttonal Overhead
Prowot ional Costs
Servlcc Cunt.,
Hosting Custs
utlforvseen cr.1>rn5es S l:utltillgo vy provisirnr
12,600.00
15,'i15.00
47,380.00
5,195.00
$ 97,500.00
A svt.rilea hudgesL breakdown is JJ:•urpuraLvd ir, thia Agieeiuent and made
pcirt of it by reiereiicv.
It
is L'stinwtes.i
Ethers• will
1,r
300
per{ t i' lh:ant:,
Piryi;,); �l i`).OU each fol- .1
kQt.41 r,I
Itt,
tlu• r�',•nt
tl,.,t
011V
I',.,r( rl
rcvCnu.• �;hould vxc•erd
a
$52,500, the moni loss the lnL'reased correspundi reasonable expenses will
be retained in the MIAMI CONFERENCE ON THE CAR1}iBEAN 1980 'CRUST AND AGENCY
FUND to be used for future Miami Conferences on the Caribbean. In the event the
participants' revenue should not total $52,500, the expenses shall be decreased
in a corresponding reasonable manner.
IV. METHOD OF PAYMENT
The CITY's Finance Director shall disburse to E1.A from the Miami Conference
on the Caribbean 1980 Trust and Agency Fund the amount of $15,000 upon execution of
this Agreement toward its administrative expenses. The CITY's Finance Director will
disburse to ELA $30,000 from the Miami Conference on the Caribbean 198Q Trust and
Agency i''und at the conclusion of the CONFERENCE to be used toward operational costs a!
outlined on the above mentioned budget made hart of this agreement by reference.
ELA shall maintain a separate bank accuunt to collect and disburse funds in
connection with the CONFERENCE. Within 60 days after the cuncltusion of the CONFERENCE
and after expenses have been paid, ELA shall pay the remainder of the account to
the Miami Conference on the Caribbean 19bU TI-LISt b Agency account.
It is understood by butte parties that the Sunesta beach Hotel and the Key
Biscayne Hotel will pay ELA an additional c01111WIlSaLion, depending upon the
number of rooms rented to the participants during', the length of the CONFERENCE;
the City shall have no claim to this additional iompensatiun.
V. HOLD HARMLESS CLAUSE
ELA hereby covenants and agrees to defend, indemnify and save harmless
the CITY against any and all claims, suits actiuns for damages, or causes of actions
arising during the term of this Agreement, for illy personal injury', lugs pf life,
or damage to property, sustained by reason of ur as a result of the ELA's (its
agents, employees or workmen) carelessness or negligence; tram and against any
orders, judgements or decrees, which may be entered thereon; and from and against
all costs, attorneys fees, expenses and liabilities incurred ill the defense of any
such claims and the investigation thereof.
VI. TIME OF PERFORMANCE
The Conference is to be held on November 23-25, 1980. In the event that
the CONFERENCE is ca►►celied by the CITY, ur pustpollell, thv CITY has tht• option
to renegotiate or withdraw I rom this Agreement .
V11. tU1l.hUMENTS
I'ht: L'1T1 may, at its dir.cletiun, Allivnd thi.-. Agrt'rnlrn( It :Illy tinit' to c•unform
Wit. II ully iUIIL IIIeeII, ic., Wlllt- li 111u)' I'etlui Iv su,. ll amvildIli elIt. Allu?Ildlllcht.h, 11 required,
311J1i ht• 111i0Ip.)r.ILvd ill wlltilip. lu this AI;tvvilu•111 11P011 r.•�'1vw, approval and
(9Xt'l UL IkiU Ut 68V pallL IV-'- Iit'l Ctt,.
3
VIII.COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS
Both parties shall comply with all applicable laws, ordinaces,
and codes of the federal, state and local governments.
IX. EQUAL OPPORTUNITY
ELA agrees that there will be no discrimination against any employee
or person served on account of race, color, sex, religious creed, ancestry,
or national origin in its performance of this Agreement; and it is expressly
understood that upon the receipt of evidence of such discrimination, the
CITY shall have the right to terminate this Agreement.
X. REPORT
ELA will prepare and submit to the CITY a final report 60 days after
conclusion of the CONFERENCE as specified above.
XI. CONFLICT OF INTERESTS
No official or employee of the CITY may be admitted directly or indirectly
to any share or part of this Agreement or to any benefit to arise from the
same, nor own, or acquire any personal interest in any property, contract or
proposed contract which would conflict ►with or relate to the performance, their
duties or responsibilities under this Agreement. If any such person presently
or in the future acquires, owns or controls any such share, benefit, or
personal interest, he shall immediately disclose such share, benefit, or
personal interest to the CITY. Upon such disclosure such person shall not
continue his participation unless it is determined by the CITY that his
participation is not contrary to public interest. ELA will comply with all
federal, state, and local conflict of interest laws and requirements.
XII. OPPORTUNITIES FOR SMALL AND MINORITY BUSINESSES
ELA in the procurement of supplies, equipment, construction, or services
to implement this project shall make a positive effort to utilize small business
and minority owned business sources of supplies and services, and provide
these sources the maximum feasible opportunity to compete for contracts to
be performed pursuant to this Memorandum of Agreement. To the maximum extent
feasible, these small businesses and minority owned business sources shall be
located in, or owned by residence of the Community Development Target Area(s)
designated by the CITY in the Community Development Grant Application approved
r
by the U.S. Department of Housing and Urban Development.
i
XIII. TERMINATION
The CITY, by giving reasonable written notice specifying the effective
date, may terminate this Agreement in whole or in part for cause which shall
include:
1) Failure, for any reason, of ELA to fulfill in a timely and
proper manner its obligations under this Agreement including compliance
with the approved work program and attached conditions and such directives
as may beco,ie generally applicable at any time; Z) submission by ELA to
the CITY of reports that are incorrect or incomplete in any material respect;
and 3) ineffective or improper use of funds provided under this Agreement.
XIV. SIGNATORIES
IN WITNESS MiEREOF, the City of Miami and Evelio Ley & Associates, Inc.,
have entered into this Agreement as of the date first above written.
CITY OF MIAMI, a municipal
corporation of the State of
ATTEST: Florida
By
CITY CLERK CITY MANAGER
ATTEST:
n
VIC-PRESIDEXT
APPROVED AS TO -ORM AND RECTNESS :
GEO ,E F. KING :, JR. ,
EVELIO LEY & ASSOCIATES,/INC.
ENT
r
(Seal)
MIAMI CONFERENCE ON THE CARIBBEAN
November 23-25, 1980
Miami, Florida
B U D G E T
REVENUES:
Hosts (Note 1)
$45, 000
Participants (Note 2)
52,500
$97, 500
EXPENDITURES:
Promotional. Costs (Note 3)
$ 12,600
Service Costs (Note 4)
15,325
Hosting Costs (Note 5)
47,380
Administrative Expenses (Note 6)
17,000
Con',ngency Provision
5,195
$97,500
MiAMt CONFERENCE ON THE CARIBBEAN
November 23-25, 1980
Miami, Florida
NOTES TO THE BUDGET
Note 1 - Hosts
Three entities will host the Miami
Conference on the Caribbean. Their
contributions are expected to be as
follows:
City of Miami
Metropolitan Dade County
State of Florida
Note 2 - Partici ants
It is estimated that at least 300
participants will pay $175 each,
for a total of:
Note 3 - Promotional Costs
The promotional campaign will
consist of two mailings to several
thousand participants and adver-
tisements in selected publications.
Its cost is estimated as follows:
1- Art production & Printing
2- Postage and parcel post
3- Advertising;
4- Travel expenses (Coordinators)
Note 4 - Service Costs
Service costs are estimated as
follows:
1- Audio-visual equipment
2- Interpreters (Spanish, French
and English)
3- Security
4- Photography
5- Equipment Rental
6- Local Transportation
7- Computer Costs
8- Flowers
9- Portfolios
$15,000
15,000
15,000
$ 7,700
1,000
2,400
1,500
$ 4,000
2,200
3,000
1,300
700
1,000
1,125
600
1,400
$45,000
$52,500
$12,600
$15,325
I
Note 5 - Hosting Costs
Hosting costs related to participants,
sponsors and speakers are estimated
as follows:
1- Speakers air fares
$ 9,000
2- Speakers hotel rooms
5,000
3- Inaugural Reception Dinner
(approximately 400 guests)
9,680
4- Two luncheons
(approximately 300 guests)
6,000
5- Dinner II
(approximately 375guests)
8,500
6- Dinner III
(approximately 375 guests)
8,500
7- Coffee breaks
700 $47,380
Note 6 - Administrative Expenses
Administrative expenses will include
Professional staff to develop and
coordinate the event; temporary help,
hosts i hostesses, drivers; and other
office overhead expenditures.
The firm Evelio Ley & Associates,
Inc. will develop and coordinate
the event and will bear- the
administrative costs described
above, for the amount of:
$15,000
Long distance phone calls
1,000
Telexes and night letters
800
Photostatic copies at $0.10 each
200 $17,000