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Home My WebLink AboutR-79-0736.11 RESOLUTION NO. 7 9 7 3 6 A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE ATTACHED AGREEMENT BETWEEN THE CITY AND EVELIO LEY & ASSOCIATES, INC., TO COORDINATE, FOR AND IN BEHALF OF THE CITY OF MIAMI, IN COOPERATION WITH METROPO- LITAN DADE COUNTY AND THE STATE OF FLORIDA, THE MIAMI CONFERENCE ON THE CARIBBEAN, WITH FUNDS APPROPRIATED THEREOF IN THE MIAMI CONFERENCE ON THE CARIBBEAN TRUST AND AGENCY ACCOUNT, IN AN AMOUNT NOT TO EXCEED $50,501.44'.'; SUBJECT 1'0` AVAILABILITY OF FUNDS. BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The City Manager is hereby authorized to execute the attached Agreement between the City and Evelio Ley & Associates, Inc., whereby Evelio Ley & Associates, Inc. are contracted to coordinate, for and in behalf of the City of Miami, in cooperation with Metropolitan Dade County and the State of Florida, the Miami Conference on the Caribbean, with funds appropriated thereof in the Miami Conference on the Caribbean Trust and Agency account, in an amount not to exceed $50 , 501.44 , subject to availability of funds. ATTEST: PASSED AND ADOPTED this 31st day of October 1979.' ' S•�. ? 5' Maurice A. Ferre DO{ u FOLLOW" Maurice A. Ferre, MAY O LPH G. PREPARED 04,14 ROBERT F ONGIE, CITY CLER APPRO AND APPROVED BY: "DOCUMEN INDEX ITEM Na . CLARK, ASSISTANT CITY ATTORNEY TO FORM AND CORRECTNESS: 1112.0, 4iimmuss. GEORGE KNOX, JR., IT ATTORNEY CITY COMMISSION MEETING OF CCT31, 1979 N7 7 3 REMARKS: ....-.. MEMORANDUM OF AGREEMENT TABLE OF CONTENTS INTRODUCTION I. DEFINITIONS II. UNDERSTANDING III. MAXIMUM COMPENSATION IV. METHOD OF PAYMENT V. TIME OF PERFORMANCE VI. AMENDMENTS VII. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS VIII. EQUAL OPPORTUNITY IX. REPORT X. CONFLICT OF INTERESTS XI. OPPORTUNITIES FOR SMALL AND MINORITY BUSINESSES XII. TERMINATION XIII. SIGNATORIES DOCUM�ME NTS FOLLOW,, 79-736 The City of Miami and Evelio Ley & Associates_, Inc., have entered this Memorandum of Agreement this day of 1979, as a basis of understanding for the coordination of the Miami Conference on the Caribbean to be held in Miami during November 28-30, 1979. WITNESSETH, that the City of Miami has entered in an agree- ment with Evelio Ley & Associates, Inc., to prepare, coordinate and supervise the Miami Conference on the Caribbean, to be held in Miami, Florida during November 28-30, 1979, pursuant to Resolution No. Now, adopted , 1979. 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 and the State of Florida as a part`. of the Caribbean Basin. C. ELA further agrees to promulgate this. CONFERENCE. These objectives being: Pr -CM -NE OCUME NT S the CITY 's objectives in 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 U. S.--Latin American business and transportation. 79-736 D. Services to be provided: 1) ELA agrees to submit a final report within 30 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 expen- ditures incurred. E. Audit and records: 1) 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 evi- dence 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 Commerce, Division of Economic Development, Metropolitan Dade County and the CITY personnel 4) To include these aforementioned audit and record keeping requirements in contracts and subcontracts thereto entered into by ELA with any party for work required in the performance of this Agreement. rIVE 79-736 III. MAXIMUM COMPENSATION For the rights and benefits realized through this Agreement, the CITY will pay ELA an amount not to exceed $50,701.44, in the following manner: Administrative & Operational Overhead (ELA) $15 , 000.00 Promotional Costs 8,036.36 Service Costs 2,311.50 Feature Costs 25,353.58 TOTAL $50,701.44 A detailed budget breakdown is incorporated in this Agreement and made part of it htr reference. IV. METHOD OF PAYMENT The CITY' s Finance Director shall pay ELA the amount of $15 , 000 upon execution of this Agreement, to cover their administrative and management fees. Other operational CONFERENCE costs will be naid by the CITY, when properly approved by the Assistant City Manager for Development through the presentation of invoices, up to and not to exceed the amount of $35,701.44. All revenues generated through registration fees, sales, etc. in this CONFERENCE are to be endorsed over to the Miami Conference On the Caribbean Trust and Agency Fund, upon the conclusion of. the CONFERENCE. V. TIME OF PERFORMANCE The CONFERENCE is to be held on November 28-30, 1979. In the event that the CONFERENCE is cancelled by the CITY, or post poned, the ..CITY has the option to renegotiate or withdraw from this Agreement. the fees Furthermore, The for administrative valid invoices. VI. AMENDMENTS. The CITY may, CITY will be reimbursed all costs that ELA cannot justify with its discretion, amend this Agreement at any time to conform with any contingencies which may require such amend- ment. Amendments, if required, shall be this Agreement upon review., approval and hereto. incorporated in uniting to execution of the parties 79-736 VII. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS Both parties shall comply with all applicable laws, ordinances, and codes of the federal, state and local governments. VIII.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. IX. REPORT ELA will prepare and submit to the CITY a final report 30. days after conclusion of the CONFERENCE as specified above. X. 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 respon- sibilities under this Agreement. If any such person presently or in the future acquires, owns or controls any such share, benefit, Lij or personal interest, he shall immediately disclose such share, /-. benefit, or personal interest to the CITY. Upon such disclosure i J +-such='person shall not continue his participation unless it is Q y `°-determined by the CITY that his participation is not contrary to �V public interest. ELA will: comply with ali federal, Stateand local conflict of interest laws and requirements XI. .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 79 736 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 by the U. S. Department of Housing and Urban Development. XII. 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 become generally applicable at any time; 2) 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. XIII.SIGNATORIES IN WITNESS WHEREOF, the City of Miami and Evelio Ley & Asso- ciates, Inc., have entered into this Agreement as of the date first above written. ATTEST CITY OF MIAMI, a municipal corporation of the State of Florida By CITY CLERK CITY MANAGER ATTEST.': EVELIO LEY & ASSOCIATES, INC. By SECRETARY PREPARED AND APPROVED BY: TERRY V. PERCY, ASSISTANT CITY ATTORNEY APPROVED AS TO FORM AND CORRECTNESS: GEORGE F. KNOX, JR., CITY ATTORNEY (Seal) -PRESIDENT T!S4PPfr)T! P! FOLLOW" 79-736 MIAMI CONFERENCE ON THE CARII313LAN .13 UDGET REVENUES: Sponsors (Note 1) $ 25,000.00 Participants (Note 2) 45,000.00 $70,000.00 EXPENDITURES Promotional.. Costs (Note 3) Service Costs (Note 4) Feature Costs (Note 5) Administrative Expenses (Note 6) EXCESS REVENUES OVER EXPENDITURES 8,036.36 2,311.50 25,353_J8 15,000.00 $50 701.44 $19,298.56 'SUPPORTIVE DOCUMENTS FOLLOW" 7 9 - 736 NOTES TO THE BUDGET Note 1 Sponsors Three entities will sponsor the Caribbean Conference, the City of. Miami, Florida:, the County of Dade, Florida, and the State of Florida. Their contributions are estimated as follows: City of Miami County of Dade State of Florida $ 10,000,00 7,500.00 7, 500 ;00 Note 2 Participants: It is estimated that three hundred (300) participants will pay a regis- tration fee of $150.00 each for a total of 25,000.00 -$ 4 5,000. 00 "SUPPORTIVE DOCUMENTS FOLLOW" Notes' to the Budget Page two Note 3 -Promotional Costs A mail campaign consisting of several thousand letters and brochures, plus several trips to strategic locations are estimated at: Printing Postage Traveling Computer Service Note 4 -Service Costs Service costs are estimated at: Translation Transportation Photography Other miscellaneous costs $ 4,066.36 S00.00 2,000 .00 1 500 . 00 $ 8,036.3 6 380.00 311.50 400.00 1,220.00 $ 2,311.,50 Note 5 -Feature Costs Two dinners w/cocktail receptions f, 2 luncheons for 300 persons will be scheduled at a total estimated cost of Note 6 -Administrative Expenses Administrative expenses will include; Long distance telephone calls,, telexes, hosts f� hostesses, professional staff to develop and coordinate the event, overhead expendi- tures, and professional fee. The firm of Evelio Ley £, Associates, Inc. will develop and coordinate the event and will bear the above described responsibil- ities for the amount of $15,-000 with a maximum of 300 participants to the con- ference. if participation increases over the-300 mark, Evelio Ley £, Associates will receive- 15%•of all revenues paid over and' above the original 300. $25 353.58 115,90M0 'SUPPORTIVE .DOCUMENTS Luncheon ill Thursday, November 29, 1979. 300 guests @ $ 9.50 ea. 17% gratuity 40 tax 80 bottles of wine @ 8.50 17% gratuity 40 tax $ 2,850.00 484.50 3,334.50 133.38 $ 3,467.88. 680-.00 115.60 795.60. 31 '82 827.42 $ 4,295.30 "SUPPORTIVE E DOCUMENTS FOLLOW" LUNCHEON 112 Friday, November 30, 1979 300 guests @ 8.95 ea. 17% gratuity 4% tax 80 bottles of wine @ 8.50. 171 gratuity 4% tax $ 2,685.00 456.45 $ ,3,141.45 125.65 $ 3,267.10 $ 680.OU 115.60 $ 795.60 31..82 $ 827.42 $4,094.52 "SUPPORTIVE Cocktail Reception 111 Wednesday, November 28 300 guests @ $5.0() 17% gratuity 4o tax. $ 1,500.00 255.00 1,755.00 70.20 $ 1,825.20 3 bartenders @ $25.00 ea $ 75.00 (1 bartender per 100 guests) Music (for cocktail E1 dinner) $ 500.00 $ 2,400'.'20 "SUPPORTIVE DOCUMENTS FOLLOW'? Cocktail Reception 11.2 Thursday, November 29 300 guests @ $5.00 17 gratuity 4 tax $ 1,,500.00 _ 255,00 1,755..00 70.20 1,825.20 3 bartenders @ $25.00.-er.i 75.00 (1 bartender per 100 guests) Music (for cocktail €, dinner) 500.00 2,400.20 "CUPPORTIVE DOCUMENTS FOLLOW" DINNER #1 1'dednesday, November 28 300 guests @ 13.50 ea. 17% gratuity 4 tax 80 bottles of wine @ 8.50 17% gratuity- 41 tax $ 4,050.00 688.50 $ 4,738.50" 1.89.54 $; 928.04 $ 680.00 115.60 $ 795.67 31..82 $ 827.42 30 centerpieces @ $20.00 $ 600.00 $6,355.46 t. 2 OC flM FOLLOW" P79.796 Dinner #2 Thursday, November 29 300 guests @ $12.00 17% gratuity 4, tax 80 bottles of wine @ 8.50 1 7 % gratuity 4 % tax 30 centerpieces @ 20.00 .$ 3,600.00. 6.12.00. 4,212.00 168.48 $ 4,380.48 680.00 115.60 795.60 31.82 827.42 600'.00 $ 5',807.90' DOCUMENTS FOLLOW" PRINTING Stationary (already printed) Brochures (20,000) Programs (1,000) Folders (1,000) Name tags Tickets (Dinner) Invitations 4% tax 414.96 1,825.00 450.00 420.00 150.00 2.00.00 450.00 $3909.96 156.40 $4 066.36 "SUPPORTIVE DDC CUMENTS TRANSPORTATION. 3 Caprices @ $20.'00/day for 3 days 3.50 for :insurance per car per day Gasoline, parking Fa tolls TRANSLATION Simultaneous interpreter for speakers 2 days @ $190.00 $180.00 31.50 $21.1.50 1.00.00 $ 311 . 50 $380.00