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HomeMy WebLinkAboutM-76-0815CITY OF MIAMI. FLORIA INTEROFFICE Iv1ENIORANDUM i TO: Joseph R. Grassie City Manager. FROM: 1 fi �t' ,-cif LL Charles L. Crumpton Assistant City Manager DATE SUBJECT: PPEFERENCES: ENCLOSURES: SEP 17' FILE Latin American Trade Exposition - Techni.cal Services The latter part of last year, the City began working with the Inter -American Export Promotion Center (CIPE) to plan a Latin American Trade Exposition to be held in Miami. As a part of this process, a workshop of the Board of Directors of CIPE is also to be held in Miami this year. On July 1, 1976, the City Commission passed Motion No. 76-635: Motion of intent to pay travel expenses in the amount not to exceed $10,000 for a meeting of the Board of Directors of C.I.P.E. to be held in Miami, with the hope and expectations that a portion of this amount of money ray be returned to the City by t;etropolitau Dade County and other municipalities in the area, all of whom would benefit from such an event. The City needs technical services to prepare for these functions. I have contacted a number of individuals or firms who have the expertise in developing these kinds of programs as well as having contacts with Latin American organizations and their financial interests. I recommenr, that the firm of Evelio I,ey & Associates, Inc. , 120 North Biscayne Boulevard, Suite 2502, Miami, Florida 33132, be retained for these technical services and that: the City Commission adopt a resolu- tion authorizing and directing the City Nar:,lger to negotiate and execute a contract with Evelio Ley & Associates, Inc. for technical services. ..,..5:e.¢ -7e 7 /01/ 7 C- fir Evelio Ley & Associates, Inc. Public Relations Consultants September 27,, 1976 Mr. Joseph R. Grassie City Manager Dinner Key 3500 Panamerican Drive Miami, Florida 33133 RE: Letter of Agreement. Professional Services for the administration and implementation of the Latin American Trade Exhi- bition. Dear Mr. Grassie: This letter. when signed by both parties, will serve as a Letter of Agreement between the City of Miami, and Evelio Lev 6 Associates, Inc. The City of Miami is hiring the services of Evelio Ley 6 Associates, Inc. for the following projects: 1. Coordination and Promotion of the Board of Directors meeting of the Int.eramerican Promotion Center (CIPE). 2. Planning, organizing, and coordinating the Latin American 'Trade Exhibition in Miami, if aprroved on the previous Board of Directors meeting of CIPi. 3. Working towards the relocation in the City of Miami of international organis►rrs involved in foreign trade in Latin America. 4. Planning and executing the campaign for raising the necessary funds for these projects that will include 75°, of the administrative budget, (enclosed) and most of the rest of the direct expenses. 7 6 y 120 North Biscayne Boulevard - Suite 2502 • Miorni, Florida 33I.32 • 305 374-6573 Mt, Joseph R. Grassie City Manager Page 2 I understand that the City of Miami will only be re- sponsible to me for the 25% ($57,500) of the total amount of the administrative budget (enclosed). I understand that in case that the project is not approved by the Board of Directors of CIPE or if we are not successful in the raising of the proposed necessary funds, this contract would have to be re- negotiated, taking into consideration the time, efforts, and expenses incurred. The arproximate length of time for the execution of this project is )5 months after the date of approval. It is understood that monthly disbursements of funds by the City of Miami to Evelio Ley F Associates, Inc., will be agreed upon by both parties. Note: The content of the cover letter of the adminis- tration budget is and should be considered as part of this agreement. Sincere y yours, Eve ' o' Pr-sident ccepted- and Approved By: Charles L. Crumpton Assistant City Manager Community Develop►ilent Evelio W . Ley Evelio Ley f, Associates, Inc, Accepted and Approved By: Joseph R. Grassie City Manager Date Date Eva to Ley & Associates, Inc. Public Relations Consultants September 22, 1976 Mr. Joseph R. Grassie City Manager Dinner Key 3500 Panamerican Drive Miami, Florida 33133 RE: Professional Services for the administration and implementation of the Latin American Trade Exhi- bition . Administrative portion of the total budget. Dear Mr. Grassie: Please find enclosed a partially proposed budget of the Latin American Trade Exhibition project. According to our conversations I understand that we agreed to the following: It will be my responsibility the raising of 75% of the necessary funds for this administrative portion. The City of Miami will only be responsible for 25% of the total amount (S57,500). It will be my responsibility promoting interest in the project with the objective of generating the necessary revenues from the participating buyers, exhibitors, and visitors to cover most of the direct costs. I understand that as part of my responsibilities as con sul.tant For the City of Miami includes to work towards the objective of the relocation of the headquarters of. International Organisms directly involved in foreign Trade in Latin America. It is understood thnt I will he able to look forward for the patronage of the different local, national, 120 North Biscayne Boulevard - Suite 2502 • Miami, Florida 33132 ' 305 374.6573 Mr. Joseph R. Grassie City Manager Page 2 and international organizations that could cooperate in the funding of the total budget. The backing and support of the City of Miami administration in rais- ing these funds will be necessary. Hoping that this budget meets with your approval and looking forward to my association with the City of Miami. I remain, Sincerely yours, Eve oiN LAIN A"MERICAN TRADE EXHIBITION ADMINISTRATIVE BUDGET REVENUES City of Miami Dade County State of Florida OAS/CIPE Financial F, Business Instructions *EXPENSES Personnel Total of 20,500 men hours Fixed Costs Variable Costs Reserve for contingency 10% 57,500 35,000 40,000 57,500 57,500 3 247,500 164,000 31,000 30,000 T225,0-00 22,500 � Z�i,500 PERSONNEL Executive DirectoT E1 Coordinator Traffic Manager Advertising Manager Sales Manager Administrative Assistant Secretarial Services (2) Clerks (3) Accounting Supervision E Reports Total number of hours 20,500 Average rate of $8.00 p/h including payroll taxes benefits (Note A) $164,000 EXPENSES: (Note B) Commodities Rental t, t:quipment Telephone Telex Office Space Office supplies VARIABLF. COSTS (Note C) Mail Tavel F, Entertainment Traffic Expenses Insurance (Basic) Stationary Miscellaneous TOTA L CONTINGENCY RESERVE 10 13,500 3,500 4,200 6,000 3,800 $ 4,500 12,500 3,500 2,500 3,500 3,500 $ 31,000 0,000 $225,000 22,500 24 i , 500 MIL MEI The proposal of a complete budget of the Latin American Trade Exhibition will he completed in the next two weeks. However, in order to establish the contract between the administration of the City of Miami, as main host of the exhibit,and Evelio Ley F, Associates as consultant for promoting and administering the project I am enclosing a proposed portion of the budget. This portion involves per- sonnel, fixed costs, and some variable costs which come to a total of 5225,000.00 EXPENSES A. Personnel: An average staff of 11 including the executive director. This group will be ap- proximately engaged in a total amount of 20,500 working hours, with an average rate of 58.00 p/h including payroll taxes 6 benefits. B. Fixed Costs: 1n this item we should include rental of equip::.ent, telephone, telex, office space, and basic office supplies. In equipment rental we are including the basic cost of an in- house mini -computer service where all data will be storaged and the basic cost of telephone and telex. It should be ta};en under consideration that no excessive long-distance calls have been foreseen. C. Variable Costs: Mail. A basic cost of 54,500 has been projected -excluding here, special direct mailine campaign that will bo necessary to attract the buyers of the different Harts of the United States, Canada, and other Harts of the world that may he included. Stationary: We are referring in stationary and printing to the basic stationaries, invitations and communication forms. The necessary publications of general information regarding the fair,which should be a project that will be covered under the adver- tising revenUes,are not included. Evdio Ley & Associates, Inc. Public Relations Consultants EVELIO W. LEY, JR. 10102 S.W. 21st TERRACE M1AMI , FLORIDA 33165 (305)_ 552_6302 PERSONAL DATA w Date of Birth: Place of Birth: Marital Status: Height and Weight: Health: Foreign Language: Citizenship: May 23, 1938 Cuba Married 5'10":165 lbs. Excellent Spanish U.S. Citizen Evelio W. Ley is President of Evelio Ley f, Associates, Inc., Public Relations Consultants located at 120 N. Biscayne Boulevard, Suite 2502, 'Miami, Florida 33132. Tel. 374-6573 or 373-1976. 120 North Biscayne Boulevard - Suite 2502 • Miami, Florida 33132 • 305 374-6573 EtiUCA" tOt4 Mr. Ley attended Miami. Dade Community College and Florida Atlantic University. Graduated with degrees in Business Administration, Finance and Management. Mr. Ley pursued mayor studies in Finance at the New York Institute of Finance. Previous to residing in the U.S.A. Mr. Ley studied. Psychology at the ''University of Havana" where also under the direction of the Jesuits Organization re- ceived special courses in oratory, editing and pub- lic relations. PROFESSIONAL EXPERIENCE' Mr. Ley worked in the field of stock -brokers asso- ciated with Merrill Lynch, Pierce, Fenner and Smith and with Thomson and Mc Ki.nnon :\uchincloss. Previous to this Mr. Ley was general manager of Trans -American Trading Corporation, an imnort and export firm headed by Mr. Luis Pona from FI Salvador. Before graduating from college `fr. Ley was in charge of the publicity department (international section) of the Cuban Student Directorate, representing the group in various meetings in Iurope and South America. He also was writing and broadcasting educational ra- dio programs. In 1973 '•tr. Lev was appointed advisor to the president of Florida International University. Among the various responsibilities he Was very successful in helping the university in establishing the Florida International Cuban -American Advisory Board. This was the mayor com- munity advisory group to the university on matters re- lated to Cuban -Americans. Mr. Ley has also been involved professionally with: Inter -American Bankers Convention. This convention was planned, organized and coordinated under his direction. It included the selection of the sponsor institutions, raising the necessary funds and trav- eling to Central arr►duScil�� Americattendathislting eventthe in the American Banking City of Miami. Among the local financial institutions involved where: Republic National Bank of Miami. The Bank of Miami. Intercontinental Banks Continental National Bank: of Miami WFC Corporation Southeast First National Bank of Miami Miami_ National Bank Bank of' America Royal Trust Bank of Miami N.A. Flagship First National Bank of Coral Gables Pan American Bank of Miami Total Bancshares Corporation Fidelity Natiowil Bank of South Miami Barnett hanl: of Miami Citizens and Southern International Bank Northern Trust Intcramerican Bank Wells largo Interar.erican Bank First National Bank of Hialeah Irving Intcrar:erican Bank: Florida National Bank and Trust Company Bankers Advisory hoard of the Latin Chamber of Commerce of The United States. Intercontinental Banks groups. Dow Latin America. Children's Television Workshop. Third Century. • Cuban Cultural Foundation of Florida. Mercy Hospital (Special. event) . Big Five Club (Special events). Instituto Cultural Cubano-Florida International University, Federation Lati.noamer.icana de Bancos. COMMUNITY ACTIVITIES: Greater Miami Chamber of Commerce -Member of the Action Committee: a)Uni.nvolved b)Tourism Member of the Latin Chamber of Commerce. Member of the American Club. Asociacion Interamericana de Hombres de Empresa Member and officer of the Board of Directors. (1971- 1975). Agrunacion Catolica Universitaria-Fraternity. Presented with the Diploma of Honor Lincoln -Marti for extraordinary services rendered to the community.