The URL can be used to link to this page

Home My WebLink AboutR-2003-118 Vitality Special Events for Centennial 2004 RESOLUTION NO. 2003-118 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA AUTHORIZING THE CITY MANAGER TO CONTRACT FOR THE PURCHASE OF SUPPLIES, SERVICES, EQUIPMENT AND MATERIALS IN AN AMOUNT NOT TO EXCEED $38,500.00 FROM VITALITY SPECIAL EVENTS FOR PROMOTIONAL EVENT SERVICES FOR THE CITY'S CENTENNIAL CELEBRATION SCHEDULED IN 2004; WITHOUT COMPETITIVE BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4, Subsection (J), provides that during unusual conditions or emergencies, the city commission may, by resolution, authorize the purchase by the city manager of designated supplies, services, equipment and materials in amounts in excess of fifteen thousand dollars ($15,000.00) without competitive bids and without advertisement for bids; and WHEREAS, the City of Dania Beach will be celebrating its 100th Birthday in November 2004, which will include many functions and events honoring the City's historical attributes; and WHEREAS, the City of Dania Beach had designated a Centennial Committee to plan program events for the City's upcoming Centennial celebration; and WHEREAS, the City Manager has determined that it is necessary to purchase designated supplies, services, equipment and materials to support the City's Centennial program needs over the next 18 months; and WHEREAS, the City Manager has determined that such purchases can be made at the least cost to the City from Vitality Special Events, 19991 SW 87th Avenue, Saga Bay, Florida, in an amount not to exceed $38,500.00; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: 1 RESOLUTION NO. 2003-118 Section 1. That the City Manager is hereby authorized to pay Vitality Special Events an amount not to exceed $38,500.00 over the next 18 months with said expenditure coming from the General Fund for the purchase of supplies, services, equipment and materials in connection with the City's 2004 Centennial program. Section 2. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 3. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED and ADOPTED this 13th day of MAY, 2003. OB ANTON MAYOR — COMMISSIONER ATTEST: ROLL CALL: COMMISSIONER CHUNN - YES • COMMISSIONER FLURY - YES CHARLENE J H SON COMMISSIONER MIKES - YES CITY CLERK VICE-MAYOR MCELYEA - YES MAYOR ANTON - YES APPROVED AS TO FORM AND CORRECTNESS: BY: ' JAAL TH ,M S J. ANSBRO CITY ATTORNEY • 2 RESOLUTION NO. 2003-118 {{ 19991 S.W. 877M AVENUE r SAGA BAY. FLORIDA 33157 AN X (305) 234-7670 (305) 234-7673 WWW.VITALITYSPECIALEVEMTS.COM .&Pf team introduction producers &directors committee/city/vitality committe /citylvitality communicationsiplanning/design/production witch , design committee/city/vitality financing/marketing janiceidana✓ marketing Jana✓ marketing karen communications/information technology dan✓ production vitality environmental protection craig planning communications plan committee contact information meeting schedule hard copy distribution • set-up info line recording and up-dates committee communication sponsor communication guest communication vendor communication production communication web pages logo(s) exclusive addition to city site define accounting procedures establish office in vicinity of dania beach design events financial goals themes begin site Inspections logistics marketing public relations media relations press releases (written, revisions). press information distribution distributed follow-up ad placement use vehicles targeted at appropriate market ad design _ copy writing sponsorships sponsor packages that meet goals sponsors sales communications applications processing sponsor coordination • vendors vendor packages that meet goals vendor sales communications applications processing vendor coordination produce the events follow-up • 3052347673 05/09/2003 14: 25 3052347673 VITALITY SPECIAL EVE PAGEr 01ijx,� per, 1 Cf dry t i Vital)tlLevents Ifftyaci.dania-beachT_us ji@libert�ysuites:com Lasafyoun,g I�bubbahart SGaro20000 shoey9bci.dania-beach fl.us tti50a1e ci dania beach fl,us greaterdaniatM7►�aterd�nla.o..rg cmce►y®a ci-dania beach.ft �S lo usa net lo2nfldcota.com VqalityeYents i�ato ci-dania-beegh fl_us dlkleiq@Msn.com n a ........_ .... ..... ... ,'.. J tea 3 CONGRATULATIONS! You've made a wise decision in adding Vitality to your centennial celebrations. We look forward to an exceptional ;. year. ��{ s� � 'As per conversation with the Dania Beach city clerk, it is the city's opinion that we take the necessary time to g5'r ''NS ? s t `prepare a thorough professional agreement with regard to producing the Centennial events. Vitality will prepare r� that over the weekend and forward i�to the city for review on Monday morning. "p The following information will insure that the centennial aalebration subject makes the commission's agenda on" G `+ Tuesday, May 1- Agenda item-Commission to hear centennial committee's recommendation that Vitality Special Events coordinates the years events. ' Agenda item-Commission to vote on professional agreement between Vitality Special Events and the City of Dania Beach. Agenda item-Commission to vote on waiving net 30-90 days for 50/o consultants fee based on the committee's g lnl o unanimous a reement that time is of the essence. �d{ Note to City Clerk: Consultants fee per proposal was set at$38,500, Terms are 50%at execution of professional agreement and balance on or before May 14, 2004. ``'� Thanks again, hope to see you at the commission meeting on Tuesday, otherwise at 10:00 AM on Wednesday. 10EAUEV SPECM BV>S11 TS VITALITYEVENT99AOL.COM �r 1, 1.9991 S.W. E37TH AVENUE Irvti SAGA BAY, FLORIDA 33157 i )+ (305) 234 7670 { . (305) 234-7673 FAX xu Y r , PROFESSIONAL SERVICES AGREEMENT TFUS IS A PROFESSIONAL SERVICE AGREEMENT (the "Agreement"), entered into on , 2003, by and between VITALITY SPECIAL EVENTS, CORP., of 19991 SW 7 Avenue, Miami, Florida 33157 (the "Company") and the CITY OF DANIA BEACH, a municipal corporation of Florida (the "City") with a business location at 100 West Dania Beach Boulevard, Dania Beach, FL 33304. In consideration of the mutual promises and compensation set forth below, the sufficiency and receipt of which are acknowledged, Company and City agree as follows: Section 1. Company will coordinate, market and manage the City's specified Centennial events (as listed in Exhibit A), subject to the right of the City to add, delete or change such events. Responsibilities of Company include but are not limited to consulting with the Centennial Committee appointed by the City with respect to communications, planning, design, production, financing, marketing and accounting for each event approved in advance in writing by the City Manager. Responsibilities are detailed in Exhibit B. Both exhibits are attached and fully incorporated into this Agreement by this reference. . e Section 2. City agrees to pay Company a consultant's fee of $38,500.00. Fifty percent (50%) of the fee is due upon execution of this Agreement and the balance is due on or before May 14, 2004. Section 3. City will make available to Company records of City with regard to census, demographics, land surveys, financials and other information that will aid Company in meeting the goals of the City and the Centennial Committee. Section 4. City will allow Company to present and implement additional group events in addition to those listed in Exhibit A, but only if approved in advance in writing by the City Manager. Section 5. Company shall principally conduct its responsibilities from its main location, but agrees to establish a local office within City to ensure that Company staff are readily available to provide City the services identified in this Agreement. City agrees to expedite local occupational licensing where applicable. Section 6. Any modification of this Agreement shall only become effective when made in writing and signed by both parties. Section 7. This Agreement will terminate when the services described above have been completed or on January 15, 2005, whichever first occurs. Section 8. Time is of the essence in the performance of this Agreement. If any part of this Agreement is held unenforceable for any reason, the remaining portions of it shall remain in full force and effect and shall be carried out in a manner which is consistent with the intentions of the parties. Section 9. If any dispute requiring legal action or proceedings arises out of, or relates to, this Agreement and is initiated by either party, the prevailing party as determined by the Court, shall be entitled to receive from the non-prevailing party, in addition to any other relief that may be granted, reasonable attorney fees, costs and expenses incurred in the action or proceeding by the prevailing party. Any such action or proceeding shall be conducted.in Broward County, Florida. IN WITNESS OF THE FOREGOING, the parties have executed this Amendment effective as of the date first appearing above. CITY OF DANIA BEACH, ATTEST: a Florida municipal corporation By: tk" k��. AOBN ON CHARLENE JOHN 9N MAYOR-C ISSIONER CITY CLERK By: ,�IVAN PA TO CITY MANAGER APPROVED FOR FORM AND CORRECTNESS: By: l ,� THOMAS J.'ANSBRO, ESQUIRE • CITY ATTORNEY VITALITY SPECIAL EVENTS, CORP. a Florida corporation , By. Witness ' colt M. H611, President, Producer Witness ATTEST: By:Q a, Witness Janice M. Hall, Secretary/Treasurer, Producer (CORPORATE SEAL) • Witness G EXHIBIT A TENTATIVE LIST OF EVENTS December 31, 2003 Centennial Kickoff March 11-14, 2004 Tomato Festival April 17, 2004 Spring Centennial Celebration June 19, 2004 Personal Watercraft Beach Party, July 4, 2004 Independence Day November 6, 2004 DCOTA Centennial Gala November 13, 2004 Centennial Birthday December 23, 2004 Holiday Party 3 EXHIBIT B RESPONSIBILITIES OF COMPANY Provide team members to sit on the Centennial Committee (the "Committee") Delegation of projects to appropriate Committee members: Description: As projects arise throughout the planning process, the Company will discuss with the Committee the various tasks that need to be done. The Company will assign these tasks per the discussions it will have (and has had) with the Committee members. Communications plan defined: Description : Primary means of communication will be via email. Hard copies of email communications will be placed in to the event files to be kept at City of Hall. Meeting minutes will also be copied to the event files. An information hotline with voicemail will be set up and will be checked several times a day. _ 4!, Define meeting schedule Description : The Committee will be meeting once a week until further notice. Set Up and maintain Information Hotline. (By July 1, 2003) • Design, Implement and Maintain Web Site, to be approved in advance in writing by City Manager. (By July 1, 2003) Define Accounting Procedures, to be approved in writing by City Finance Director. (By June 1, 2003) Establish office in Dania Beach area. (By June 1, 2003) Design Events Description of what is to be done: The Company will prepare and present individual event ideas to the City for approval. Upon approval, Company will design themes, budget, logistics, layout, entertainment, attractions, etc. for each individual event. Company will then present this information to the City for approval. Marketing (including providing public relations services, establishing media relations, issuance of press releases, arrangements for sponsorships, obtaining vendors, such sponsors and vendors to be approved in advance in writing by the City Manager). Produce events including all aspects of both coordination and production (Beginning , 2003 and ending December, 2004). Provide City a re-cap of project services no later than January 15, 2005. 4 CITY OF DANIA BEACH TAX EXEMPT NO. 16-01-196494-54C FEIN 59-6000302 05/1.4/0 MA;Y `03 19, 250. 00 k 4 ` 4 y CHECK AT,E: 05/16 03 NUMBER: 105089 19, 250. 00 WA HOVIA BANK;N.A 2GG 63-643/670 v 100 West Dania Beach Boulevard ' - ; `cHecK 105089 Dania Beach,Florida 33004. .105089 PAY EXACT LY nineteen thousand, two hundred. fifty 'and OOZiOtkID AFTER 90DAYS 71842 05/16/03 ****19 250. 0 VITALITY SPECIAL EVENTS, CORP. PAY TO THE ORDER II' 10S089V 40670064 3 24 2000 143 2 200L,rmV