HomeMy WebLinkAboutOviedo-Winter Springs Chamber of Commerce 12th Annual Festival of the Arts Permit Agreement - 2019 09 17 CITY OF WINTER SPRINGS, FLORIDA
12th ANNUAL WINTER SPRINGS FESTIVAL OF THE ARTS
PERMIT AGREEMENT
THIS PERMIT AGREEMENT ("Agreement") is made and entered into as of the
day of , 2019 by and between the CITY OF WINTER SPRINGS, a Florida
municipal corporation ("City"), and THE OVI.EDO-WINTER SPRINGS REGIONAL
CHAMBER OF COMMERCE, INC. a Florida Not For Profit Corporation("Permittee").
WITNESSETH:
WHEREAS, Permittee desires to hold a Special Event for the benefit of the public in the
interest of increasing public awareness of fine art, through the production of the annual Winter
Springs Festival of the Arts on October 19 and 20, 2019 on Blumberg Boulevard and adjacent
areas, located in and owned by the City of Winter Springs, Florida; and
WHEREAS, Permittee desires a permit from the City which would authorize the
Permittee to hold the 12th Annual Winter Springs Festival of the Arts at Blumberg Boulevard
and adjacent areas as permitted under the terms of this Agreement; and
WHEREAS, Permittee represents and warrants that it has the personnel, tools, materials,
and experience to satisfy the permit requirements set forth hereunder and to provide the Special
Event as provided herein.
NOW THEREFORE, in consideration of the provisions contained in this Agreement,
and other good and valuable consideration in which the parties acknowledge has been received,
the parties agree as follows:
1.0 Incorporation of Recitals: The foregoing recitals are true and correct and by this
reference are fully incorporated into this Agreement.
2.0 General Provisions:
2.1 Definitions.
a) "Advertise" shall mean the act of publicly announcing or calling attention to
the Special Event and could include, but not be limited to, the distribution of
handbills or mass mailings, the use of outdoor advertising and announcements
by billboard, poster, radio, television, or newspapers.
b) "Agreement" or "Contract" shall mean this Agreement and all exhibits and
addendums thereto between the City and Permittee regarding the Special
Event permitted herein.
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 1 of 10
c) "Blumberg Boulevard" shall mean the public right of way and park owned
and maintained by the City, generally located within the City of Winter
Springs Town Center adjacent to Tuscawilla Road.
d) "City" shall mean the City of Winter Springs, a Florida municipal corporation
and its employees, agents and contractors.
e) "City Manager" shall mean the City manager of the Winter Springs, Florida or
his designee.
f) "Permittee" shall mean THE OVIEDO-WINTER SPRINGS REGIONAL
CHAMBER OF COMMERCE, INC., a Florida Not For Profit Corporation,
and its officers, employees, agents, and its contractors.
g) "Effective Date" shall be the date on which the last signatory hereto shall
execute this Agreement, and it shall be the date on which this Agreement shall
go into effect. The Agreement shall not be effective against any party until
said date.
h) "Public Records" is as defined in Chapter 119, Florida Statutes.
Ji) "Special Event" shall mean the outdoor Winter Springs Festival of the Arts to
be held along Blumberg Boulevard on October 19 and 20, 2019, and further
described in this permit Agreement. The Special Event shall be planned,
promoted, managed, and operated by the Permittee pursuant to the terms of
this Agreement.
2.2 Permit. The City hereby permits the Permittee and the Permittee agrees to
provide the Special Event outlined in this Agreement. No prior or present
agreements or representations shall be binding upon any of the parties hereto
unless incorporated in this Agreement.
3.0 Scope of Special Event. Permittee agrees to provide the following Special Event under
the following special operating conditions:
3.1 Special Event. Permittee shall advertise, produce, plan, promote, manage and
operate the Special Event in cooperation with the City. In furtherance thereof,
Permittee agrees to keep the City Manager fully informed of its plan to promote,
manage, and operate the Special Event so that City can reasonably satisfy its
obligations under this Agreement and reasonably address issues of public health,
safety, and welfare related to the Special Event.
3.2 Food and Beverage. Permittee agrees to provide all food and beverage
concessions for the Special Event. Alcoholic beverages shall be limited to beer
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 2 of 10
and wine. Permittee shall retain all fees, commissions, and net profits from the
concessions provided by Permittee.
3.3 Sponsorship; Event Fees. Unless otherwise provided in this Agreement,
Permittee shall retain the sole right to all sponsorships and paid fees for the
Special Event.
3.4 Staging; Other Production Materials. Permittee shall provide all staging and
production materials necessary to produce a high quality Special Event including,
but not limited to, professional audio system, staging and stage lighting, golf
carts, radios, tents, port-a-lets, security, event staff, and catering for staff.
Additionally, Permittee shall provide seventeen (17) water barricades in support
of the Special Event. The use and location of the water barricades shall be at the
sole discretion of the City.
3.5 Professional Entertainment. Permittee shall provide professional entertainment
during the Special Event as deemed appropriate to a family-oriented and
traditional Fine Art Festival event.
3.6 Permits. Permittee shall obtain all local, state, and federal permits necessary to
hold the Special Event and conduct any particular activities therein. City shall
waive all City permit fees for the Special Event in consideration of the
compensation required to be paid City under this Agreement.
4.0 Compensation and Expenses. Compensation and expenses for the Special Event shall
be paid as follows:
4.1 Permittee Expenses. Unless otherwise provided in this Agreement, Permittee
shall pay all costs and expenses necessary for the Permittee to satisfy its
obligations under this Agreement including, but not limited to, (1) the cost of
overtime exceeding $5,500.00 for City law enforcement services authorized by
the City Manager to ensure public safety during the Special Event and during set-
up and breakdown of the Special Event; (2) overnight security services; (3)
facility rental fee for use of Blumberg Boulevard in the amount of$800.00; (4) an
advertising fee in the amount of$300.00, and design (the design to be furnished to
the City at least sixty (60) days prior to the Special Event), for one side of a one-
page (8.5" x 3.67") printed water bill insert to be included, prior to the Special
Event, with one (1) printed water bill sent to each of the City's invoiced-by-mail
water accounts; (5) general supervision of the medians related to pedestrian and
vehicular traffic; (6) actual cost to repair any damage to Blumberg Boulevard and
adjacent areas incurred as a direct result of the Special Event; (7) all advertising,
directional, informational and like signage for the Special Event; (8) parking
coordination for artists, vendors, and public; (9) stage, sound system, lighting, and
entertainment; (10) all food and beverages; (11) all generators needed for the
event; (12) portable restroom facility (cleaning and stocking); (13) clean up
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 3 of 10
during and at the conclusion of the Special Event, including but not limited to the
set-up and emptying of all trash containers both throughout and until the
conclusion of the Special Event. Payment for any expenses owed to the City
under this provision shall be made no later than ten (10) days following the City's
submission of such expenses to Permittee.
4.2 City Expenses. City shall provide the following services and facilities for the
Special Event: (1) promotion of the event through The Insider, E-Alerts, City
Hall electronic sign messaging, and City website; (2) hanging and removal of
Festival of the Arts banners on existing pole brackets, and, if also provided to the
City by Permittee, hanging and removal of one forty-foot(40') long event banner;
(3) use of electric as available on Blumberg Boulevard; (4) site preparation
including mowing of the Special Event site (5) spraying of a barrier spray and
mosquito spray; (6) road closure and re-opening of Blumberg Boulevard with
cones and signage; (7) installation and removal of two (2) City-owned light
towers and diesel fuel for same; (8) trash containers and liners for set-up, use, and
emptying by Permittee, as required in Section 4.1 above; (9) coordination of fire
and first aid services; (10) request the shutting down of irrigation at Town Center
Apartments on Special Event dates; and (11) the cost of overtime not to exceed
$5,500.00 for City law enforcement services authorized by the City Manager to
ensure public safety during the Special Event and during set-up and breakdown of
the Special Event.
5.0 Due Diligence. Permittee acknowledges that it has investigated prior to the execution of
this Agreement and satisfied itself as to the conditions affecting the Special Event desired
hereunder, the availability of materials and labor, the cost thereof, the requirements to
obtain necessary insurance,permits, professional entertainment and the steps necessary to
complete the Special Event within the time set forth herein. The Permittee warrants unto
the City that it has the competence and abilities to carefully, professionally, and faithfully
complete the Special Event in the manner and within the time limits proscribed herein.
The Permittee will perform the Special Event with due and reasonable diligence
consistent with sound professional and labor practices and with due and reasonable
consideration to the public health, safety, and welfare.
6.0 General Miscellaneous Provisions. The following general miscellaneous provisions
shall apply to this Agreement:
6.1 Time of the Essence. The City's responsibility to make Blumberg Boulevard and
adjacent areas available to Permittee is limited to the time periods set forth
hereunder. As such, the Permittee acknowledges and agrees that time is of the
essence for the completion of the Special Event to be performed under this
Agreement.
6.2 Non-Business Day. In the event that any period of time as set forth in this
Agreement expires or any date herein occurs on a Saturday, Sunday, holiday or
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 4 of 10
other non-business day, then such date shall automatically extend to 5:00 p.m. on
the next subsequent business day, excluding the day(s) the Special Event will be
held pursuant to this Agreement.
6.3 No Assignment. This Agreement shall not be assigned or transferred unless prior
written consent is granted by the City Commission of Winter Springs.
6.4 Further Assurances. From and after the execution of this Agreement, each of the
parties hereto shall fully cooperate with each other and perform any further act(s),
execute and deliver any further documents which may be necessary or desirable in
order to carry out the purposes and intentions of this Agreement.
6.5 Legal Representation. The parties acknowledge that Anthony A. Garganese,
Esquire, and Garganese, Weiss, D'Agresta & Salzman, P.A., and other attorneys
therein, have acted as counsel for the City in connection with this Agreement and
the transactions contemplated herein, and have not given legal advice to any party
hereto other than the City.
6.6 Severability. If a word, sentence, or paragraph herein shall be declared illegal,
unenforceable, or unconstitutional, the said word, sentence, or paragraph shall be
severed from this Agreement, and this Agreement shall be read as if said illegal,
unenforceable, or unconstitutional word, sentence, or paragraph did not exist.
6.7 Governing Law and Venue. This Agreement shall be governed by the law of
the State of Florida. Venue of all disputes shall be properly placed in Seminole
County, Florida. The parties agree that the Agreement was consummated in
Seminole County, and the site of the Special Event is Seminole County. If any
dispute concerning this Agreement arises under Federal law, the venue will be
Orlando, Florida. Any objections to jurisdiction and venue are expressly waived.
6.8 Attorney's Fees. Should any litigation arise concerning this Agreement between
the parties, the parties agree to bear their own costs and attorney's fees and
paralegal's fees.
6.9 Non Waiver. No delay or failure by either party to exercise any right under this
Agreement, and no partial or single exercise of that right, shall constitute a waiver
of that or any other rights, unless otherwise expressly provided herein.
6.10 Notices. Any notice, request, instruction, or other document to be given as part of
this Agreement shall be in writing and shall be deemed given under the following
circumstances: when delivered in person; or three (3) business days after being
deposited in the United States Mail, postage prepared, certified or registered; or
the next business day after being deposited with a recognized overnight mail or
courier delivery service; or when transmitted by facsimile or telecopy
transmission, with receipt acknowledged upon transmission; and addressed as
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 5 of 10
follows (or to such other person or at such other addresses, of which any party
hereto shall have given written notice as provided herein):
TO THE CITY: Mr. Shawn Boyle, City Manager
City of Winter Springs
1126 East S.R. 434
Winter Springs, FL 32708-2799
(407) 327-5957 (Phone)
(407) 327-6686 (Fax)
WITH A COPY TO: Anthony A. Garganese, City Attorney
Garganese, Weiss, D'Agresta, & Salzman P.A.
111 N. Orange Avenue, Suite 2000
Orlando, FL 32802-2873
(407) 425-9566 (Phone)
(407) 425-9596 (Fax)
TO PERMITTEE: Mr. Steve Fullmer, Chairman
The Oviedo-Winter Springs
Regional Chamber of Commerce
P.O. Box 621236
Oviedo, FL 32762-1236
Phone: Lj 0-)- -1 -1 —2 5 e t-
Email: .ul er" ,t r' 60, ccm
6.11 Counterparts. This Agreement may be executed in any number of counterparts,
each of which when so executed and delivered, shall be original; but such
counterparts shall together constitute but one and the same instrument.
6.12 Public Record. In accordance with section 119.0701, Florida Statutes, Permittee
agrees that all documents, transactions, writings, papers, letters, tapes,
photographs, sound recordings, data processing software, or other material,
regardless of the physical form, characteristics, or means of transmission, made or
received pursuant to this Agreement or in connection with any funds provided by
the City pursuant to this Agreement may be considered public records pursuant to
Chapter 119, Florida Statutes. Permittee agrees to keep and maintain any and all
public records that ordinarily and necessarily would be required by the City in
order to perform the services required by this Agreement. Permittee also agrees
to provide the public with access to public records on the same terms and
conditions that the City would provide the records and at a cost that does not
exceed the cost provided by Chapter 119, Florida Statutes or as otherwise
provided by law. Permittee shall also ensure that public records that are exempt
or confidential and exempt from public records disclosure requirements are not
disclosed except as authorized by law. In addition, Permittee shall meet all
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 6 of 10
requirements for retaining public records and transfer, at no cost, to the City all
public records in possession of the Permittee upon termination of this Agreement
and destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. All records stored
electronically must be provided to the City in a format that is compatible with the
information technology systems of the City. If Permittee does not comply with a
public records request, the City shall have the right to enforce the provisions of
this Paragraph. In the event that Permittee fails to comply with the provisions of
this Paragraph, and the City is required to enforce the provisions of this
Paragraph, or the City suffers a third party award of attorney's fees and/or
damages for violating the provisions of Chapter 119, Florida Statutes due to
Permittee's failure to comply with the provisions of this Paragraph, the City shall
be entitled to collect from Permittee prevailing party attorney's fees and costs,
and any damages incurred by the City, for enforcing this Paragraph against
Permittee. And, if applicable, the City shall also be entitled to reimbursement of
any and all attorney's fees and damages which the City was required to pay a
third party because of Permittee's failure to comply with the provisions of this
Paragraph. This Paragraph shall survive the termination of this Agreement.
6.13 Interpretation. Both the City and the Permittee have participated substantially
and materially in the drafting of all parts of this Agreement. As a result, it is the
intent of the parties that no portion of this Agreement shall be interpreted more
harshly against either of the parties as the drafter.
6.14 No Joint Venture. This Agreement shall not in any way be deemed to create a
joint venture or principal-agent relationship between Permittee and the City.
6.15 No City Representations and Warranties; Success of Special Event. Permittee
agrees and acknowledges that the City has made no representations and
warranties regarding the Special Event. Permittee has assumed full responsibility
for furnishing, performing, and completing the Special Event and that Permittee
agrees and acknowledges the City has in no way guaranteed that the Special
Event will be successful and profitable by any person's standard and belief of
success and profit.
7.0 Entire Agreement. This Agreement represents the entire and integrated Agreement
between the parties and supersedes all prior negotiations, representations, or Agreements,
either oral or written, and all such matters shall be deemed merged into this Agreement.
8.0 Sovereign Immunity. The City intends to avail itself of the benefits of Section 768.28,
Florida Statutes and any other statutes and common law governing sovereign immunity to
the fullest extent possible. Neither this provision nor any other provision of this
Agreement shall be construed as a waiver of the City's right to sovereign immunity under
Section 768.28, Florida Statutes, or other limitations imposed on the City's potential
liability under state or federal law. Permittee agrees that City shall not be liable under
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 7 of 10
this Agreement for punitive damages or interest for the period before judgment. Further,
City shall not be liable for any claim or judgment, or portion thereof, to any one person
for over two hundred thousand dollars ($200,000.00), or any claim or judgment, or
portion thereof, which, when totaled with all other claims or judgments paid by the State
or its agencies and subdivisions arising out of the same incident or occurrence, exceeds
three hundred thousand dollars ($300,000.00). Nothing in this Agreement is intended to
inure to the benefit of any third party for the purpose of allowing any claim which would
otherwise be barred under the doctrine of sovereign immunity or by operation of law.
This paragraph shall survive termination of this Agreement.
9.0 General Liability Insurance. For all activities and services permitted and which occur
under this Agreement, including any and all activities and services provided and
performed by Permittee and by authorized participants of the Special Event, the Permittee
shall purchase and maintain, at its own expense, such general liability insurance, food and
liquor liability insurance and automobile liability insurance to cover claims for damages
because of bodily injury or death of any person or property damage arising in any way
out of the activities and services permitted and occurring under this Agreement, including
any and all activities and services provided and performed by Permittee and by
authorized participants of the Special Event. The insurance shall have minimum limits of
coverage of $1,000,000.00 per occurrence combines single limit for bodily injury
liability, property damage liability, and food and liquor liability. This shall include, but
not be limited to, automobile liability of owned vehicles, hired and non-owned vehicles,
and employee non-ownership. All insurance coverage shall be insurer(s) approved by the
City Manager and licensed by the state of Florida to engage in business of writing of
insurance. Neither approval by the City nor failure to disapprove the insurance furnished
by a Permittee shall relieve the Permittee of the Permittee's full responsibility for
performance of any obligation including the Permittee's indemnification of the City
under this Agreement. The City shall be named on the foregoing insurance policies as
"additional insured." The Permittee shall cause its insurance carriers to furnish insurance
certificates and endorsements clearly specifying the types and amounts of coverage and
effect pursuant hereto, the expiration date on such policies, and the statement that no
insurance under such policies will be cancelled without thirty (30) days prior written
notice to the City in compliance with other provisions of this Agreement. The Permittee
shall furnish the Certificate of Insurance directly to the City's designated representative.
The Permittee shall be solely responsible to pay any deductible, if any, relating to any
claim made against the insurance coverages and policies provided under this Agreement.
If this City has any objection to the coverage afforded by or other provision of the
insurance required to be purchased and maintained by the Permittee in accordance with
this paragraph on the basis of its not complying with the Agreement, the City shall notify
the Permittee in writing thereof within thirty (30) days of the date of delivery of such
certificates and endorsements to the City. For all activities and services permitted and
occurring under this Agreement, including any and all activities and services provided
and performed by Permittee and by authorized participants of the Special Event, the
Permittee shall continuously maintain such insurance in the amount, type, and quality as
required by this paragraph.
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 8of10
10.0 Indemnification and Hold Harmless. For all activities and services permitted and
occurring under this Agreement, including any and all activities and services provided
and performed by Permittee and by authorized participants of the Special Event, the
Permittee agrees to the fullest extent permitted by law, to indemnify and hold harmless
the City and its employees, officers, officials, agents, servants, and attorneys from and
against any and all claims, losses, damages, personal injuries (including but not limited to
death), or liability (including reasonable attorney's fees), which directly or indirectly
arises out of, or results from any act or failure to act of Permittee or any person
authorized by Permittee to participate in the Special Event which in any way is related to
Permittee's obligations under this Agreement, and/or the services and activities provided
and performed under this Agreement.
The indemnification provided above shall obligate the Permittee to defend at its own
expense or to provide for such defense, at the option of the City, as the case may be, of
any and all claims and liability and all suits and actions of every name and description
that may be brought against the City or its employees, officers, officials, agents, servants,
and attorneys which may arise or result from this Agreement. In all events the City shall
be permitted to choose legal counsel of its sole choice, the fees for which shall be
reasonable and subject to and included with this indemnification provided herein. This
section shall survive termination of this Agreement.
1.1.0 Standard of Care. In performing its activities and services hereunder, the Permittee will
use that degree of care and skill ordinarily exercised, under similar circumstances by
reputable members of its profession practicing in the same or similar locality. Permittee
shall protect the public and property from any safety hazards directly or indirectly
resulting from the Special Event and authorized participants thereto.
12.0 Suspension or Cancellation of Special Event. The City shall have the right to
temporarily suspend or cancel the Special Event at any time in the event of an adverse
weather condition, emergency, or in the event of any other occurrence requiring the
temporary suspension or cancellation of the Special Event in furtherance of the health,
safety and welfare of the City, pursuant to its inherent police powers under Chapter 166,
Florida Statutes. Any such suspension or cancellation shall be at the City's sole
discretion and shall be without penalty to the City. The City shall provide Permittee with
notice of any suspension or cancellation of the Special Event as soon as is practicable
under the circumstances warranting suspension or cancellation. If the Special Event is
cancelled through no fault of the Permittee, the City shall refund any fees paid by
Permittee under this Agreement.
13.0 Term. The term of this Agreement shall commence upon full execution of this
Agreement by the parties and end at such time Permittee has fully performed all the
services required by this Agreement to the complete satisfaction of the City.
Winter Springs Festival of the Arts 2019
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 9 of 10
14.0 Permittee's Signatory. The undersigned person executing this Agreement on behalf of
Permittee hereby represents and warrants that he has the full authority to sign said
Agreement for Permittee and to fully bind Permittee to the terms and conditions set forth
in this Agreement.
15.0 Reporting Requirement. No later than sixty (60) days after the Special Event,
Permittee agrees to make a presentation to the City Commission recapping the successes
and challenges experienced during the Special Event. During the City Commission
meeting, the Permittee will also present a written profit and loss statement for the Special
Event which details the revenues received and expenses incurred by the Permitee.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day
and year written above.
CITY OF WINTER SPRINGS THE OVIEDO-WINTER SPRINGS
REGIONAL CHAMBER OF
COMMERCE
Shawn Boyle,�Yty
Manager Steve Fullmer, airman
Winter Springs Festival of the Arts 2019.
City of Winter Springs/Oviedo-Winter Springs Regional Chamber of Commerce
Page 10 of 10