Okaloosa County BOCC — April 5, 2016 — LOCASH Contract — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 5, 2016 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: LOCASH Contract DEPARTMENT: Tourist Development Department BCC DISTRICT: 2,4,5 STATEMENT OF ISSUE: Request approval of the LOCASH concert contract and authorize: 1) Purchasing Manager to execute the contract and 2) procurement methods other than contract payment form to LoCash Cowboys Touring Inc. for contract rider provisions. BACKGROUND: Country music group LOCASH has been secured as a support act for the Chris Janson concert at the Emerald Coast Convention Center on Thursday, May 12, 2016. The contract negotiated by staff and the agency provides for a $15K artist fee plus lodging, ground transportation, and catering. Production, security, and advertising services will be procured jointly with Chris Janson contract terms, as the two groups frequently perform together. BCC approval is requested for unique circumstances required for successful implementation of contract requirements.  The $15K Guaranteed Fee value of the contract is within the Purchasing Manager’s approval authority. The cost of contract rider provisions (e.g. lodging, ground transportation, and catering) has not been finalized, but will not cause the total contract value to exceed the Purchasing Manager’s approval authority.  Contract rider provisions will be procured in accordance with County policy, F.S. 125.0104(9), and TDD Manual Section F.300. Specifically, hotel room accommodations and ground transportation will be provided complimentary by industry partners or procured via credit card; catering including food, drinks, and alcohol will be provided by Aramark and invoiced at county contract prices. Per County policy, all expenses related to a contract are to be paid via contract payment form to the vendor with whom the contract is executed. For this reason, Board authorization for procurement methods other than contract payment form to LoCash Cowboys Touring Inc for contract rider provisions is requested. OPTIONS: Approve or Deny RECOMMENDATION: Approve the LOCASH concert contract and authorize: 1) Purchasing Manager to execute the contract and sign all associated procurement documents. 2) Procurement methods other than contract payment form to LoCash Cowboys Touring Inc for contract rider provisions. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator