Okaloosa County BOCC — February 17, 2015 — TO 152 Revised — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #:152 R EVISED - ¢ 1|28 TASK ORDER AMOUNT: $95,000 OFFERED BY CONSULTANT: Peter Mager Advertising FIRM'S/NAME James Gejger REPETSENTATIVE’S PRINTED NAME c N\/ A SIGNATUR CFO 1.15.15 TITLE RECOMMENDED FOR APPROVAL (Department Director) g SIGNATURE TITLZ—D ID D//7 ~ / ZL// 5 DATE / / COUNy/ADMIKyRATOR (if applicable) DATE DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director ¢ Between $25,001 and $50,000 approved by Purchasing Director and County Administrator ¢ Inexcess of $50,000 approved by the Board. 53 ING DIRECTOR z,, 2 J4[1s DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 152 REVISED FY15 SMP Meetings & Conventions TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $95,000 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) L This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: LYNN M: SHIHA TDD ATTORNEY JANUARY 23,2015 Task Order 152 August 8, 2014 FY15 SMP Meetings & Conventions Packages Pass Through Costs REVISED 01/13/15 BACKGROUND & PROJECT ASSIGNMENT Okaloosa County, through Okaloosa County Tourist Development Department (hereafter referred to as “Client”) has asked Peter Mayer (hereafter referred to as “Agency”) to develop a new project - a series of meetings and conventions targeted packages to run in various media as part of the FY 2014-15 Strategic Marketing Plan adopted by the BCC on August 19, 2014. The project will run from October 2014 through September 2015 and will consist of paid media as well as advertising tactics to support it. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. Agency fees for related media planning (TO 98) and media purchasing and reporting (TO 142) for the campaign have been provided in previous task orders. The County approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. This task order is being updated to reflect the revised FY 2014-2015 Strategic Marketing Plan to be presented to the TDC January 22, 2015 and BCC February 3, 2015. 1 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Vendor Cost Cost Meetings Focus $6,500 $6,500 Collinson $60,200 $55,200 Plan Your Meetings $5,000 $5,000 CVENT $5,802 $5,802 Google/Bing-Yahoo Search $6,811 $6,811 Linkedin $11,962 $11,962 GSAE-TV $2,025 $2,025 Christian Meetings & Conventions Assn $1,200 $1,200 Ad Serving Fees (Sizemek) $500 $500 Total $100,000 $95,000 2. Media packages negotiated by the agency may include print, email blasts, online banners, and/or other non-print advertising components. 3. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms for Client review. 4. Invoice reconciliation and proof of advertising materials to support all invoices, as noted in the Inclusions section of this document and the contract pages 2 and 17. Inclusions: e No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 152 August 8, 2014 FY15 SMP Meetings & Conventions Packages Pass Through Costs REVISED 01/13/15 e Agency to submit copies of effective contracts, insertion orders, recapitulation of credits and debits affecting previously submitted statements or invoices and substantiating bills, and tear sheets, with support materials or other proof of publications for invoices presented for payments. o All make-good placements for media placements specific to this campaign will run within the campaign period prior to the campaign end date unless otherwise noted in written approval from the Client. « All artwork, photography, design, layout, production materials, websites, domain names, etc., created by, and all rights acquired by the Agency for the Client will become property of the Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. Exclusions: e None 2 COST The cost of this Task Order is not to exceed $1400,000 $95,000. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 3 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 4 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. The above assumes: e Timely delivery of any required documentation from the Client e Client will make available appropriate personnel and decision-makers for attending scheduled workshops and meetings for reviews and approval so immediate consensus can be reached e Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule e Delays in Client reviews may extend timing and add risk to the final delivery 5 CONTACT INFORMATION Ellen Kempner, Management Supervisor/Vice President 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor 504.210.1287 clarkem@peteramayer.com Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 152 August 8, 2014 FY15 SMP Meetings & Conventions Packages Pass Through Costs REVISED 01/13/15 James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com fi 6 AGENCY SIGNATURE( Peter Mayer: NN~ Date: | \J \{ Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2