Okaloosa County BOCC — February 18, 2014 — Peter Mayer Task Order 127 $7,500 011714 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C€12-2007-IDC TASK ORDER #: 127 TASK ORDER AMOUNT: $7,500 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME ——— SIGNATURE CFO 1/14/2014 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) y KLE BL, SIGNATURE TDA Livteter. TITLE Loft DATE COUNTY ADMINISTRATOR (if applicable) DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) ¢ — $25,000 or less approved by Purchasing Director « Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e In excess of $50,000 approved by the Board. ano DIRECTOR 24] ip DATE CHAIRMAN (if applicable) DATE Okaloosa Tourist Development Department (TDD) Strategic Marketing Plan, Leisure Media Pass Through Costs: Horizons Task Order #127 January 13, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 14112422 TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT... ACTIVITIES & DELIVERABLES BILLING... GENERAL ASSUMPTIONS. CONTACT INFORMATION SIGNATURES a aus wn nun u & w& Peter Mayer Okaloosa TDD-- Page 2 Confidential 111 1242v2 4 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 campaign targeting consumers to drive visitation. The project, which will run from December 2013 through September 2014, 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 Media planning and purchasing for the campaign as well as production to support it have been provided in a supplemental Task Orders for Client review and approval. The County approved the Strategic Marketing Plan on November 5, 2013, which included a line item for “Co-Op Opportunities” in the amount of $285,000. The co-op program is being reevaluated. Additional opportunities are being designed for partner review, and some of the funding is being reallocated to other marketing plan components to make a larger promotional impact for our area. This task order reflects the reallocation of funding from co-ops to leisure. The following Task Orders fall within the “Leisure Media” line item: Previously Approved *Task Order 59, Fall Campaign Media Pass Through, Task Order 71, Additional Fall Media Pass Through Costs, Task Order 75, Emerald Christmas Campaign Media Pass Through Costs $160,474.00 *Task Order 64, Fall Campaign Aviation Marketing Pass Through Costs $16,500.00 Task Order 68, Fall Campaign Coastal Living Media Pass Through Cost $23,175.00 *Task Order 72, Powerboat Media Pass Through Costs $7,500.00 *Task Order 76, 2014 Media Planning $8,970.00 Task Order 82, Visit Florida Magazine Pass Through $15,995.00 Task Order 88, Co-op, Groups/Conventions/Meetings Media Planning & Purchasing $41,400.00 Task Order 93, Christmas Campaign Satellite Radio $21,930.00 Task Order 94, Emerald Christmas Campaign Digital Outdoor Media Pass Through Costs $20,000.00 Task Order 97, 2014 Media Purchasing $28,750.00 Task Order 98, 2014/2015 Media Planning $21,965.00 Task Order 113, Strategic Marketing Plan, Print Media Pass Through Costs $533,197.00 Task Order 114, Strategic Marketing Plan, Radio and Digital Outdoor Media Pass Through Costs $50,895.00 Task Order 115, Strategic Marketing Plan Online Media Pass Through Costs $244,049.00 *Task Orders were approved in the prior fiscal year and this is the amount remaining to be allocated for 2013/2014 Strategic Leisure Marketing Pending Approval Task Order 125, Strategic Marketing Plan Leisure Media Pass Through Costs: Collinson l $24,999 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 © Horizons: Production, editing and airing of the 2013 Burning Up the Beaches car show on the Velocity Channel Lokar Car Show 2. In accordance with Contract #C12-2007-TDC, the Agency has attached single source forms for Client review 3. 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: * No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services * 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 * 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 Costs for photography or other possible external hard costs not specified in this task order. Any necessary costs required for new projects will be estimated and provided for Client approval in a subsequent task order as noted in the contract on page 15 e All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval e All time for Agency fees associated with campaign production has been provided in a supplemental task order for Client approval 3 COST Plan Overview Cost Horizons $7,500 Total $7,500 The cost of this Task Order is not to exceed $7,500. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. Peter Mayer Okaloosa TDD-- Page 4 Confidential 19112422 4 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 5 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 6 CONTACT INFORMATION Ellen Kempner, Management Supervisor/Vice President Peter Mayer Advertising 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor Peter Mayer Advertising 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES vhaliy \ Peter Mayer: | ws Date: Peter Mayer Confidential Okaloosa TDD-- Page 5 11112422 TDD Director: KEL La Date: fs Sd Purchasing Director: Kia dadral Date: 24/4 County Administrator: Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 6 Confidential 41112422 SINGLE SOURCE PURCHASE DATA SHEET Date: 1/15/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TOD) Item Description: 2013/2014 Stratogic Marketing Plan Media Placement, Task Order \/) | Requesting Department's Suggested Vendor: At vad DWS vendor's Address: 12% (Vio Ye. Te Walter TL A757 Vendoystel phone No.: dub. Ww f \ Au \ i Point of Contact: WANK i 1 Nay Sole So urce Justification: Leader in the the marketplace to reach target audience and drive best ROI WALA — \\o, firs Requesting i Head Signature Date / REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor #1 Contact: Phone No.: Vendor #2 Contact: Phone No..: Vendor #3 Contact: Phone No.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Manager Comments: Purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: S “ee Disapprove: Amount of Purchase: Date: Au ca a V Z4N Purchgsing Director Signature Date Revised — 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 19