Okaloosa County BOCC — April 21, 2015 — TO 148 Rev 2 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #:_148 Revised #2 TASK ORDER AMOUNT: $__648,750 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME a.fi/’ 0/Byso [ D’W SIGNATURE CFO '—l\ (o\\? TITLE YDATE RECOMMENDED FOR APPROVAL (Department Director) SIGNATURE TOD I TITLE ‘///7 / s DATE ¢ / A y 74 P C(/)})NTY ADT\/\}WSTRATOR (if applicable) Aot DATE ¢ 7 APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e Inexcess of $50,000 approved by the Board. 2zl PURC@G DIRECTOR Zyn keclorek . 4jio IS V DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 148 REVISED #2 SMP Leisure Broadcast Package Pass Throughs TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $648,750 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) LH 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: e TDD-ATTORNEY LYNN HOSHIHARA APRIL 2, 2015 Task Order 148 August 8, 2014 FY15 SMP Leisure Broadcast Packages Pass Through Costs REVISED 12/05/14 REVISED #2 04/02/15 1 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 leisure broadcast packages to run in various outlets 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 revised to reflect additional funding for national cable, as approved by the TDC on November 20, 2014. This task order is being revised to remove Radio Promotional Costs. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Vendor Cost Cost Cost National Cable $270,000 $375,000 $375,000 Bill Dance TV $55,000 $55,000 $55,000 Destination Network TV $42,500 $42,500 $42,500 Satellite Radio $38,250 $38,250 $38,250 Spot Market Radio $113,000 $113,000 $113,000 Atlanta Braves $25,000 $25,000 $25,000 Radio-Premetional-Costs $2,725 $25725 $0 Total $546,475 $651,475 $648,750 2. Broadcast packages negotiated by the agency may include email blasts, online banners, print, and/or other non-broadcast 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 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 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 148 August 8, 2014 FY15 SMP Leisure Broadcast Packages Pass Through Costs REVISED 12/05/14 REVISED #2 04/02/15 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 3 COST The cost of this Task Order is not to exceed $546,475 $651,475 $648,750. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 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 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com 7 AGENCY SIGNATURE Peter Mayer: ;/__,’ O/B/0: Ta, Date: L-|\\(,\' \9 7 G i Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2