Okaloosa County BOCC — October 7, 2014 — Peter Mayer Task Order 121 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 121 TASK ORDER AMOUNT: $19,279 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’ an NAME James a iger ave TIVE’S PRINTED NAME ONAN) CFO 12/18/2013 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) AAAe Za SIGNATURE DD) Autechre TITLE /2/2of(8 DATE COUNTY ADMINISTRATOR (if applicable) DATE 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 In excess of $50,000 approved by the Board. PURCHASING DIRECTOR 12-UAlY DATE CHAIRMAN (if applicable) DATE Okaloosa Tourist Development Department (TDD) Strategic Marketing Plan, Meetings Digital and Workshop Pass Through Costs Task Order #121 December 17, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs 8 TABLE OF CONTENTS 1 GACKGROUND & PROJECT ASSIGNMENT sinionnnconmnunnnamamnnannmneniennmmmannannammne 3 2 ACTIVITIES & DELIVERABLES 3 4 BILLING.. 5 GENERAL ASSUMPTIONS 6 CONTACT INFORMATION snsiminmnenmnmncunnunnnnanannannmann man OMenNS 5 T SIGNATURES ssevssctessssusssseecsscsscseceseescsnssensssssosstscatercesceasstustusseaestsssseagsabeten tsan vagus vesessaststestussee aaa ATITTS 5 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs 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 campaign targeting meeting professionals. 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 “Groups, Meetings and Conventions Campaign” in the amount of $200,000. The following Task Orders fall within the “Groups, Meetings and Conventions Campaign” line item: Previously Approved Task Order 80, Meetings & Conventions Fall Campaign Pass Through Costs (CVENT) $5,729 Task Order 92, Group Travel Leader, FP4C Nov/Dec Issue $2,500 Task Order 95, Meetings and Conventions Media Pass Through Costs (Small Markets Meeting) $895 Task Order 79, GSAE Media Pass Through Costs $4,050 Task Order 96, Groups Media Pass Through Costs (Destination Weddings & Honeymoons) $11,270 Task Order 107, Trade Show Banner Production $2,875 Pending Approval Task Order 120, Strategic Marketing Plan, Meeting Print Pass Through Costs $46,393 Task Order 119, Strategic Marketing Plan, Groups Media Pass Through Costs $8,902 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e GAMPI Educational Workshop e Media Mind e Google e = =CVENT 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: 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 Confidential Okaloosa TDD-- Page 3 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs , 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: 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 All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval 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 GAMPI Educational Workshop $5,500 Media Mind $500 Google $13,206 CVENT $73.00 Total $19,279 The cost of this Task Order is not to exceed $19,279. 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. Peter Mayer Confidential Okaloosa TDD-- Page 4 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs 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 | as a\ Peter Mayer: \ P ane Date: \ t|\ \$ TDD Director: LEAL L Date: 12/20 lz Purchasing Director: Date: Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs County Administrator: Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 12/18/2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Departme nt/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement, Task Order 121 Requesting Department's Suggested Vendor_ (WWW ZAC Wn Wop vendors Address: 2700 DA Vd. Suite 10D Wancta ce 2008 éRene No. WT FOTAL2Y Point of contac (WAIA_ Weiss | Sole Source) Justification: Leader in the the marketplace to reach target audience and drive best ROI Vendor's Tel 504.581.7191 [2p [72 Requesting Depart! it Head4ignature 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 3 Date Purchasing Services Manager Comments: Purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date: 12/18/2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement, Task Order 124 Requesting Department's Suggested Vendor: Men A Wi VA Vendor's Address: \W44 Vnddwaut VNC A Wy Los \"\ Vendor's Telephone No.: AV) - WS\- AA\p Point of Contact: Mina Level Sole Sourde Justification: Leader in the the marketplace to reach target audience and drive best ROI DALLL. sous. ir{rolls . . L 7 Requesting Depa ment Hedd 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: Disapprove: Amount of Purchase: Date: Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date: 12/18/2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement, Task Order 121 Requesting Department's Suggested Vendor: Oo Soy AL Vendor's Address: \UbO Awpitentie WAN Wit View CAL tOUS Vendor's Telephone No.: Loo, Lh2 hap) BORO © Point of Contact: al A eK Swe I iweclw Sole Source Justification: Leader in the the marketplace to reach target audience and drive best ROI ye 504.581.7191 (2/0/13 Requesting De partment lead 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: Disapprove: Amount of Purchase: Date: Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date: 12/18/2013 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement, Task Order 121 Requesting Department's Suggested Vendor: aN K& VIC Vendor's Address: ALGO 6 reevsp OVO [Lv Am F\boe Me | CO V4 “a 2102 Vendor's Telephone No.: 5 |\-"|\ 0-72.42. Point of Contact: Saya Devi pwr? Sole Sourc e/Justifi ation: Leader in the the marketplace to reach target audience and drive best ROI | AN LZZE-— 504.581.7101 (2[u/13 Resvesing eet 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: Disapprove: Amount of Purchase: Date: Purchasing 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