Okaloosa County BOCC — April 1, 2014 — TO 112 Revised

TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 112 (REVISED) BP Online Media Pass Through Costs TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $191,255.00 I have reviewed the above-referenced revised 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) ex 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 FORM AND LEGALITY: CH (% ae ATORNEY GREGORY T. STEWART PRINT NAME meses DATE BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Peter Mayer Task Order 112 BP Media Pass Through Costs (Revised) DEPARTMENT: — Tourist Development Department BCC DISTRICT: ALL STATEMENT OF ISSUE: Request approval for Chairman to sign revised Task Order 112 titled BP Media Pass Through Costs, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $191,255 for online banner ads to run on various national sites and print media. BACKGROUND: Task Order 112 was originally approved on November 19, 2013 for online media only. However, the placement on Leisureandtravel.com and Foodandwine.com was part of a Visit Florida Co-Op Program package deal including both online and print advertisement at a lump sum price of $41K. The package deal includes % page ads in the March 2014 issue of Travel + Leisure magazine and May 2014 issue of Food & Wine magazine as well as online ads on these websites during the months of March, April, and May 2014. Online exposure was not available without the print exposure. Purchasing Food & Wine exposure separately from Travel + Leisure exposure would have been more costly than the package deal. Essentially, the County purchased Travel + Leisure and Food & Wine could be considered as free or a bonus. Pursuant to Section E.700(2) of the Tourist Development Department Operations and Procedures Manual, no advancement of funds will be issued unless specifically approved by the Board. Pursuant to the State Chief Financial Officer’s Reference Guide for State Expenditures, advance payment may be made if the payment results in savings equal to or greater than the amount earned by investing the funds and paying later or if the payment is essential to the operations of the agency and the goods or services are available only if advance payment is made. Board approval of payment in advance is requested since BP funds must be expended prior to the online exposure ending in May and the Food & Wine magazine ad running in May. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 112 titled BP Media Pass Through Costs as revised, as well as payment in advance. RECOMMENDED BY: Ed Schroeder, Tourist Development Director APPROVED BY: Ernie Padgett, County Administrator TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-IDC TASK ORDER #: 112 pEVsed CUS TASK ORDER AMOUNT: $191,255 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S ME James Gelger aa TIVE’S PRINTED NAME /— SIGNATURE CFO 3.25.14 TITLE RECOMMENDED FOR APPROVAL (Department Director) SIGNATURE ZR DK. TITLE 3/2 Z / VICI DATE/ fr? “COUNTY ADMINISTRATOR (if applicable) DATE 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 Inexcess of $50,000 approved by the Board. PURCHASING DIRECTOR DATE CHAIRMAN (if applicable) =~" DATE Okaloosa Tourist Development Department (TDD) BP Online Media Pass Through Costs Task Order #112 REVISED November 12, 2013 March 25, 2014 revisions denoted by bold underline Peter Mayer Okaloosa TDD Page 1 Confidential 4111242v2 Okaloosa TDD BP Ontine Media Pass Through Costs - REVISED TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT ACTIVITIES & DELIVERABLES COST BILLING GENERAL ASSUMPTIONS CONTACT INFORMATION SIGNATURES In on kh BD NH = aA Fk BP Bh DH W + eI | APE Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 % Okaloosa TDD BP Qrtine Media Pass Through Costs - REVISED 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 branded online banner ads to run on various national sites and print media. The project, which will begin running in 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 BP Marketing Plan on November 5, 2013, which included all media pass through items listed below. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: i. RocketFuel - performance targeted banners ii. Adara - geo-targeted banners fii. TravelandLeisure.com and FoodandWine.com iv. Travel + Leisure 4% page ad v. Food & Wine % page ad 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 * 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 e« Ali 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 witl become property of the Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. RAL es | ASR > Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD BP Online Media Pass Through Costs - REVISED 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 RocketFuet $90,000 Adara $60,000 TravelandLeisure-com, FoodandWine.com $41,255 Total $191,255 The cost of this Task Order is not to exceed $191,255. 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 4111242v2 Okaloosa TDD BP Online Media Pass Through Costs - REVISED 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 i \ Peter Mayer: Sam Date: Al 23 ( U NL Vv . TDD Director: Date: 3 5 6 Wi S Purchasing Director: Date: County Administrator: Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2