Okaloosa County BOCC — April 21, 2015 — TO 150 Rev 2 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: _150 Revised #2 TASK ORDER AMOUNT: $__195,943 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME Lo o/sp0.Tay beisar SIGNATURE cFo G\ Q\F TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) SIGNATURE 7720 @2 TITLE ?mw ADMINISTRATOR (if applicable) 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 In excess of $50,000 approved by the Board. PURCHASING DIRECTORZ, [ecfor e DATE 4// 1S T CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 150 REVISED #2 FY15 SMP Co-Op Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $195,943 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: LYNNW. HOSHIH TDD ATTO APRIL 2, 2015 Task Order 150 August 8, 2014 FY15 SMP Co-Op Packages Pass Through Costs REVISED 01/13/15 REVISED #2 04/02/15 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 co-op packages for industry partner participation 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. This task order is being revised to add costs related to Atlanta Eats production crew traveling to the Emerald Coast. 1 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Vendor County County Partner Total Cost Share Share Media Cost Coastal Living $45.000 $47,501 $10,499 $58,000 Collinson $39.400 $23,000 $2,000 $25,000 EveryDay with Rachel Ray, More $40,995 $11,995 $1,000 $12,995 Atlanta Eats $42,500 $19.444 $5,556 $25,000 $22,169 $27.725 Atlanta Braves $7,500 $13,250 $1,750 $15,000 Canadian Traveller $6.813 $10,628 $2,997 $13,625 Montreal Gazette: Urban Expressions Magazine $5.192 $6,292 $2,200 $8,492 International Travel Guide $7,045 $0 $0 $0 Escape to Southeast $1,300 1,732 $868 $2,600 Birmingham Weddings & Celebrations $2.500 $3,749 $1.251 $5,000 NW Florida Weddings $4.675 $8,570 $780 $9,350 DCMilitary Life $3,000 1,750 $2,000 $3,750 The Griffon $7,380 $7,780 $2,000 $9,780 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 150 August 8, 2014 FY15 SMP Co-Op Packages Pass Through Costs REVISED 01/13/15 REVISED #2 04/02/15 Sports Destination $3:650 $6,691 $609 $7,300 Sports Destination - banners S2.625 $3,498 $1.752 $5,250 Connect Sports Facilities-Guide $2,500 4,166 $834 $5,000 TheKnot $4;250 7,792 $708 $8,500 Visit Florida $8,190 $13,380 $3,000 $16,380 Ad Serving Fees (Sizemek) $2,000 $2,000 $0 $2,000 Total $201.515 $193.218 $39,804 | $233,022 $195,943 $235,747 2. Media packages negotiated by the agency may include print, email blasts, online banners, tv, radio, and/or other non-print advertising components. 3. Actual co-op opportunities may vary from those opportunities listed in the Strategic Marketing Plan based on partner participation. 4. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms for Client review. 5. 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. e 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. o 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 $201,515 $193 218 $195,943. 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 2 Confidential 1111242v2 Task Order 150 August 8, 2014 FY15 SMP Co-Op Packages Pass Through Costs REVISED 01/13/15 REVISED #2 04/02/15 The total dollar amount of the task order reflects the County Share of the media cost (e.g. Total Media Cost less industry participation Partner Share). Client to reimburse Agency the Total Media Cost and invoice industry partners for their Partner Share. 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 James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com 6 AGENCY SIGNATURE Peter Mayer: J<'/—” 0/ &/0: fi? Date: "ivfl\‘\s' C e Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2