Okaloosa County BOCC — September 2, 2014 — Task order approval form C12-2007-TDC - 151 — reading text

~ he, -~ WweEVD TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-IDC TASK ORDER #: 151 TASK ORDER AMOUNT: $110,235 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S (Doone Jarhens es Geiger we TATIVE'S PRINTED NAME SONAR CFO 8/11/14 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) LE Colmbe— SIGNATURE Tiy)? DZ TITLE ache DATE 4 bie COUNTY ADMINISTRATOR (if applicable) Pally 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 « tn excess of $50,000 approved by the Board. PURCH G etalon loam Bfae4 4 DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 151 FY15 SMP Group Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $110,235' 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) Lt 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: Ss > L OSHIBAKA TDD ATTORNEY & | (2 | 1Y DATE *The Agency’s authorization to purchase media as stated in this Task Order is contingent upon receiving fully- executed Sole-Source Forms and Conflict of Interest Disclosure Forms/Certification from the Agency. Payments under this Task Order shall not be issued without the necessary form(s). Task Order 151 August 8, 2014 FY15 SMP Group Packages Pass Through Costs 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 groups-targeted packages 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. 1 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: The Knot $8,500 Southern Bride $6,050 Southern Weddings $8,875 Birmingham Bridal Directory $3,000 Atlanta Weddings $3,340 Military Reunions $8,000 Sports Destination $7,300 Sports Planning Guide $1,295 SportsEvents $3,000 SportsTravel $5,370 Canadian Motorcoach Association $2,250 GSAE-TV $2,025 FSAE $2,850 Tallahassee SAE $1,950 LSAE $2,750 ACAE $900 Integrated Hospitality Sales Solutions $15,000 Group Travel Leader $3,600 Group Travel Directory, Reunion Market Workbook $2,290 Peter Mayer Okaloosa TDD Page 4 Confidential 1111242v2 _ Task Order 151 August 8, 2014 “ FY15 SMP Group Packages Pass Through Costs Red Hot Celebrations $1,250 American Bus Association $6,000 Florida Motorcoach $850 Alabama Motorcoach $2,300 Religious Travel Directory $2,290 Going On Faith $3,600 Small Market Meetings $3,600 Ad Serving Fees (Sizemek) $2,000 Total $110,235 2. Media packages negotiated by the agency may include print, email blasts, online banners, and/or other non-print 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. 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. e 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 $110,235. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 3 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. Peter Mayer Okaloosa TDD--'Page 2 Confidential 1111242v2 Task Order 151 August 8, 2014 FY15 SMP Group Packages Pass Through Costs 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@peteramayencom | \ 6 AGENCY SIGNATURE\ Peter Mayer: \ Jon Date: >| lly, Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) ltem Description: 2014/2015 Media Plan TO#151 Requesting Department's Suggested Vendor: XO Group (The Knot.com) Vendor's Address: 11106 Mockingbird Drive, Omaha, NE, 68137 Vendor's Telephone No.: 888-869-5319 Point of Contact: Theresa Ngumi Sole Source Justification: The Knot is America’s leading wedding brand, reaching 8 of 10 engaged couples each year; destidation eddings is a target groun in the 204 4/2015 Strategic Marketing Plan adopiéd by TDC & BCC A ; 08/01/2014 Slirfry Pa f Requesting ae aia Signature Dafe 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: x, £— Disapprove: Amount of Purchase: Date: A . c anal S/22 (EE Purch¢sing 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 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected! officials(s}, or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either “yes” {a county employee, elected official, or agency is also associated with your business}, or "no". If yes, give person(s) name(s) and position(s) wifh your business. YES NO NAME(S) POSITION(S) FIRM NAME: The Kns\ Weddk rdaes XO QrooP BY (PRINTED): Bhonrcks | Holerlanme BY (SIGNATURE): En br LA hay? TITLE: Oe poo nk Ge aa oye - Fionde DATE: 7 Hh | {ie ADDRESS: WNOk Hocvungoe i | Osalrc, NeGackea be)37/ 3 2 D0 -BUB- 4A SS PHONE NO. RBS - 33> SIS |sco SUS E-MAIL Bhonck \ @the knot, COW SINGLE SOURCE PURCHASE DATA SHEET Date: 3/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#151 Requesting Depariment's Suggested Vendor: Southern Bride Vendor's Address: 6263 Poplar Avenue, Suite 335, Memphis, TN, 38119 Vendor's Telephone No.,: 901-761-1505 Point of Contact: Lindsay Wolfe Sole Source fusiificaio : Distribution caters to geographic area of primary feeder markets; brides are a target group of the 2014/201 Strategic Marketing Plan adopted by TDC and BCC. \ a iy osoio1 fed) o Requesting sao Signature Bate’ EVIEW 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: AE Disapprove: Amount of Purchase: Date: Zaustoleaal Qf22}h1éL Purchasing Director Signature Dale ! 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 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining ony possible conflict of intérast. all bldden/proposers, must disclose Fahy Okaledsa Board af County Commissioner, employee(s), elected officials(s}. or if any of its agencies is ako.an ownér, corporate officer. agancy. employes, etc:, of their business. Indicate. either_"yes’ (a county employee, elected official, or agency is ake aésociated with your business}, or "no". If yes, give person(s) names) and pasttion(s} with your business, + =: ae NOX . NAMETS) POSITION(S) NONE _ FIRM NAME; BY (PRINTED): BY (SIGNATURE}: TITLE: DATE: duly 2.2004 ADDRESS: $243 Poplar Ave, Ste'335- _.Memphis, TN 38119: PHONE NO, 901.781.1505 E-MAIL SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Deparfment/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#151 Requesting Department's Suggested Vendor: Southern Weddings Vendor's Address: 20028 Boyd, Chapel Hill, NC, 27517 Vendor's ae No.; 919-590-4028 Point of Contact: Emily Thomas f Sole Source Justification: Majority of readers grew up the in the South and are therefore likely to marry in the South; partnershiup with Southern Living extends reach. , yj \ NZ os012014 KWH Requesting Department 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: YE Disapprove: UO Amount of Purchase: Date: 26 toleak pyl22 | 4 Purchaging Director Signature Ddte Revised —