Okaloosa County BOCC — June 21, 2016 — Board

THE HEART OF = FLORIDA'S EMERALD COAST DESTIN | FT. WALTON BEACH OKALOOSA ISLAND TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: June 14, 2016 TO: John Hofstad, County Administrator FROM: Ed Schroeder, Tourist Development Department Director %J ¢ // }/// é SUBJECT: June/July Media Buy Approval — in excess of $50,000 Allegiant Air Contract C16-2404-TDD Attached are media buy sheets for June/July requiring Board approval, as well as the media plan approved by the Board on May 17 and the revised plan reflecting the media buy sheets. Dates shifted a little, but costs are actually lower than those originally approved. Media buy sheets for TV and radio are set up to reflect billing month. Media buy sheets for out-of-home are set up based on placement rather than month. These buy sheets will be placed on the June 21 Board agenda for approval. FLL Fort Lauderdale Radio 7/4-7/24 $80,414.25 /[ V Approved Denied Z/fl/u%%maflL @|le [ Zan @rak, Purchasing Manager Date “ Approved Denied Jo ofstadf?fifity Administrator Date Approved Denied Charles K. Windes, Jr., Chairman Date TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: ALLEGIANT AIR CONTRACT #: C16-2404-TDD TASK/PURCHASE ORDER #: June/July Media Buy Approval TASK/PURCHASE ORDER AMOUNT: Per attached memo dated June 14, 2016 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) ]H 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: q.g> TDD ORNEY LYNN HOSHIHARA JUNE 14, 2016 EXHIBIT A SCOPE OF SERVICES SCOPE: Contractor agrees to perform advertising and marketing services in accordance with the media schedule attached as EXHIBIT B (the “Media Plan”), as may be amended in writing and executed by the parties quarterly. Advertising and marketing services shall include, but not be limited to, creative, production, media planning and purchasing, and paid media. Contractor will be reimbursed for actual paid media costs only. Paid media costs consist of third-party charges for actual media placements and production such as Traditional Paid Media (Print, Outdoor, Broadcast) and Online Paid Media (Display Advertising, Facebook, Google Keyword, ete.). Contractor shall develop all creative at no cost to the County. PAID MEDIA APPROVAL: The County recognizes the importance of the Contractor’s ability to remain flexible in placing media that is responsive to market conditions. On a quarterly basis in advance, the Contractor shall provide an updated Media Plan identifying, at minimum, the media type, market, unit, impressions, and cost. The Media Plan will be presented to the Tourist Development Council and Board of County Commissioners for approval at a regularly scheduled meeting. The Board-approved Media Plan will be provided to the Contractor and shall be included as backup with each invoice. [ Actual dollar spend may shift by week, but will not exceed the quarterly total \) Contractor_shall obtain prior approval from the County before placement of any media. To obtain approval for a specific media placement, Contractor shall email the Tourist Development Department Director (TDD Director) the media buy sheet and associated creative. The media buy sheet will be approved in accordance with the County’s procurement approval thresholds. The creative will be approved by the TDD Director. The approved media buy sheets and approved creative will be provided to the Contractor and shall be included as backup with each invoice. PROCUREMENT: In consideration as to whether a particular v