Okaloosa County BOCC — April 1, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: April 1, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: [TDD] Approval of Peter Mayer Task Order 112 (Revised) DEPARTMENT: Tourist Development Department BCC DISTRICT: 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 in the amount of $191K. Of the $191K, $41K was designated for Leisureandtravel.com and Foodandwine.com. 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 ½ 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. The overall cost of the task order is not changing. 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: APPROVED BY: Ernie Padgett, County Administrator