Okaloosa County BOCC — September 2, 2014 — Task order approval form C12-2007-TDC - 150 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #: 150 TASK ORDER AMOUNT: $201,515 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James ceidér \ meen PRINTED NAME SIGNATURE \. CFO 8/11/14 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) LY Lab SIGNATURE . 7 DP Lie THLE DATE tox Lol COUNTY ADMINISTRATOR (if applicable) Stille DATE 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. PURQHASING DIRECTOR =n Feclorak DATE C22 14 CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 150 FY15 SMP Co-Op Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $201,515! 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) L‘-\ 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: a oe LYNN M- HIH TDD ATTORNEY 8 (2 [iy 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 150 August 8, 2014 FY15 SMP Co-Op 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 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. 1 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Coastal Living $45,000 Collinson $39,400 EveryDay with Rachel Ray, More $10,995 Atlanta Eats $12,500 Atlanta Braves $7,500 Canadian Traveller $6,813 Montreal Gazette: Urban Expressions Magazine $5,192 International Travel Guide $7,045 Escape to Southeast $1,300 Birmingham Weddings & Celebrations $2,500 NW Florida Weddings $4,675 DCMilitary Life $3,000 The Griffon $7,380 Sports Destination $3,650 Sports Destination - banners $2,625 Connect Sports Facilities Guide $2,500 TheKnot $4,250 Southern Living $25,000 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 150 August 8, 2014 FY15 SMP Co-Op Packages Pass Through Costs Visit Florida $8,190 Ad Serving Fees (Sizemek) $2,000 Total $201,515 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. » 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. 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. 4 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. The above assumes: « Timely delivery of any required documentation from the Client Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 150 August 8, 2014 FY15 SMP Co-Op Packages Pass Through Costs e Client will make available appropriate personnel and decisi on-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 a timely basis based on an agreed-upon schedule feedback and written approvals on 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: L | WN Date : Alu \4 7 Peter Mayer Confidential Okaloosa TDD-- Page 3 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) item Description: 2014/2015 Media Plan TO#150 Requesting Department's Suggested Vendor: Coastal Living Vendor's Address: P.O. Box 62120, Tampa, FL, 33662 Vendor's Telephone No.: 888-252-3529 Point of Contact:.Sarah Smith Sole Source Justification: Readers have high propensity for travel to Florida; 1/3 of circulation within driving ere to Emerald Coast; free online impressions to promote "one-click away" campaign. a SEE os01/2014 £7 “afr Requesting Department Head Signature “Daté 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: — Disapprove: Amount of Purchase: Date: | Bl22/\4 Datd 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 any possible conilict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of ifs 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) with your business. en _ a _ ee - = >a . ee eee _ ee No 7. NAME(S) POSITION(S) YES Cofsrar Livialés FIRM NAME: BY (PRINTED): CRE Keyes BY (SIGNATURE}; -_d<Xe \Q rene TITLE: Si V p S P DATE: _ a/s/i4 ADDRESS: D100. Lie SHeyLe wy. bAmAleHan, AL 3S2 OF PHONE NO, _208-HE S— 68 SS E-MAIL (RE _ KEUES © Tem EINE .c om 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) Item Description: 2014/2015 Media Plan TO#150 Requesting Department's Suggested Vendor: Collinson Media Vendor's Address: 15 Technology Pkwy S, #250, Norcross, GA, 30092 Vendor's Telephone No.: 678-987-9000 Point of Contact: Derek Rodriguez Sole Source Justification: Visit Florida partnership (tactic of 2014/2015 Strategic Marketing Plan); print and oriline Gomponents; 12K lead LEA WN SE, 08/01/2014 £ A. Ls Sf 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: f= Disapprove: Amount of Purchase: Date: f ro 4/|mak B/22 Ig Purchésing 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 Caunty Commissioner, employee(s), elected officials(s}, or if any of its agencies is also an owner, corporate officer, agency, employee, eic., 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) with your business. YES. NO / NAME(S) POSITION(S) FIRM NAME: BY (PRINTED): Riek, Howe l/. BY (SIGNATURE): tél Werett TITLE: Convo [ ler DATE: 7 / i? / i Y ADDRESS: ‘oli Mies Even \S Tedaneley Phaoy S: Ste ISO PHONE NO. Nocrass, GA 3X2 E-MAIL Mowell @ cal\insoame dia. cor SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7194 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#150 Requesting Department's Suggested Vendor: Everyday with Rachel Ray A Med edi t. Vendor's Address: 1716 Locust Street, Des Moines, IA, 50309 Vendor's Telephone No.: 515-284-3000 Point of Contact: Stacey Rosseter Sole Source Jvstification: Specific regional focus with this national magazine; multi-media platform includes orjline impressions and social media to promote “one-click away" campaign, as well as Jead generation. an SZ big E. 08/01/2014. oY LE 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: AT Disapprove: CY Amount of Purchase: Date: 2 colmak B/22[14-