Okaloosa County BOCC — August 19, 2014 — Peter Mayer Task Order 144 $18,895.00 073014 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-IDC TASK ORDER #:_144 TASK ORDER AMOUNT: $18,895 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME Joe —— DLE(o: Somes bisa SIGNATURE CFO 7/29/2014 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (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 e In excess of $50,000 approved by the Board. CC Shull, Qu stterwl SIGNATURE PURCHASING DIRECTOR ay fedorak TDe2 Dia fi] et TITLE DATE shoo Lev 7 DATE COUNTY ADMINISTRATOR (if applicable) CHAIRMAN (if applicable) DATE DATE Task Order 144 July 29, 2014 Social Media Sweepstakes, Visitors Guide Email, & Pop-Up Banners U 1 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 new projects - social media sweepstakes, visitors guide email opt-in, and three popup banners. Services performed under this task order will be completed no later than September 30, 2014. The County approved the consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. Funding in the amount of $59,499 is available for appropriation. This use of promotional reserves will be presented to the BCC on August 5 and TDC on August 28 (July TDC meeting was cancelled). 2 ACTIVITIES & DELIVERABLES Social Media Sweepstakes: e Agency fees for development of sweepstakes landing page on emeraldcoastfl.com e WooBox, self-service social/online contest platform that is customizable to our contest needs e Marden-Kane, handle all legal aspects of contest including rules, contacting winners, securing/purchasing and distributing of prizes Visitors Guide Email Opt-In: e Agency fees to provide consumers the ability to opt-in to receive emails when requesting a guide book on EmeraldCoasting.com Three Pop-Up Banners: e Agency fees for development of three pop-up banners to be used at tradeshows e AAA Flag, production of three pop-up banners to be used at tradeshows In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms forms as applicable for Client review 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. Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 144 July 29, 2014 Social Media Sweepstakes, Visitors Guide Email, & Pop-Up Banners 8 Exclusions: e Costs for photography or other possible external hard costs not specified in this task order. Any necessary costs required for new projects will be estimated and provided for Client approval in a subsequent task order as noted in the contract on page 15 3 COST Social Media Sweepstakes | Agency Fees Hours Cost Creative, Production, Project Management 58 $6,670 Account Management, Strategy, Social Media Covered by Base Services Total $6,670 WooBox Total $650 Competitive Production Bids Bid #1: Marden-Kane Total $7,500 Bid #2: Prize Logic Total $9,539 Bid#3:Launchfire Total $8,050 Agency Recommendation The Agency recommends Marden-Kane as they are the lowest cost option for administering the contest from start to finish and purchasing of the prizes for the winners. Visitors Guide Email Opt-In Agency Fees Hours Cost Creative, Production, Project Management 10 $1,150 Account Management, Strategy, Social Media Covered by Base Services Total $1,150 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 144 July 29, 2014 Social Media Sweepstakes, Visitors Guide Email, & Pop-Up Banners Q Trade Show Banners Agency Fees Hours Cost Creative, Production, Project Management 15 $1,725 Account Management, Strategy, Social Media Covered by Base Services Total $1,725 AAA Flag & Banner Mfg. Co., Inc. Total $1,200 The cost of this Task Order is not to exceed $18,895. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 4 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 5 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 6 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 7 AGENCY SIGNATURE Peter Mayer: , ae Off 'Tames (seig<r Date: Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2