Okaloosa County BOCC — September 2, 2014 — Task order approval form C12-2007-TDC - 147 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #: 147 TASK ORDER AMOUNT: $400,676 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger ne PRINTED NAME NY et SIGNATURE CFO 8/8/14 TITLE DATE RECOMMENDED FOR APPROVAL (Depariment Director) BB Le hile SIGNATURE aa Be a & eLilid DATE ay COUNTY ADMINISTRATOR (if applicable) Leefre 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. Qarbdnol PURCHASING DIRECTOR 2a, tedoval O22 \4- DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 147 FY15 SMP Leisure Print Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $400,676" 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) LH. 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: L M. HOSHTRARA TDD AT gfe )4 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 147 August 8, 2014 FY15 SMP Leisure Print Packages Pass Through Costs 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 a new project - a series of leisure print media packages to run in various publications 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. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Official Visit Florida Visitor’s Guide $15,956 Beaches, Resorts & Parks $6,020 Life’s A Beach $9,925 Coastal Living $72,000 Southern Living $90,262 Better Homes & Gardens, EveryDay with Rachael Ray, More, Family Circle $27,115 Better Homes & Gardens, EveryDay with Rachael Ray, More $13,950 Collinson Media $70,000 Escape to Southeast $3,400 Texas Monthly $27,984 Atlanta Magazine $8,067 Canadian Traveller $26,100 Dreamscapes $7,900 Crossings $4,500 Toronto Life $11,387 International Travel Guide $6,110 Total $400,676 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 147 August 8, 2014 FY15 SMP Leisure Print Packages Pass Through Costs 2. Print media packages negotiated by the agency may include 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 3 COST The cost of this Task Order is not to exceed $400,676. 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 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 147 August 8, 2014 FY15 SMP Leisure Print Packages Pass Through Costs 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: [ | AI Date: 1 Peter Mayer Confidential Okaloosa TDD-- Page 3 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 98/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) item Description: 2014/2015 Media Plan Toa UF Requesting Department's Suggested Vendor: Official Visit Florida Guide Cm Ive) Vendor's Address: 2540 W. Executive Ctr Cir, Tallahassee, FL, 32301 Vendor's Tefephone No.: 850-488-5607 Point of Contact: Mark Neujahr Sole Source, Justification: VISIT FLORIDA is the state's official tourism marketing corporation and serves as Florida's official source for travel planning to Misitors across the globe. WIE. os012014 ESV Ie Requesting Deparfment Head Signafure /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: Lf Disapprove: Amount of Purchase: Date: LA Et mal B22. A4 IDate ng Director Signature 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 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) with your business. YES NO xX NAME(S) POSITION(S) FIRM NAME: M\iLeS BY (PRINTED): Maak Neutad® BY (SIGNATURE): Mate. Vesapelr— TITLE: Sares (YAwaGeeR, DATE: B [ } i/ i4- ADDRESS: GLB | Freokessiong \ Rarkloa y W Sarasota, FL 34240 PHONE NO. ” 800 / 6G83- OOlo E-MAIL Markt» ney jahv-@ miles partnersh le, Com 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 TOHRK Yt Requesting Department's Suggested Vendor: Beaches, Parks, & Resorts Vendor's Address: 2705 Scenic Hwy 98, Destin, FL, 32541 Vendor's Telephone No.: 256-310-0653 Point of Contact:_Toni Ouellette Sole Source J ne tion: Nationally distributed magazine with specific purpose of enticing vacationers from around the countr\to the beautiful beaches, resorts, and parks of Northwest Florida and Alabama Gulf Coast. \ DYN LEA LA. oso12014 Jet LY Requesting Deparimeht Head Signature Ddte/ Seer eee s Sulananaiasataiateneisieianaiessiananaiaienetaialeneleleletalalaiatalalaiaialaiaieisiatatetsiaieleiaiatsieteieletstatetetalatatetateietartateielatsiataiataiate 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: A= Disapprove: U Amount of Purchase: Date: Bl22[1 44 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, employes, 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. YES. NO Z C NAME(S) POSITION(S) FIRM NAME: BY (PRINTED): BY (SIGNATURE): TITLE: DATE: + | ca-a ADDRESS: AsO} | 8 conic. Lhobway aor Destin Fl 32841 PHONE NO. E-MAIL 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 Toy ]Y4 Requesting Department's Suggested Vendor: Life's A Beach Vendor's Address: P.O. Box 5731, Destin, FL, 32540 Vendor's Teleph6n No.: 850-650-2780 Point of Contact: Rick Seevers | Sole Source Justification: Publication is a fulfillment piece for people requesting travel information; distributed to welcome denters, military bases, travel agents, and U.S. & Canadian meeting pianpers. WIL ihre 08/01/2014 io “ LL te Requesting Departmbnt Head Signature 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: O Amount of Purchase: Date: Mur tAmak A/22 /1Uf PurcHfas)ng Director Signature pate | Revised — 11/09/98, 03/21/00, 09/18/01,