Okaloosa County BOCC — October 21, 2014 — TO 79 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #:-2& 9 TASK ORDER AMOUNT: $4,050 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’ ME James Geiger — TATIVE’S PRINTED NAME ANN SIGNATURE CFO TITLE RECOMMENDED FOR APPROVAL (Department Director) Duel Reps Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing e In excess of $50,000 approved by the Board. SIGNATURE WP Swed PURCHASING DIRECTOR OO AB -(% TITLE DATE DATE 4] (7/13 COUNTY ADMINISTRATOR (if applicable) DATE CHAIRMAN (if applicable) DATE Okaloosa Tourist Development Department (TDD) Georgia State Association Executives (GSAE) Media Pass Through Costs Task Order #76 September 12, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD GSAE Media Pass Through Costs . TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT .......c.ssssssssscsssssssscsccsecsssssessssssscsucsecsscsecscsecsessssascnsssscsscsecausseceaseseees 3 2 — ACTIVITIES & DELIVERABLES ..........cssssssssssssssssscsscsssssssesssesccnscuscuscnsensesssssecscsessesscsscaeeasenscsessscsessucsessscsseaseeses 3 3 4 5 GENERAL ASSUMPTIONS 6 CONTACT INFORMATION.. 7 SIGNATURES .......csssssssssssssesssssessssesssnsssssssassssesesssssessessossessossessvsseessesecsussusensensenssuecssssesuesseseensessesecsueanecsenscsssssesess 5 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD GSAE Media Pass Through Costs 8 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 branded rotating digital banners to run on the Georgia State Association Executives (GSAE) site. The project, which will run from 2013 through 2014, 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 Media planning and purchasing for the campaign as well as production to support it have been provided in a supplemental Task Orders for Client review and approval. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Five available spots - 2 rotations e Prime position located to the right of the featured video on GSAE-TV’s homepage e Ability to change banner creative and URL landing page monthly e Link URL to a variety of formats, including: i. A video on Okaloosa’s website ii. White paper or registration iii. Special landing page on website Vv. Registration for an event, meeting or call back 2. In accordance with Contract #C12-2007-TDC, the Agency will fulfill request for proposals for online paid media, with attached single source forms for Client review. The Agency was not able to provide competitive bids 3. 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 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD GSAE Media Pass Through Costs 8 Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. Exclusions: 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 All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval All time for Agency fees associated with campaign production has been provided in a supplemental task order for Client approval 3 COST Plan Overview Cost GSAE $4,050 Total $4,050 The cost of this Task Order is not to exceed $4,050. 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: Timely delivery of any required documentation from the Client 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 Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule Delays in Client reviews may extend timing and add risk to the final delivery Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD GSAE Media Pass Through Costs 6 CONTACT INFORMATION Ellen Kempner, Management Supervisor/Vice President Peter Mayer Advertising 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor Peter Mayer Advertising 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Client: i Pb Date: 417/13 ale 6 ia Peter Mayer: WM Date: Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2