Okaloosa County BOCC — December 31, 2012 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 4, 2012 TO: Honorable Chairman and Members of the Board FROM: Daniel O'Byrne SUBJECT: Agreement with Peter A. Mayer Advertising, Inc. DEPARTMENT: Tourist Development BCC DISTRICT: All STATEMENT OF ISSUE: On or about July 23, 2012, the County issued a Request for Qualifications # TDC 47-12 (the “RFQ”), which sought proposals to provide marketing, advertising, public relations, website & research services for the Tourist Development Department. Pursuant to County policies, a Selection Committee reviewed and ranked the 17 proposals which were submitted in response to the RFQ. The Selection Committee’s rankings were presented to the Board of County Commissioners (the “Board”) at its October 2, 2012 meeting, and the Board approved entering into negotiations with Peter Mayer. BACKGROUND: The attached Agreement has been negotiated with Peter Mayer for advertising and various marketing services in regard to the Tourist Development Department. The Agreement incorporates the requirements contained in the RFQ, applicable provisions of the County’s Purchasing Manual, Contracts/Leases Policies and Procedure Manual, and Tourist Development Operations and Procedures Manual. The following is an abbreviated list of pertinent terms included in the Agreement: • Scope of Services is outlined in EXHIBIT A to the Agreement and separates the services under the Agreement into three areas: o Base Services o New Product Development Services o Paid Media and Pass Through Costs • Compensation for those respective areas are as follows: o Base Services shall not exceed $36,465 per month. o New Product Development Services will be billed at $115 per hour and will require a task order, which shall specify the scope of services and an estimated not-to-exceed cost. o Paid Media and Pass Through Costs will be billed at actual cost with no markup. The County has the discretion to pay vendors directly for paid media and pass through costs. • Term of the Agreement is for three years beginning on November 20, 2012 and ending on September 30, 2015 with an option to extend the Agreement for two additional 1-year extensions upon mutual consent of the parties. Termination. The County may terminate the Agreement without cause by providing 60 days written notice to the Agency. The County may also terminated the Agreement with cause if there is a material breach of the Agreement which is not cured within 20 days after the receipt of written notice of the breach. OPTIONS: Approve/Disapprove. RECOMMENDATIONS: Approve entering into the attached agreement with Peter A. Mayer Advertising, Inc. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator