Okaloosa County BOCC — July 2, 2013 — PMA Task Order 59 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 59 TASK ORDER AMOUNT: $245,000 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S ‘NAME James Geiger ae PRINTED NAME LA SIGNATUR CFO 07/26/2013 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) Paull Byun _SIGTATURE —_ Dock TITLE Sal 30, 20/3 DATE = Ae SESUNTY ADMINISTRATOR if applicable) Yur lis DATE APPROVED BY OKALOOSA COUNTY (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. Vibert PURCHASING DIRECTOR O1-4oeA DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 59 TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $245,000.00" 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) LA 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: pong LYNN M. HOSHIHARA PRINT NAME +/2a 3 t t ‘The Agency's authorization to purchase media from Southern Living, Texas Monthly and Visit Florida is contingent upon receiving fully-executed Conflict of Interest Disclosure Forms from each of these vendors. No payments to these companies shall be issued without a fully-executed Conflict of Interest Disclosure Form. pM Okaloosa Tourist Development Department (TDD) Fall Campaign Media Pass Through Costs Task Order # 59 July 26, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Fall Campaign Media Pass Through Costs pM TABLE OF CONTENTS 1 BACKGROUOND GE: PROJECT ASSIGNMENT ...:essoxexecrsscnsrssssacenceneonsentencsanrasancncencensenssnnentanennnenneanenseonentnnneannnnnen 3 2 — ACTIVITIES & DELIVERABLES. ........sccssssssessssssscssscsnccsscsscenessscenecsnccssccascesccssccnsccascescsuecanesanecucnscesscsnecsscessecssesss k 3 COST scossesscsnssnssvovsvevsvesonvunvenvnssvensvusevovssnvenssesonuencesvevasavssvensutecavvveseasesseusessessvevvaessstauews coi eevee teeseeeeeiseeea easiest 4 4 BILLING sionimnmmnnnnnnannmmnmannemnnmannianananmnnnmenrannemanenmenaanTaNEy 5 5 GENERAL ASSUMPTIONS... 6 CONTACT INFORMATION 7 SIGNATURES Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD Fall Campaign Media Pass Through Costs pM 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 Fall campaign that will aim to drive visitation between Labor Day and November 2013. The campaign, which will run from August 26, 2013 through November 1, 2013, will consist of paid media, as well as advertising tactics to support it. The primary target for the campaign will be couples and single adults between the ages of 25-64, who are looking for an accessible escape, typically stay a minimum of 3 nights, and are interested in the activities that the Emerald Coast has to offer (beach, fishing, shopping, restaurants, etc.). 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 Southern Living - 2/3 page 4 color ad and digital banners e Expedia/Hotels.com - merchandising and support banners e TravelZoo - merchandising and support text/image ads e Orbitz/Cheaptickets - merchandising and support banners e Priceline - merchandising and support banners e Texas Monthly - 2/3 page 4 color ad and digital banners e Visit Florida - content tile ad e Google - keyword-targeted text ads e Facebook - geo, demo and interest-targeted tile ads 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. 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 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD Fall Campaign Media Pass Through Costs pM 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 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 e All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval e 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 Southern Living $90,000 Expedia/Hotels.com $55,000 TravelZoo $40,000 Orbitz/ Cheaptickets $15,000 Priceline $15,000 Texas Monthly $13,088 Visit Florida $6,400 Google $4,775 Facebook $3,000 Ad Serving Fees $2,737 Total $245,000 The estimated not to exceed cost of this Task Order is $245,000. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. Peter Mayer Confidential Okaloosa TDD-- Page 4 1111242v2 Okaloosa TDD Fall Campaign Media Pass Through Costs pM 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 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: y. lhe Pg Date: Sly 30,_20/3 Peter Mayer: aia Date: aA We le Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 Okaloosa TDD Fall Campaign Media Pass Through Costs Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: July 26, 2013 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Magazine Placement Requesting Department's Suggested Vendor: Souther Living Vendor's Address: 4809 Cole Avenue #13 Dallas, TX 75205 Vendor's Telephone No.: 214.523.4005 Point of Contact: Jenny Hedges rce Justification: Publication circulation is concentrated in target geography and readers have a high affinity for beach travel Sole S$ Significant digcounting vias provided based on purchase of print and online impressions yielding a savings of 35%, thus providing efficient CPM. Publisher will also provide leads for one year. — Salty 34, 30/3 Requesting cana Head Signature OD. pate ING REVIEW BY PURCHA PARTMENT 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: Hd y Disapprove: Amount of Pyychas' Date: i 07-%a-(% Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date: July 26, 2013 PR No.: Requestor: Peter Mayer Phone No.; 504.581.7191 De partment/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: Expedia Inc. Vendor's Address; 333 108th Avenue NE, Bellevue WA 98004 Vendor's Telephone No.: 429.679.3458 Point of Contact: Eamon Foley Sole Source Justification: Expedia Inc. is a top online travel agency entity. The vendor has a high reach against our target audience. This partnership also incorporates placement within Hotels.com, an Expedia Inc. affiliate that reaches travelers actively seeking out hotel deals and discounts. J“ July 26, 2013 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: x Z Disapprove: Amount of Purchase: fl) Date: MW. (i tumn—~___ O]-Go1% Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date: July 26, 2013 PR No.: Requestor: Peter Mayer Phone No.; 504.581.7191 Department/ Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: Travelzoo Inc. Vendor's Address: 590 Madison Avenue, 37th Floor, New York, NY 10022 Vendor's Telephone No.: 305.913.3424 Point of Contact: Jennifer Rodriguez Sole Source Justification: Travelzoo is a top travel deal site that aggregates and promotes deals and discounts on behalf of clients. Travelzoo has proveh to be a top performer for historical travel campaigns managed by Peter Mayer Advertising SAS: July 26, 2013 Requesting feparment Head Signature pL. 2) Date REVIEW BY PURCHASING ene 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: