Okaloosa County BOCC — August 19, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 19, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Peter Mayer TO 112 BP Media Pass Through Cost (Revised #2) DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign revised Task Order 112 titled BP Media Pass Through Cost, contract C12-2007-TDC Peter A Mayer Advertising, in the revised amount of $205,602. BACKGROUND: Several task orders were approved in November 2013 for various activities related to the expenditure of BP funds. The direction of the campaign subsequently changed (e.g. new look, feel, style, fonts, colors), and BP savings were realized in late February/early March 2014 under task orders for brand television and photography. These savings were allocated to increasing online banner ads originally approved under Task Order 112 in the amount of $191,255. As a result of the unilateral restrictions placed on the County by BP on all expenditures of BP grant funds, the County was required to spend such funds by April 1, 2014. To meet time constraints and other restrictions placed on the use of BP grant funds, Task Order 134 was issued on March 6 for the additional banner ads in the amount of $14,347. Task Order 134 clearly explains “Considering the next available Board meeting is March 18, the County would not be able to take advantage of these additional advertising opportunities in the timeframe remaining to spend BP funds if authorization is provided via revising task order 112.” Authorizing the additional online banners under task order 134 ensured the BP deadline for expenditure of funds could bet met. Amending task order 112 would have required BCC approval due to the original task order dollar amount, and would have precluded the funds from being spent within the requisite time frame. TDD staff worked closely with legal counsel to ensure the reallocation of funding and Task Order 134 authorization were within the confines of BP and County regulations. However, payment of Task Order 134 invoices is being withheld. Task Order 112 is hereby amended to include the services previously authorized on Task Order 134. Task Order 134 will be voided. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 112 titled BP Media Pass Through Cost as revised. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator