Okaloosa County BOCC — January 5, 2016 — TO 177 rev — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #:177 eV | - epnfeolis TASK ORDER AMOUNT: $160,424 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME z/ 6/75/0 ne\ (—;c.q-«/ SIGNATURE CEO 11.19.15 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (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. SIGNATURE Pua\)swe DIRECTOR o)/ 12(5]1S TITLE DATE b CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 177 REVISED (Campaign Collateral Update) TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $160,424 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) @ 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 y EGALITY: S D ATTORNEY % QD(Z/LYNN HOSHIHARA DECEMBER 1, 2015 Task Order 177 August 24, 2015 Campaign Collateral Update Revised 11/19/15 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 - campaign collateral update (print photography, content audio/video, and broadcast edit) to reflect the creative brand refresh. All work will be completed by September 2016. This task order reflects agency fees and hard (pass through) costs as noted on page 17 of the contract. There are two funding sources since the photography and video content for both the Gulf to Table initiative and general marketing campaigns will be obtained at the same time. The County approved the BP Funding Strategic Marketing Plan on June 16, 2015, which includes line items for photography and video content. The County approved the FY 2015-2016 Strategic Marketing Plan on July 7, 2015, which includes a line item for campaign production. The task order is being revised to reflect cancellation fees and changes as a result of rescheduling the shoot due to inclement weather and red tide. 1 ACTIVITIES & DELIVERABLES 1. Print Shoot * 20-40 images, production, casting, agency travel * The agency recommends Pete Barrett because his style of photography fits the look and feel of the campaign. His photography captures a sense of warmth, excitement and happy energy. He is less posed, more candid, and allows for natural set-ups as compared to any other photography we bid. He is also able to keep a consistent style throughout capturing warm and cool opaque vignettes. Print Shoot Romona Pete Barrett George Kamper Alex Lau Deliverables 5 day shoot/15 Talent 2 days (10 hours) 2 days (10 hours) 4 dags (1 weather dag) 20-40 Images 15 Talent 10 adults/3 kids 10 adults/2 kids 15 talent Line ltem 20-40 images -Finished 20 images- Finished 20 images-Finished 20 images-Finished All unfinished All unfinished Add'l finished $500ea All unfinished 3 year talent usage 3 year talent usage 3 year talent usage 3 year talent usage Production $44,998.00 $51,982.00 $52.900 00 $41.400 00 Location Fees/Expenses $1,500.00 Casting $2.000.00 $2.000.00 $2.000.00 Gross Total [ sasoo800 | | ss3as00 | [ ssas0000 | [ sa340000 Pete Barrett cancellation fees: $30,427. New Gross Total: $83,909. 2. Content Pieces * Production, post production, music * The agency recommends Alex Lau because he is a local videographer who can capture the fast paced motion and in-the-moment expressions that will reflect the style of video we desire to capture. Content Pieces - Shoot Line Item Revive Alex Lau David Hall/Pete Production [ ssoooo0 | | se7soo0 | | sz70000 | Gross Total | $8.00000 | | so75000 | | s770000 | Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 177 August 24, 2015 Campaign Collateral Update Revised 11/19/15 Alex Lau/Blue Vessel Media cancellation fees: $1,050. New Gross Total: $10,800. 3. Broadcast Edits * Two (2) 0:30 second spots and two (2) 0:15 second spots * Video - post production, GRX, dubs, close caption, talent * The agency recommends Revive + Joe Motion because we have worked with Revive previously on the edit of the existing TV spot. We are going to re-edit the existing footage to give the spot a new feel and since Revive has previously worked with all the current footage, they are the most familiar and can create the best end product. Revive is partnering with Joe Motion for animation; the other vendors have specific animators in-house. Line ltem Revive + Joe Motion TinMen/Tinmen Sarofsky/Sarofsky Post Production $3,850.00 $6,580.00 $38,000.00 GRX + Animation $7,000.00 $1,800.00 $35,000.00 Gross Total $1085000 | | s$838000 | | $73.00000 ¢ Audio & Voice Over - 13 weeks voice, music, studio costs * The agency recommends Sunspots because they have a larger selection of music and we used them previously when developing the current TV spot. Audio & VO Broadcast Line Item Broadcast Sunspots Sound Asylum Push Button Voice Over Talent 2 x -30 for Nat1 TV, 2 x 13wk cycles $3,000.00 $2,500.00 $4,000.00 Drop Music (2x30) $750.00 $450 .00 $900.00 2 x 15 for Paid Internet, 2 x 13 wks $800.00 $2,100.00 $4,000.00 Needle Drop $500.00 Studio Costs $2,960.00 $2,257 50 $3,300.00 Music Gross Total $3,010.00 | | $7,307 50 | | 51220000 4. Invoices for Agency time shall identify hours in accordance with contract compensation terms: Public Relations, Project Management, Creative, or Production. Allocation of agency time for purposes of funding distribution is the responsibility of Client. 5. Invoices for third-party charges shall include a copy of the actual invoice from the vendor reflecting the acquisition of goods/services as well as appropriate backup documentation. 6. 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. Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 177 August 24, 2015 Campaign Collateral Update Revised 11/19/15 2 COST Print Shoot Hours BP SMP FY16 SMP TOTAL Public Relations, Project Management, Creative, 235 $10,005 $47,020 $27.025 Production for New Project Deliverable 271 $21,160 $31,165 Account Management & Strategy/Analytics, Social | Covered S0 S0 S0 Media for New Project Deliverable by Base Services Agency Travel - transportation, lodging, meals S0 $3,500 $3,500 $4,500 $4,500 Pete Barrett - production, location fees/expenses, $24,995 $28.487 $537482 casting $58,914 | $83,909 Total $35,000 $49.007 $84.007 $84,574 $119,574 Content Pieces BP SMP FY16 SMP TOTAL Alex Lau - shoot/production $4,000 $5-750 $9-750 $6,800 $10,800 Revive - post production $500 $1,300 $1,800 Sunspots - studio costs, music $500 $1,130 $1,630 Total $5,000 $8.180 $13,180 $9,230 $14,230 Broadcast Edits BP SMP FY16 SMP TOTAL Revive + Joe Motion - post production, GRX+animation S0 $10,850 $10,850 Sunspots - voice over, music, studio costs S0 $8,010 $8,010 Event Networks - dubs S0 $2,300 $2,300 Izon - talent S0 $3.960 $3,960 $5,460 $5,460 Total $ 0 $25:120 $25:120 $26,620 $26,620 The cost of this Task Order is not to exceed $422,307 $160,424. Agency is authorized to perform the activities set forth in this Task Order. 3 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. Peter Mayer Confidential Okaloosa TDD-- Page 3 1111242v2 Task Order 177 August 24, 2015 Campaign Collateral Update Revised 11/19/15 4 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 e 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 5 CONTACT INFORMATION Ellen Kempner, Group Account Director/Vice President 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Management Supervisor 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com 6 SIGNATURES Agency: A/hf 0/8/0: Nomes (ozigr Date: _ )} //9//S Client: //flb&&—e’/@ Date: / ’/4 S/// (— Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Zan Fedorak From: Sent: To: Cc: Subject: Importance: Zan, Donna Odom Friday, December 04, 2015 3:05 PM Zan Fedorak Parsons, Kerry; 'Hoshihara, Lynn'; Charlotte Dunworth Task Order 177 Rev 1 - Peter Mayer High Per the phone conversation that | had today, 12/4/15, with Lynn Hoshihara and Kerry Parsons, they had previously spoken to Charlotte Dunworth at TDD and she advised that the County not Peter Mayer Advertising cancelled and rescheduled the shoot due to increment weather and red tide. It was also discussed that Peter Mayer Advertising has a contract with Pete Barrett & Alex Lau that states that rescheduling/cancellation fees will be incurred to the Contractor. The current contract C12-2007-TDC states on page 17 that the Contractor will be compensated for the actual paid media and pass through costs incurred by the Contractor on behalf of the County. Thanks, Donna Okaloosa County Purchasing Administration Support 850-689-5960 ext. 6960 Please note: Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e-mail communication, including your e-mail address, may be subject to public disclosure.