Okaloosa County BOCC — August 19, 2014 — PM TO 134

TASK ORDER APPROVAL FORM CONTR ACT #: C 12-2007-TDC TASK ORDER#: _,13"--'-4- __, TASK ORDER AMOUNT: ~ /tf1 '6£11- OFFERED BY CONSULT AN T: Peter Mayer Advertising FIRM' ~~ ME Jamk s G( iger REPRESEN AliVE'S PRINTED NAME SIG~TUR v CFO 3/5/2014 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 Purc hasing Director and County Administrator • In excess of $50,000 approved by the Boord. SIGNATUR E TITLE DATE I DATE ( I I CO UNTY ADMINISTRATOR (if applicable) CHAIRMAN (if applicable) DATE DATE  TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT#: C12-2007-TDC TASK/PURCHASE ORDER#: 134 BP Additional Online Media Pass Through TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $14,347.00 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) \...\-\ This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: ~5 LYNN M. HOSHIHARA PRINT NAME MARCH 3, 2014 DATE Okaloosa Tourist Development Department (TDD) BP Additional Online Media Pass Through Costs Task Order #134 February 27, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT .........................................................•..•.....•.........•...•.....................• 3 2 ACTIVITIES & DELIVERABLE$ .•.....•................................................................................................................... 3 3 COST .......................................................................•.•......•.•.•..•.........•.•.................•...••..•.•.•..•...........•...................• 4 4 BILLING ...•.•..............................................................................................................••......•....................•............ ,:!S 5 GENERAL ASSUMPTIONS .....•........•........•..................................................................•...................................... ,:!§ 6 CONTACT INFORMATION ...........................•......•.•.................................•..•...........••.........................•..•......•.....•. 5 I7 SIGNATURE$ ............................................................................................................•..••..•.................................. ~6 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 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 enhance an existing BP-funded project- a series of branded online banner ads to run on various national sites. The remaining BP funds will be spent to increase the original buy proposed for Rocketfuel and Adara in Task Order 112. These dollars will pay for additional banners to run on these two sites in March to gain further exposure and drive visitation to the Emerald Coast. Since BP funds must be spent - a check cut by the County - no later than 3/31/14, a new task order is being written rather than revising task order 112. 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, This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract_ The County approved the BP Marketing Plan on November 5, 2013, which included a line item for Adara for $60,000 and Rocketfuel for $90,000. Task orders 106 & 109 were originally developed to launch a campaign that began in January of 2014 . Since th en, the direction and style of the campaign have changed and the balance of fund ing is available for reallocation to another approved activity. Revised BP Spending Summary· Original Revised Task Order Task Order Budget Budget Task Order 111 , National Cable $390,000 $390,000 Task Order 111, Bill Dance $55,000 $55,000 Task Order 110, Southern LivinQ $62,000 $62,000 Task Order 110, Golf DigesUArchitectural Digest $73,550 $73,550 Task Order 110, Satellite Radio $32,895 $32,895 Task Order 111, Destination TV $64,026 $64,026 Task Order 112, Rocketfuel $90,000 $90,000 Task Order 112, Adara $60,000 $60,000 Ta sk Order 112, Travelandleisure.com, Foodandwine.com $41,255 $41,255 Task Order 106, Brand Television $42,250 $21,586 Task Order 109, Brand Campaign Photography $46,495 $2,823 Task Order 131, 2014 CampaiQn/New PhotoQraphy n/a $49,989 Task Order 134 , BP Additional Online Media Pass Through Costs n/a $14,347 Total BP $957,471 $957,471 2 ACTIVITIES & DELIVERABLES 1. Fulfillment t o enhance the approved Media Plan/Recommendations, which includes : i. RocketFuel- performance targeted banners Peter Mayer Okaloosa TOO-- Page 3 Confidential 111 1242v2  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 ii. Adara - geo-targeted banners 2. In accordance with Contract #C12-2007-TDC, the Agency has 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: • Account Management as covered under the monthly agreement on page 13 of the contract • Strategy and Analytics as covered under the monthly agreement on page 13 of the contract • Creative for new projects as noted in the contract on page 16 are estimated by the hour • Production for new projects as noted in the contract on page 16 are estimated by the hour • Project Management time for new projects as noted in the contract on page 16 are estimated by the hour • 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. • All competitive bids based on production of photography for national print and website. • Two rounds of Client review prior to approval of the final images Exclusions: • Costs for broadcast 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 3 COST Plan Overview Cost Rocketfuel & Adara $14,347 Total $14,347 The cost of this Task Order is not to exceed S14,347. 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 111 1242v2  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 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 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, Controller Peter Mayer Advertising 504.210.1263 geigerj ®pet era mayer. com 7 SIGNATURES Peter Mayer: --~--t--v-=--__,__, _ -----1~C:7'\-J"~{,I_vl_.___ __ _ __ __ Date: TDD Director: ---=---=----"""'~~~~=--=---- Date: 3-1-i ___-6_,7~/.;!/:._L-'-/__ County Administrator: _ _ __ _ _ _ _ _ _ _ _ Date: _ _ _ _ _ _ _ _ __ _ (if applicable) Board Chairman: _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date: _ _ __ _ _ _ _ _ __ (if applicable ) Peter Mayer Okaloosa TOO-- Page 5 Confidential 11 11242v2  SINGLE SOURCE PURCHASE DATA SHEET Date: _2_127_12_0_14_ _ _ _ PR No.: _ _ _ _ _ Requestor: _P _et_er_M_ay;_e_r ____ Phone No.: 504.581 .7191 Department/ Division : Tourist Development Department (TDD) Item Description: 2013/2014 BP Additional Online Media Pass Through Costs, Task Order 134 Requesting Department's Suggested Vendor:_A_da_ra_& _R_o_ck_e_ttu_e_l- - - - - - - - - - - - - Vendor's Add~ess : 222 w. Hubbard St. Suite #400 Chicago, IL 60654 Vendor' lephone No.: _B3_2_.4_39_.o_s n_ _ _ _ _ _ _ _ Point of Contact:_R_os_s_P_et_er_s_ _ _ _ _ _ __ Vendor offers high reach at competitive pricing against our target market. 3/5/2014 7 /DatE? REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED + Vendor #1 Contact: _ _ _ _ _ _ _ _ _ _ _ _ _ _ Phone No.: Vendor #2 Contact: - - - - - - - - - - - - - - - P h o n e No.: Vendor #3 Contact: - - - - - - - - - - - - - - P h o n e 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: Disapprove: Date: Pure 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  Tourist Development Department Conflict of Interest Disclosure Certification TO BE USED FOR SOLE -SOURCE ACQUISITIONS INVOLVING MULTI-NATIONAL ENTITIES Peter Mayer Adverti sing, Inc. ("Peter Mayer") affi rms, to t he best of its know ledge, information and belief, th at no coun ty employe e, elected official, me mbe r o f the Tourist Developm ent Counci l no r any bu siness associate or relative of an elected o fficia l, as defined in section 112.3143(1), Florida Statutes, has any financial interest, direct or ind irect, in the procurement of goods or services by the vendors list ed below: Adara Orbitz Bi ll Dance Outdoors Pi ne Ridge Burs t Media Priceline Canadian Traveller RGM All iance Che ap Tickets Rocket fuel Collinson M edia Satellite Rad io (Sirius/XM) Destination media Scripps Expedia Southwest Spirit Faceboo k Specific Media US Foo d & Wine/Travel & Leisure Texas Monthly Google Trave l Zoo Home Away Trip Advisor HomeAway.com Twitter Horizons Virtual Tourist Hotel.com Visi t Florida Lamar Oudoor Yahoo Media Mind d vendors we re selected solely based on their qua lifi ca tions, expe rienc e, reputa tion, cost and ava i l bilit and not due to any actual or perceived relationsh ip these vendors have or may have with any cou ty em loyee o r elected official. James Geiger Print Name 1.29.14 Date