Okaloosa County BOCC — August 19, 2014 — PM TO 112 Revised #2 unsigned — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #112 Row #2 ar TASK ORDER AMOUNT: $205,602 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S NAME Jared Geiger ia NTATIVE’S PRINTED NAME Kn SIGNATURE CFO 8.01.14 TITLE RECOMMENDED FOR APPROVAL (Department Director) SD Shned SIGNATURE TDP pre TITLE if / DATE COUNTY Erni Lol applicable) Lf 12fuy DATE DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) « $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. PURCHASING DIRECTORZ2an Fectorak Bhi 4 DATE CHAIRMAN (if applicable) _ DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 112 REVISED #2 BP Media Pass Through Costs TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $205,602 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) LH _ 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: ee ee TDD AELORNEY Sc) LYNN M. HOSHIHARA AUGUST 6, 2014 Okaloosa Tourist Development Department (TDD) BP Oatiae Media Pass Through Costs Task Order #112 REVISED #2 November 12, 2013 March 25, 2014 revisions denoted by bold underline August 1, 2014 revisions denoted by bold underline italics Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD BP @stiae Media Pass Through Costs — REVISED #2 TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT .....csssssssssccccscssssssnsssssssssssscssccssssssssssssssossesceseesenececsecceneecensensensesseneas 3 ACTIVITIES & DELIVERABLES .....ssscsssssssssssssssssssssssessenceccessessssssssssseqsesssssensssssssssusussanssseesceceeequsteseessessansteees 3 BILLING... GENERAL ASSUMPTIONS . CONTACT INFORMATION SIGNATURES ...sssssssssccccssssssssssscecccosssssssssssssessssceeceeeeessssuneceesssesssssssssssssssssssssssseseeeees YADA mM Bw NY Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD BP @atiae Media Pass Through Costs — REVISED #2 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 series of branded online banner ads to run on various national sites and print media, The project, which will begin running in 2014, will consist of paid media, as well as advertising tactics to support it. 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. The County approved the BP Marketing Plan on November 5, 2013, which included all media pass through items listed below. The direction and style of the campaign subsequently changed, which resulted in excess BP grant funds in late February/early March under task orders 106 & 109 for brand television and photography. The excess BP funds were allocated to increasing the original online banner buy for Rocketfuel and Adara. 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. Due to these time constraints and other restrictions placed on the use of BP grant funds, task order 134 was issued for the additional Rocketfuel and Adara banners. 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.” TDD staff worked closely with legal 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 so task order 112 is hereby amended to include the services previously authorized on task order 134, 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: i. RocketFuel - performance targeted banners ii. Adara - geo-targeted banners iii. TravelandLeisure.com and FoodandWine.com iv. Travel + Leisure 2 page ad Vv, Food & Wine '2 page ad 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: ° No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD BP Satine Media Pass Through Costs — REVISED #2 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 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 RocketFuel $90,000 Adara $60,000 TravelandLeisure-com, FoodandWine-<cor $41,255 RocketFuel & Adara — additional buy $14,347 Total $494,255 $205,602 The cost of this Task Order is not to exceed $494,255 $205,602. 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. Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD BP @atiae Media Pass Through Costs — REVISED #2 5 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 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, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 3% 7 SIGNATURES (COUNTY AUTHORIZATION PROVIDED VIA TASK ORDER APPROVAL FORM) buh \ Peter Mayer: DS Semeonnill Date: TDD Director: Date: Purchesina Director: Dete: County Administrator: Date: of : BoardCheirman: Date: iY Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2