Okaloosa County BOCC — September 2, 2014 — Task order approval form C12-2007-TDC - 149 — reading text

TASK ORDER APPROVAL FORM ~-------- CONTRACT #: _C12-2007-TDC TASK ORDER #: 149 TASK ORDER AMOUNT: $555,874 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S NAME Janfes Qeiger “eyes PRINTED NAME AS — SIGNATURE) CFO 8/8/14 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) LG hud. SIGNATURE TOD Di THLE a A, vA DATE / ¢ a: ho COUNTY ADMINISTRATOR (if applicable) ik DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) * $25,000 or less approved by Purchasing Director ¢ Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e In excess of $50,000 approved by the Board. <Qoa te ake PURGHBSING DIRECTOR Zan fectevald 8/22) 14 DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 149 FY15 SMP Leisure Online Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $555,874! [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) L_ 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: ss > LYNN M~HOSHIH TDD ATTORNEY sfaliy ij ? DATE *The Agency’s authorization to purchase media as stated in this Task Order is contingent upon receiving fully- executed Sole-Source Forms and Conflict of Interest Disclosure Forms/Certification from the Agency. Payments under this Task Order shall not be issued without the necessary form(s). Task Order 149 August 8, 2014 _ FY15 SMP Leisure Online Packages Pass Through Costs 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 online marketing tactics as part of the FY 2014-15 Strategic Marketing Plan adopted by the BCC on August 19, 2014. The project will run from October 2014 through September 2015 and 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 related media planning (TO 98) and media purchasing and reporting (TO 142) for the campaign have been provided in previous task orders. The County approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: TripAdvisor $79,000 Centro-Rocketfuel $107,000 Yahoo! $130,000 Sizmek $60,000 Google Search $99,465 Google $1,838 Bing-Yahoo! Search $52,272 Facebook $15,898 Ad Serving Fees (Sizmek) $10,401 Total $555,874 2. Online packages negotiated by the agency may include non-online advertising components. 3. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms for Client review 4. 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 1 Confidential 1111242v2 Task Order 149 August 8, 2014 FY15 SMP Leisure Online Packages Pass Through Costs 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 « 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 None 3 COST Competitive Bids: Targeted Banners $10.73 $6.45 n/a Agency Recommendation There are two vendors for behavioral and demo-target banners with 61% reach to our primary target audience: women 25-64, went to the beach over the past 12 months, $75k+ HHI. The agency is recommending Rocketfuel, which allows for hyper-targeting at lower rates as compared to Adara. Rocketfuel and Adara performance is on-par with each other, so the lower-priced option is recommended. The cost of this Task Order is not to exceed $555,874. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 4 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 5 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. The above assumes: ® Timely delivery of any required documentation from the Client e Client will make available appropriate personnel and decision-makers for attending scheduled workshops and meetings for reviews and approval so immediate consensus can be reached e Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule e Delays in Client reviews may extend timing and add risk to the final delivery 6 CONTACT INFORMATION Etlen Kempner, Management Supervisor/Vice President 504.210.1217 kempnere@peteramayer.com Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 149 August 8, 2014 ~ FY15 SMP Leisure Online Packages Pass Through Costs 1 Michelle Clarke, Account Supervisor 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com 7 AGENCY SIGNATURE | Peter Mayer: N \ ALS Date: Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.; 504.581.7191 Department/Division: _Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TORK |W Requesting Department's Suggested Vendor: TripAdvisor Vendor's Address: 141 Needham Street, Newton, MA, 02464 Vendor's Telephone No.: 617-670-6300 Point of Contact: Matt Pelino Sole Source Justification: TripAdvisor branded sites make up the largest travel community in the world; online marketing i$ an essential component of the 2014/2015 Strategic Marketing Plan adopted by ,J.DC and BCC. 08/01/2014 SALSLS Requesting Department Head Signature Daté / © 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: Ae Disapprove: Amount of Purchase: Date: Of. SAusalerdk_ e¥22_] (4 Purch@sifig 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 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either “yes” (a county employee, elected official, or agency is also associated with your business), or “no". If yes, give person(s) name(s) and position(s) with your business. xX YES NO NAME(S) POSITION(S) TripAdvisor FIRM NAME: Melissa Surane BY (PRINTED): BY (SIGNATURE): ATS i Southeast Sales Manager, DMO TITLE: DATE: 2/3/2013 ADDRESS: PHONE NO. E-MAIL CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either “yes” (a county employee, elected official, or agency is also associated with your business), or “no”. If yes, give person(s) name(s) and position(s) with your business. YES NO Xx NAME(S) POSITION(S) FIRM NAME: Centro Media, LLC BY (PRINTED): Ross Peters rN BY (SIGNATURE): errr | TITLE: Account Executive DATE: 8/10/14 ADDRESS: 2207 Commerce Street Dallas, TX 75201 PHONE NO. 832-439-0877 E-MAIL ross.peters@centro.net SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7194 Department/Division: Tourist Development Department (TDD) item Description: 2014/2015 Media Pian Tow Requesting Department's Suggested Vendor: Yahoo! Vendor's Address: 701 First Avenue, Sunnyvale, CA, 94089 Vendor's Telephone No.: 408-349-3300 Point of Contact:_Emily Murlidhar \ Sole Source Justification: Yahoo! is the #3 online search engine; online marketing is an essential component of the 2014/2015 Strategic Marketing Plan adopted by TDC and BCC. SP" __ LF 08/01/2014 eh, hy Requesting Department Head Signature Daté / 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: = Disapprove: Amount of Purchase: Date: ot C22) 14 Purchasing Director Signature I 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 SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#” Yr Requesting Department's Suggested Vendor: Googie Vendor's Address: 1600 Amphitheatre Parkway, Mountain View, CA, 94043 Vendor's Telephone No.: 650-253-0000 Point of Contact: NiA- setf-serve ad mode! Sole Source Justification: Google is the #1 online search engine; online marketing is an essential 4 component " 2044/2015 Strategic Marketing Plan adopted by TDC and BCC. n/N DLE, 08/01/2014 £, ups at Requesting Departn\ent Head Signature SS SS ee ee ee eee 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 Commenis: Purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: AR Disapprove: Amount of Purchase: Date: Dé. bolrok_ B/ariel Purchast g 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: