Okaloosa County BOCC — September 16, 2014 — Peter Mayer Task Order 148 $546,475.00 081214 — reading text

TASK ORDER APPROVAL FORM 08-29-14A09:04 RCVD CONTRACT #: C12-2007-TDC TASK ORDER #: 148 TASK ORDER AMOUNT: $546,475 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME safnds Geiger “_e PRINTED NAME Nf SIGNATURE CFO 8/8/14 TITLE \ DATE RECOMMENDED FOR APPROVAL (Department Director) BR h aad SIGNATURE TDP Dra TITLE eu fol DATE t COUNTY ADMINISTRATOR (if applicable) 28/14 DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $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. Su bolas L ak. PURCHASING DIRECTORS, Feelover K B/ Z2N4 DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 148 FY15 SMP Leisure Broadcast Packages TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $546,475! 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) LY 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: 2 LYNNM.HOSHIPSXRA TDD ATTORNEY Siz | iY 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 148 August 8, 2014 FY15 SMP Leisure Broadcast 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 leisure broadcast packages to run in various outlets 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: National Cable $270,000 Bill Dance TV $55,000 Destination Network TV $42,500 Satellite Radio $38,250 Spot Market Radio $113,000 Atlanta Braves $25,000 Radio Promotional Costs $2,725 Total $546,475 2. Broadcast packages negotiated by the agency may include email blasts, online banners, print, and/or other non-broadcast 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: « No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services ® 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 148 August 8, 2014 FY15 SMP Leisure Broadcast Packages Pass Through Costs Q 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 None 3 COST The cost of this Task Order is not to exceed $546,475. 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: e 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 Ellen Kempner, Management Supervisor/Vice President 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer 504.210.1263 selgerd@peteramayer com 7 AGENCY SIGNATURE Peter Mayer: L pt ee Date: % | B | | 4 \ Peter Mayer J Okaloosa TDD-- Page 2 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 TOHKK ] 48 Requesting Department's Suggested Vendor: DMOT, Inc. (Bill Dance) Vendor's Address: 434 Distribution Parkway, Collierville, TN, 38017 Vendor's Tel ere No.: 901-853-6490 Point of Contact: Carlton Veirs Sole Sourre Justification: TV program is the #1 rated show in its category, which is a target group in the npn RN trategic Marketing plan adopted by the TDC and BCC. SL hw 08/01/2014 edule Date / Requesting Department Head Signature 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: Zin Steal 2 tus ZZ} [4 Purchasing 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. YES NO Va NAME(S) POSITION(S) BY (SIGNATURE): ite. KU oon FIRM NAME: Bil Dares Lactlears/ DMT. BY (PRINTED): Absl(e LS WZ, DATE: I ie es LE Abaddon foe Calliecyie NW 3807 PHONENO, g b/ “B53 UY2O E-MAIL Lkeasm s@BII Nnee ithoors. Carn SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TORXX” lug Requesting Department's Suggested Vendor: Destination Media Vendor's Address: P.O. Box 897 Vendor's Jelephone No.: 352-475-2200 Point of Contact: Gary Jones Sole Source Justification: Viewers have already demonstrated an affinity for beach destinations; just need to redirect them to Emerald Coast; Atlanta and New Orleans markets also reach at-home audiences. s BSA wel 08/01/2014 gtr foe, Requesting Depariment Head Signature Date 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: ra Disapprove: Amount of Purchase: Date: Aur teak & [zz 4 Purclasing Director Signature ite 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 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. CONFLICT OF INTEREST DISCLOSURE FORM ages —"tT YES, NO. x NAME(S) POSITION(S) FIRM NAME: Destination Media, Inc, BY (PRINTED): Gary A, Jones BY (SIGNATURE): * Lo TITLE: CO DATE: July 17, 2014 ADDRESS: PO Box 897 Melrose, FL 32666 PHONE NO. 352-475-2200 E-MAIL gary@dmiflorida.com 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 TOHXX 4 Requesting Department's Suggested Vendor: Satellite Radio (Sirius/XM) Vendor's Address: P.O. Box 33174, Detroit, MI, 48232 Vendor's Telephone No.: 972-378-0035 Point of Contact: Julie Heath Sole Sourde Justification: The only satellite radio provider in the United States DNB I hook. 08/01/2014 ‘ Hi h vA Requesting Deyarment Head Signature Date / 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: < f Disapprove: Amount of Purchase: Date: Bw tyler al 2/224 Purchasihg 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 Aug 14 14 09:49a To Stee CONFLICT p.1 Lhe 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} namet{s) and position(s) with your business. YES : NO. VV NAME(S) POSITION(S) FIRM NAME: Sxl BY (PRINTED): Sutie Heath BY