Okaloosa County BOCC — October 21, 2014 — TO 113 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: _C12-2007-IDC TASK ORDER #:.113 TASK ORDER AMOUNT: $533,197 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger REPRESENTATIVE'S PRINTED NAME a SIGNATURE CFO 11/13/2013 TITLE i DATE RECOMMENDED FOR APPROVAL (Department Director) SIGNATURE Kk QS hifern, TOD Direchc TITLE Aled by aE | COUNTY ADMINISTRATOR (if applicable) wli¢fiZ2 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 In excess of $50,000 approved by the Board. aly PURCHASING DIRECTOR [Lig-(¥ DATE CHAIRMAN (if applicable) Dav L4, Aov3 DATE / TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 113 SMP, Print Media Pass Through Costs TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $533,197.00 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) 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: TDDATTORNE LYNN M. HOSHIHARA PRINT NAME wlislis DATE Okaloosa Tourist Development Department (TDD) Strategic Marketing Plan, Print Media Pass Through Costs Task Order #113 November 12, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs TABLE OF CONTENTS = BACKGROUND & PROJECT ASSIGNMENT 2 ACTIVITIES & DELIVERABLES 3. 4 5 6 CONTACT INFORMATION 7 SIGNATURES Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs j 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 print ads to run in various print publications. The project, which will run from October 2013 through September 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 Strategic Marketing Plan on November 5, 2013, which included a line item for “Leisure Media” in the amount of $1,194,800. The following Task Orders fall within the “Leisure Media” line item: Previously Approved *Task Order 59, Fall Campaign Media Pass Through, Task Order 71, Additional Fall Media Pass Through Costs, Task Order 75, Emerald Christmas Campaign Media Pass Through Costs $160,474.00 *Task Order 64, Fall Campaign Aviation Marketing Pass Through Costs $16,500.00 Task Order 68, Fall Campaign Coastal Living Media Pass Through Cost $23,175.00 *Task Order 72, Powerboat Media Pass Through Costs $7,500.00 *Task Order 76, 2014 Media Planning $8,970.00 Task Order 82, Visit Florida Magazine Pass Through $15,995.00 Task Order 88, Co-op, Groups/Conventions/Meetings Media Planning & Purchasing $41,400.00 Task Order 93, Christmas Campaign Satellite Radio $21,930.00 Task Order 94, Emerald Christmas Campaign Digital Outdoor Media Pass Through Costs $20,000.00 Task Order 97, 2014 Media Purchasing $28,750.00 Task Order 98, 2014/2015 Media Planning $21,965.00 Pending Approval Task Order 113, Strategic Marketing Plan, Print Media Pass Through Costs $533,197.00 Task Order 114, Strategic Marketing Plan, Radio and Digital Outdoor Media Pass Through Costs $50,895.00 Task Order 115, Strategic Marketing Plan Online Media Pass Through Costs $244,049.00 $1,194,800.00 *Task Orders were approved in the prior fiscal year and this is the amount remaining to be allocated for 2013/2014 Strategic Leisure Marketing 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Play Florida, FP 4C, year round distribution e Life’s A Beach, FP 4C, spring/fall/winter distribution e Coastal Living, FP 4C, February and April insertions Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs ’ e Beaches, Resorts and Parks, FP 4C, year round distribution e Southern Living, 2/3 page, 4C, November and August insertion e Family Circle, Family Fun, Parents, FP, 4c Ad, May 2014 e Bon Appetit, Architectural Digest, Vanity Fair, July 2014 e Toronto Life, FP 4C, January 2014 e Crossings, FP 4C, February 2014 e Regional Magazines, FP 4C, top feeder markets, Christmas/Spring/Summer/Fall 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: 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 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 Allartwork, 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 Play Florida $28,650 Life’s A Beach $9,345 Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs Coastal Living $47,740 Beaches, Resorts and Parks $6,020 Southern Living $124,000 Family Circle $53,674 Bon Appetit $72,770 Toronto Life $10,949 Crossings $4,500 Regional Magazines $175,549 Total $533,197 The cost of this Task Order is not to exceed $533,197. 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 Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2 Okaloosa TDD BP Print & Radio Media Pass Through Costs § 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 7 SIGNATURES Client: = Date: Peter Mayer: \ [A — Date: Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 11/12/13 PR No.: Requestor: Peter Mayer Phone No, 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement Requesting Department's Suggested Vendor: Vay cal oid L/\ ‘sh tiuiuses 4 3 5 WAC Aree, Vendor's Address: 7A 4D \UWy VV EWA Gave LOL Aurea 323 Vendor's Telephone No.: PE = UN&- 2 2LDPoint of Contact: (a mAs NULLA Sole Source Justi ‘ication: Leader in the the marketplace to reach target audience and drive best ROI ( Ag WZ Requesting Department 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: Disapprove: Amount of Puri e: Date: iE) Ug 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 19 SINGLE SOURCE PURCHASE DATA SHEET Date: 11/12/13 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement Requesting Department's Suggested Vendor: L [rE ‘¢ h Benc Vendor's Address: Bo. ox 57 3l, Desi } Fe 32 sdo ecvers @labpiic.com iP, om Ke © P Point of Contact: a cK Seaver S Sole Source Justification: Leader in the the marketplace to reach target audience and drive best ROI wes 1( lisfeors Requesting) Department Head Signature P " Date REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED Vendor's Telephone No.: 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: (i Disapprove: Amount of Pytc Date: 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 19 SINGLE SOURCE PURCHASE DATA SHEET Date: 11/12/13 PR No.: Requestor: Peter Mayer Phone No. ; 504.581.7191 Depa rtment/Division: Tourist Development Department (TDD) Item Description: 2013/2014 Strategic Marketing Plan Media Placement Requesting Department's Suggested Vendor: ComsTAL @ Vind Vendor's Address: p. o. Box G 2/2 g, Tar-lA, Fl S36¢ 2 Vendor's Telephone No.: do4- S58- (G10 Point of Contact: Set Sm 7H Sole Source Justification: Leader in the the marketplace to reach target audience and drive best ROI A 1t//3 fe o/f Requesting Department Head Signature t ” 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