Okaloosa County BOCC — January 19, 2016 — TO 173 rev1 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-1DC TASK ORDER #:173 Pu#! - <o a2l TASK ORDER AMOUNT: $250,740 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRMA NAME Jayes Geiger RTESXNTATIVE'S PRINTED NAME SN SIGNATUFE CFO > TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) Tl ——— SIGNATURE 700 pr7 TITLE / Aéz//f DATE / / COUNTY ADMTRATOR (if applicable) Ite DATE = 7 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. PURQ/fiSING DIRECTOR [ 7] 16 DATE CHAIRMAN (if applicable) DATE VIOO0S ‘HOYVISTY ONISILYIAQY ‘ONILINNYIA 9102/.2/20 :S3HIdX3 ONISILYIAQY ¥IAVI ¥313d OQL-2002-21D #1DVHINOD ONIMHOMLAN 2 vigan "ONI ¢ 1NOW g3IM ‘Yd TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 173 REVISED #1 (FY 15-16 SMP Co-Op Packages) TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $250,740 [ 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: m—' TDD ATFORNEY S~ ) LYNN HOSHIHARA DECEMBER 29, 2015 Task Order 173 July 7, 2015 FY16 SMP Co-Op Packages Pass Through Costs § Revised 12/18/15 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 co-op packages for industry partner participation to run in various media as part of the FY 2015-16 Strategic Marketing Plan. The project will run from October 2015 through September 2016 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 166) and media purchasing and reporting (TO 167) for the campaign have been provided in previous task orders. The County approved the FY 2015-2016 Strategic Marketing Plan on July 7, 2015, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche) in the amount of $2,322,010. Task order is being revised to reflect the amended FY 2015-16 Strategic Marketing Plan adopted by the Board on December 15, 2015. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan, which includes: Vendor County Share Partner Share Total Media Cost Coastal Living Print (Time Inc.) $69,000 593,000 $3,000 $72;000 596,000 Coastal Living Digital (Time Inc.) $8,500 $1,500 $10,000 Garden & Gun $755640 549,640 $3,000 $78,640 552,640 Southern Living $38,000 $2,000 $40,000 Escape to the Southeast $1,600 $2,000 $3,600 Interfuse Media (Atlanta) $8,500 $1,500 $10,000 Martha Stewart Weddings (Meredith) $11,000 $1,500 $12,500 DC Military Life $8,000 $2,000 $10,000 Sports Events $4,000 $2,000 $6,000 Interfuse Media (Snowbird) $8,500 $1,500 $10,000 Total $232,740 $5230,740 $20,000 | $252,740 $250,740 2. Media packages negotiated by the agency may include print, email blasts, online banners, tv, radio, and/or other non-print advertising components. 3. Cost per partner participant is $500. County and Partner Share for each opportunity are subject to change if actual partner participation varies from estimated partner participation. 4. All media placements specific to this strategic marketing plan will run within the campaign period unless otherwise noted in written approval from the Client. 5. Invoice reconciliation and proof of advertising materials to support all invoices. No agency invoice will be approved for payment unless a copy of the actual invoice from the vendor and a copy of the entire print publication or copy of digital advertisement and impressions/clicks or similar detailed proof of performance accompany the agency invoice reflecting the acquisition of goods/services. Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 173 July 7, 2015 FY16 SMP Co-Op Packages Pass Through Costs 3 Revised 12/18/15 6. Agency to submit copies of effective contracts, insertion orders, and/or recapitulation of credits and debits affecting previously submitted statements or invoices and substantiating bills, with support materials or other proof of publications for invoices presented for payments. 7. 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. 3 COST The cost of this Task Order is not to exceed $252;748 $250,740. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. Agency to provide Client a list of actual partner participants. Client to invoice industry partners and reimburse the Agency the Total Media Cost upon—+eceipt-of-partherpayments. Agency has fulfilled its obligation to place the media, and payment to the agency for the total media cost shall not be withheld pending client’s receipt of partner share. 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 geigerj@peteraml[ygfom 7 SIGNATURES | Agency: k \ Ve Date: (1/\2\(\3/ Client: M %’ pate: _/ 0741-?/// . Peter Mayer . Okaloosa TDD-- Page 2 Confidential 1111242v2 Co-Op Media Rollup Coastal Living Garden & Gun Coastal Living Digital Southern Living Digital Escape to the Southeast Interfuse Media: Atlanta Heavy Up Spring, 569,000 1,407,969 Summer, S‘){OOC Christmas e Spring, S ) SEsl Summer, Fall 549,640 400,000 Spring 58,500 625,000 Fall 538,000 Spring, 250,000 - Sm— $1,600 Fall, Snowbirds 2,000,000 Speing, 58,500 Summer, Fall $3,000 51,500 $2,000 $2,000 51,500 $10,000 540,000 $3,600 $10,000 Note: TDT and Partier costs for eaclt opportunity are subject to change if actual partier participation varies from estimated partuer participation. TDC 12/10/15 121515 PHE BEaRTOF FLORIDAS EMERALD COAST DESTIN | FT. WALTON BEACH OKALOOSA ISLAND Packet Pg. 189