Okaloosa County BOCC — May 17, 2016 — Peter Mayer amendment — reading text

CONTRACT & LEASE INTERNAL COORDINATION SHEET Contract/Lease Number:QQ\";CO7’m L Tracking Number:/‘E{IZ_/Q Contractor/Lessee Name: p&{@ /4' /l{fl/jl@/ Grant Funded: YES___ NOX Purpose: LWWP% }<‘o((/€f‘6 Sird, Prblic re ldyomS Date/Term:Sunel 20/~ Sot- 30, 20! b 1. [ GREATER THAN $50,000 Amount: 2. [] GREATER THAN $25,000 Department: _ T AW 3. [ $25,000 OR LESS Dept. Monitor Name: S‘C/(A/OW Document has been reviewed and includes any attachments or exhibits. Purchasing Review P%kc%ésffmg Directordr desTénee Risk Management Review Approved as written: Date: Q "32 2 ~/ Z County Attorney Review Approved as written: @@(J }/D\/‘Qfi( - }CG E ~Vov, ‘ dfid—(o( Apfl\ 0/27. 0 b pate: County Attorney Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager Melissa Weisser = T AT, D! S = RS T S s RS T From: Parsons, Kerry <KParsons@ngn-tally.com> Sent: Wednesday, April 27, 2016 9:16 AM To: Roxanne Ader Cc: Melissa Weisser; Zan Fedorak; Lynn Hoshihara Subject: RE: Peter Mayer C12-2007-TDC Approved for legal purposes. From: Roxanne Ader [mailto:rader@co.okaloosa.fl.us] Sent: Wednesday, April 27, 2016 10:11 AM To: Parsons, Kerry; Lynn Hoshihara Cc: Melissa Weisser; Zan Fedorak Subject: Peter Mayer C12-2007-TDC Please see the attached for your review. Thank you, Roxanne Ader Administrative Support Okaloosa County Purchasing 5479A Old Bethel Road Crestview, FL 32536 (850) 689-5960 Please note Due to Florida's very broad public records laws, most written communications to or from County employees regarding County business are public records, available to the public and media upon request. Therefore, this written e- mail communication, including your e-mail address, may be subject to public disclosure. TOURIST DEVELOPMENT DEPARTMENT CONTRACT APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING PURPOSE: Amendment 3 to Contract #C12-2007-TDC TERM: June 1, 2016 through September 30,2016 AMOUNT: $36,465/June, $20,470/July, $16,675/August, and $15,525/September for base services plus task orders I have reviewed the above-referenced Contract and find it to be in compliance with the Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) MO This approval authorizes the contract to be entered into by the County and executed by the appropriate authorizing official in accordance with the Okaloosa County Purchasing Manual. This approval authorizes the payment under the Contract to be processed for payment. APPROVED AS TO FORM AND LEGALITY: @/)D ATTORKEY ~Z— LYNN HOSHIHARA APRIL 21,2016 \ AMENDMENT NO. 3 TO AGREEMENT FOR MARKETING, ADVERTISING, PUBLIC RELATIONS, WEBSITE MANAGEMENT, RESEARCH, SOCIAL MEDIA AND SOCIAL NETWORKING CONTRACT # C12-2007-TDC This AMENDMENT NO. 3 amends the Agreement dated the 4" day of December, 2012, by and between the Okaloosa County Board of County Commissioners through its Tourist Development Department (“County”) and Peter A. Mayer Advertising Inc. (“Contractor”) for marketing, advertising, public relations, website management, research, social media and social networking (the “Agreement”). WHEREAS, the initial term of the Agreement expired on September 30, 2015 and the Agreement provides for a total of two (2) one-year extensions; and WHEREAS, the first extension was for an additional five (5) months through February 27, 2016 to align the contract term with the development of the annual strategic marketing plan; and WHEREAS, the second extension was for an additional three (3) months through May 31, 2016 to allow for development of transition dates related to the reduction of scope of services under the Agreement; and WHEREAS, both parties mutually agree to extend the Agreement for a final four (4) months through September 30, 2016 under a reduced scope of services under the Agreement. NOW THEREFORE, in consideration of the mutual covenants herein and other good and valuable consideration, the parties hereby agree to amend the Agreement as follows: 1. The term of the Agreement shall be extended for an additional four (4) months from June 1, 2016 through September 30, 2016. Website Maintenance and Public Relations “Base Services” will terminate on June 30, 2016. A reduction in other “Base Services” as described in Exhibit A. Agency to provide “Transition Services” as described in Exhibit B. Article IX. Availability of Contractor Records is hereby amended to include the following n o W regarding public records: IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT OKALOOSA COUNTY RISK MANAGEMENT DEPARTMENT 5479 OLD BETHEL ROAD CRESTVIEW, FL 32536 PHONE: (850) 689-5977 riskinfo@co.okaloosa.fl.us. Contractor must comply with the public records laws, Florida Statute chapter 119, specifically Contractor must: a) Keep and maintain public records required by the County to perform the service. b) d) Upon request from the County’s custodian of public records, provide the County with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in chapter 119 Florida Statutes or as otherwise provided by law. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the County. Upon completion of the contract, transfer, at no cost, to the County all public records in possession of the contractor or keep and maintain public records required by the County to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining the public records. All records stored electronically must be provided to the public agency, upon the request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency. 6. This AMENDMENT NO. 3 shall be effective on June 1, 2016. 7. All other provisions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the last date herein written below. ATTEST: OKALOOSA COUNTY, FLORIDA Charles K. Windes, Jr., Chairman Board of County Commissioners Date: J.D. Peacock, Il Clerk and Comptroller PETER A. MAYER ADVERTISING, INC. Mark Mayer,/Preside'f'lt (/ Witnesses: ;E ('M Date: 4/(&' /% (0 Signature LU— Print Name P . 7 Sign\a’(ur /S (naur— Pr.i'nt Name Base Services June 1, 2016 — September 30, 2016 Area of Base Services Exhibit A Account Management & Strategy 122 80 60 50 312 Public Relations 52 0 0 0 52 Social Media 41 20 20 20 101 Media Planning & Purchasing 28 28 20 20 96 Project Management 15 15 10 10 50 Website Maintenance 24 0 0 0 24 Advertising Maintenance 25 25 25 25 100 Media and Social Analytics _10 _10 _10 _10 _40 Total Hours 317 178 145 135 775 Total Fee $36,455 | $20,470 | $16,675 | $15,525 $89,125 Discovery Exhibit B Transition Services in addition to Base Services June 1, 2016 — September 30, 2016 e Peter Mayer to facilitate transition of all assets and files to Client e Peter Mayer to facilitate and provide consultation for the migration of all website files to the new service provider e Peter Mayer to deliver all website related documentation to Client or authorized agent Transition e Peter Mayer to distribute files to Client, including: e Marketing and Media Plans e Project working files for traditional and digital marketing e Artwork — logos, stylistic assets, photography, etc. e Social Media — content calendars, assets, and source files e Radio and Television — spots as well as associated spot numbers ISCI codes e Usage Rights, Photographer/Videographer, and Talent Information for purchased or shot photography/videography/audio e Passwords for website staging and production environments, email, Facebook, Twitter, Pintrest, Instagram, Blogs and YouTube e Peter Mayer to transfer ownership of domain names, hosting, email licenses and security certificates e Peter Mayer to assist with migration of websites to the new hosting environment — Peter Mayer duties associated with migration of sites are described as follows: o Website Migration Provide full list of site, their segments, and hosting location/information Provide access to sites, FTP, and database Provide access to Rackspace account Provide creative source files Deliver source files for emails delivered through Emma, including lists and email templates. e Peter Mayer to include in migration any SSL certificates, email addresses, ColdFusion licenses, etc. Actual agency time will be billed on an hourly basis at a blended rate of $115/hr for all agency personnel. Costs not to exceed $ $30,000.