Okaloosa County BOCC — April 15, 2014 — TO 136 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 136 TASK ORDER AMOUNT: _$18,813 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAM James beiae = PRINTED NAME “nv~AAVN___ SIGNATURE | CFO 4/3/2014 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) SIGNATUR JDO Dir TITLE ifs fed DATE “7 COUNTY ADMINISTRATOR (if applicable) 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. PURCHASING DIRECTOR DATE CHAIRMAN (if applicable) DATE Task Order 136 April 2, 2014 Last Minute Deals 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 place advertisements - Visit Florida Meeting Magazine designed to target meeting planners and keyword advertising designed to target leisure travelers nationally. These ads will run from April 2014 - June 2014. The deadline for the Visit Florida magazine is April 10. Although there is no specific deadline for the keyword ads, it is important to capitalize on the time period of when travelers are booking summer travel, which is now. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. Agency time associated with this project is included in base services. The County approved the revised Ad Agency Strategic Marketing Plan on March 18, 2014, which included a category for Last Minute Deals in the amount of $18,813. To the greatest extent possible, such opportunities will be presented to the TDC for recommendation to the BCC for approval in advance. However, these funds are available for appropriation by the Tourist Development Director with concurrence of the TDC Chairman and County Administrator if a time-sensitive opportunity would be lost due to the timing of regular TDC and BCC meetings required to obtain advance approval. Total cost of the opportunity must be less than $35,000 and County Administrator approval is required regardless of dollar amount. The TDC Chairman has been briefed and concurs. The TDC and BCC will be apprised of the use of these dollars at their next regularly scheduled meetings, April 24 and April 15, respectively. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan, which includes: e FP, 4C ad in 2014 Visit Florida Meetings Magazine e Google Keyword Advertising 2. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest 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 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 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 136 April 2, 2014 Last Minute Deals Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. Exclusions: e None. 3 COST Plan Overview Vendor Cost Funding Account Visit Florida Meetings Magazine Collinson Media $6,450 1172-548048 Keyword Ads Google $12,363 1151-548046 Total $18,813 The cost of this Task Order is not to exceed $18,813. 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 geigerj@peteramayer.com Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Task Order 136 April 2, 2014 Last Minute Deals Q 7 AGENCY SIGNATURE \ Peter Mayer: | WX Date: uls | 4 ° | Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 SOLE SOURCE PURCHASE DATA SHEET Date: 4/3/14 PR No.: Requestor: Peter Mayer Phone No.:___ 504.581.7191 Department/Division: _Tourist Development Department (TDD) Item Description: TO 136 — Visit Florida Meetings Magazine Requesting Department's Suggested Vendor: Collinson Media Vendor's Address: 15 Technology Pkwy, Norcross, GA 30092 Vendor's Telephone No.: 678-987-9939 Point of Contact: Derek Rodriquez \ Sole Sourge stification: _Magazine serves as the official Visit Florida tool for meeting planners Ra felts Requesting Pepyrimet Director 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 Coordinator Comments: Purchasing Services Coordinator Signature Date PURCHASING MANUAL - SOLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: Purchasing Director Signature Date 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__& NAME(S) POSITION(S) FIRM NAME: Collinson Media and Buyents BY (PRINTED): Breky Hout! BY (SIGNATURE): Wed, Uprutil TITLE: Controller DATE: 4 / 3 J aor ADDRESS: {5 Technology Pky S$. Sle aso Noveross, GA 30042 PHONE NO. 770 - $32 - 4700 E-MAIL rhowell @ collinsonmedia cow SOLE SOURCE PURCHASE DATA SHEET Date: 4/3/14 PR No.: Requestor: Peter Mayer. Phone No.:_ 504.581.5171 Department/Division: _Tourist Development Department (TDD) Item Description: TO 136 — Keyword Ads Requesting Department's Suggested Vendor: Google Vendor's Address: 1600 Amphitheatre Pkwy, Mountain View, CA 94043 Vendor's Tel one No.: 650-253-0000 Point of Contact:_n/a - self service Sole Source Justification: _Google offers unparalleled reach for planned keyword search I~ Wh dbel tls led Requesting Department Director 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 Coordinator Comments: Purchasing Services Coordinator Signature Date PURCHASING MANUAL - SOLE SOURCE DETERMINATION MEE Comments: Approve: Disapprove: Amount of Purchase: Date: Purchasing Director Signature Date TOURIST DEVELOPMENT DEPARTMENT CONFLICT OF INTEREST DISCLOSURE CERTIFICATION TO BE USED FOR SOLE-SOURCE ACQUISITIONS INVOLVING MULTI-NATIONAL ENTITIES Peter Mayer Advertising, Inc. (“Peter Mayer’) affirms, to the best of its knowledge, information and belief, that no county employee, elected official, member of the Tourist Development Council, nor any business associate or relative of an elected official, as defined in section 112.3143(1), Florida Statutes, has any financial interest, direct or indirect, in the procurement of goods or services by the vendors listed below: Burst Media Cheaptickets Destination Media Expedia Facebook Google Hotel.com Media Mind Orbitz Priceline RGM Alliance Scripps Specific Media US Trip Advisor Twitter Virtual Tourist The above-listed vendors were selected solely based on their qualifications, experience, hee oad cost we availability and not due to any actual or perceived relationship these vendors have of may hay with any county employee or elected official. Pf fof Vv Lf A Apr PETER MAYER“ADVERTISING, INC. j James Geiber PRINT NAME 6.26.13 DAT