Okaloosa County BOCC — August 19, 2014 — reading text

...•.•..............................................................................................................••......•....................•............ ,:!S 5 GENERAL ASSUMPTIONS .....•........•........•..................................................................•...................................... ,:!§ 6 CONTACT INFORMATION ...........................•......•.•.................................•..•...........••.........................•..•......•.....•. 5 I7 SIGNATURE$ ............................................................................................................•..••..•.................................. ~6 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Packet Pg. 646  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 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 enhance an existing BP-funded project- a series of branded online banner ads to run on various national sites. The remaining BP funds will be spent to increase the original buy proposed for Rocketfuel and Adara in Task Order 112. These dollars will pay for additional banners to run on these two sites in March to gain further exposure and drive visitation to the Emerald Coast. Since BP funds must be spent - a check cut by the County - no later than 3/31/14, a new task order is being written rather than revising task order 112. Considering the next available Board meeting is March 18, the County would not be able to take advantage of these additional advertising opportunities in the timeframe remaining to spend BP funds if authorization is provided via revising task order 112, This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract_ The County approved the BP Marketing Plan on November 5, 2013, which included a line item for Adara for $60,000 and Rocketfuel for $90,000. Task orders 106 & 109 were originally developed to launch a campaign that began in January of 2014 . Since th en, the direction and style of the campaign have changed and the balance of fund ing is available for reallocation to another approved activity. Revised BP Spending Summary· Original Revised Task Order Task Order Budget Budget Task Order 111 , National Cable $390,000 $390,000 Task Order 111, Bill Dance $55,000 $55,000 Task Order 110, Southern LivinQ $62,000 $62,000 Task Order 110, Golf DigesUArchitectural Digest $73,550 $73,550 Task Order 110, Satellite Radio $32,895 $32,895 Task Order 111, Destination TV $64,026 $64,026 Task Order 112, Rocketfuel $90,000 $90,000 Task Order 112, Adara $60,000 $60,000 Ta sk Order 112, Travelandleisure.com, Foodandwine.com $41,255 $41,255 Task Order 106, Brand Television $42,250 $21,586 Task Order 109, Brand Campaign Photography $46,495 $2,823 Task Order 131, 2014 CampaiQn/New PhotoQraphy n/a $49,989 Task Order 134 , BP Additional Online Media Pass Through Costs n/a $14,347 Total BP $957,471 $957,471 2 ACTIVITIES & DELIVERABLES 1. Fulfillment t o enhance the approved Media Plan/Recommendations, which includes : i. RocketFuel- performance targeted banners Peter Mayer Okaloosa TOO-- Page 3 Confidential 111 1242v2 Packet Pg. 647  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 ii. Adara - geo-targeted banners 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: • Account Management as covered under the monthly agreement on page 13 of the contract • Strategy and Analytics as covered under the monthly agreement on page 13 of the contract • Creative for new projects as noted in the contract on page 16 are estimated by the hour • Production for new projects as noted in the contract on page 16 are estimated by the hour • Project Management time for new projects as noted in the contract on page 16 are estimated by the hour • 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. • All competitive bids based on production of photography for national print and website. • Two rounds of Client review prior to approval of the final images Exclusions: • Costs for broadcast 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 3 COST Plan Overview Cost Rocketfuel & Adara $14,347 Total $14,347 The cost of this Task Order is not to exceed S14,347. 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 111 1242v2 Packet Pg. 648  Okaloosa TOO, BP Additional Online Media Pass Through Costs Task Order 134 The following are general assumptions about the project that affect the timing, scope or cost of the project. The above assumes: • Timely delivery of any required documentation from the Client • 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 • Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule • Delays in Client reviews may extend timing and add risk to the final delivery 6 CONTACT INFORMATION 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, Controller Peter Mayer Advertising 504.210.1263 geigerj ®pet era mayer. com 7 SIGNATURES Peter Mayer: --~--t--v-=--__,__, _ -----1~C:7'\-J"~{,I_vl_.___ __ _ __ __ Date: TDD Director: ---=---=----"""'~~~~=--=---- Date: 3-1-i ___-6_,7~/.;!/:._L-'-/__ County Administrator: _ _ __ _ _ _ _ _ _ _ _ Date: _ _ _ _ _ _ _ _ __ _ (if applicable) Board Chairman: _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date: _ _ __ _ _ _ _ _ __ (if applicable ) Peter Mayer Okaloosa TOO-- Page 5 Confidential 11 11242v2 Packet Pg. 649  SINGLE SOURCE PURCHASE DATA SHEET Date: _2_127_12_0_14_ _ _ _ PR No.: _ _ _ _ _ Requestor: _P _et_er_M_ay;_e_r ____ Phone No.: 504.581 .7191 Department/ Division : Tourist Development Department (TDD) Item Description: 2013/2014 BP Additional Online Media Pass Through Costs, Task Order 134 Requesting Department's Suggested Vendor:_A_da_ra_& _R_o_ck_e_ttu_e_l- - - - - - - - - - - - - Vendor's Add~ess : 222 w. Hubbard St. Suite #400 Chicago, IL 60654 Vendor' lephone No.: _B3_2_.4_39_.o_s n_ _ _ _ _ _ _ _ Point of Contact:_R_os_s_P_et_er_s_ _ _ _ _ _ __ Vendor offers high reach at competitive pricing against our target market. 3/5/2014 7 /DatE? REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED + Vendor #1 Contact: _ _ _ _ _ _ _ _ _ _ _ _ _ _ Phone No.: Vendor #2 Contact: - - - - - - - - - - - - - - - P h o n e No.: Vendor #3 Contact: - - - - - - - - - - - - - - P h o n e 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: Date: Pure 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