Okaloosa County BOCC — April 27, 2013 — O&P Red Line Compare to February 19 (3-19) — reading text

Manual. 6) At the end of the stated term of a contract, the CouncilTDC shall publicly consider whether to recommend renewal of the contract or seek competitive bids. E.300 CONTRACT COMPLIANCE 1) The Director along with the County Purchasing Department shall oversee contract compliance by the contracting person or entity and make appropriate reports and recommendations to the County Administrator, the CouncilTDC and the BoardBCC on a regular basis. 2) All contracts shall be in compliance with the County’s Contracts and Leases Policies and ProceduresPurchasing Manual. E.400 CONTRACT APPROVAL No contract shall be submitted to the BoardBCC unless such contract has been reviewed and approved by the Director, Contracts/Lease Coordinator, Risk Manager, County Attorney, attorney for the Tourist Development Department (if different from the County Attorney), and Contracts and Grants Manager, as required in the County’s Contracts and Leases Policies and ProceduresPurchasing Manual, to indicate that such submission has been made and such approval has been obtained. 26 E.500 COMMUNICATIONS WITH CONTRACTORS The Director shall act as liaison between the BoardBCC and contracting persons or entities. All correspondence from the Board/CouncilBCC/TDC to such contracting persons or entities shall be administered by the Director, with copies of all correspondence to the County’s Contracts/Lease Coordinator and the Contracts and Grants Manager. E.600 CONTRACT PAYMENT APPROVAL PROCEDURES 1) Upon the approval of the budget by the BoardBCC, payments shall be made in conformity with the CountyCounty’s Purchasing Manual. 2) All expenditures and payment approvals shall comply with the County’s Contracts and Leases Policies and Procedures Manual and the County’s Purchasing Manual. 3) All activities by entities under contract shall be pursuant to the written task order procedures of the County’s Contract Policy.Purchasing Manual. A written task order will be required for the engagement of any promotional activity or any expenditure. All task orders shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 4) No invoice will be processed through the Clerk’s Office without the executed task order and/or purchase order approved by the respective county officials. No invoice will be approved unless the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. 5) Any purchase of equipment over $2,500 shall be handled through the County Purchasing Department, rather than through contracted entities. E.700 ADDITIONAL PROCEDURES FOR ADMINISTRATION OF ADVERTISING AND PROMOTION CONTRACT 1) Review of advertising programs. While the Director is charged with the general budgeting for and administration of the annual contract for provision of advertising and promotion services for the County’s tourism promotion efforts, a broader base for review and approval of advertising programs is required. As such, the CouncilTDC shall, at a duly-noticed public meeting, review and make recommendations on print, radio and television advertising programs produced under any advertising or public relations contract. 27 2) Advancement of funds. No advancement of funds will be issued unless specifically approved by the BoardBCC. F.000 28  SECTION THREE: SPECIAL EVENT AND SPONSORSHIP FUNDING F.100 PURPOSE The goal of the Tourist Development Department’s special eventSpecial Event and sponsorshipSponsorship funding program is, generally, to increase tourism alongawareness of the Emerald Coast, as a tourist destination and specifically, to increasedrive incremental room occupancy by out-of-town visitors in lodging facilities within the tourist development tax sub-county taxing district, including Destin, Fort Walton Beach, Okaloosa Island, Mary Esther and Cinco Bayou.particularly during low or shoulder seasons. F.200 AUTHORIZATION 1) The Tourist Development Department will set aside a portion of the overall annual budget as a budgeted line item(s) (determined on a fiscal year basis during the County’s budget process) in a funding program to supplement the efforts of individuals, groups, and organizations planning, coordinating, and managing special events, festivals, meetings, and conventions (“eventsEvents”) expected to directly benefit local tourism and help to increase the overall average lodgingto drive incremental room occupancy for the event’s particular time period. Funds in the program may also be used for: 1) business acquisition offer/support (including host fee requirements); and 2) pre-event “out of sub-county” marketing, advertising and attendance stimulation activities. taxing district, particularly during low or shoulder seasons. 2) 2) When funding is provided, it will be to promote and attract incremental tourism and not to support administrative costs. Funds are intended to increase incremental lodging occupancy in the special taxing district of Destin, Okaloosa Island, Fort Walton Beach, Mary Esther, and Cinco Bayou. F.300 Special Event and Sponsorship Funding Guidelines: 1) Location of Event: The Event must take place within Okaloosa County. 3) Application: Applicants must submit a Special Event and Sponsorship Funding Application, a copy of which is attached heretoThe funding of 29  sponsorships of community, civic, cultural or other organizations shall be authorized but only where such funding will be used to promote and attract increased tourism and/or enhance and develop convention center use. Funding of sponsorships for organizations shall not be used for administrative costs. F.300 PROCEDURE 2) Special event and sponsorship funding. A completed application forms are available at shall be submitted no later than sixty (60) days prior to the start of the Event(s) to the Tourist Development Department Director. 3) Authorized uses of Special Event and Sponsorship funds: a. administrative offices located in the WelcomeVendor-contracted Host Fee(s); b. Pre-Event marketing/attendance stimulation initiatives; c. Emerald Coast Convention Center buildings on Okaloosa Island,rental offsets; and d. Any other use of Special Event and Sponsorship funds is unauthorized. 4) Requirements for Pre-Event Marketing/Attendance Stimulation Initiatives: The Okaloosa County tourist development logo and appropriate web links must appear prominently in Event marketing materials (written and/or electronic) supported by the Special Event and Sponsorship funding. Marketing must take place in areas outside of Okaloosa County to ensure that funds will be used to attract overnight visitors. Social media advertising is acceptable, but audience selection must be documented. 5) also on theAdditional Requirements: Funding recipients shall agree to work with Tourist Development Department’s website. All fundingDepartment staff to enhance joint attendance stimulation outreach efforts. Such efforts include, but are not limited to, social media development and interaction, public relations and publicity initiatives, webpage links and landing pages, lodging facility reservation channels, and joint photograph and video. 6) Funding Parameters: 30  a) Funding for Pre-Event marketing/attendance stimulation initiatives and Emerald Coast Convention Center rental offsets shall be determined based upon the completed Application form as follows: • Up to $10 per historically documented or anticipated room night with a maximum amount of $20,000 per Event. b) Funding for Vendor-Contracted Host Fees shall not exceed $20,000 per Event. 7) Funding Expense Reimbursement Form: Funding recipients shall submit a Funding Expense Reimbursement Form to the Tourist Development Department Director to seek reimbursement for the item(s) approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual.in their Special Event and Sponsorship Funding Application. 8) Final Evaluation Report: Funding recipients must submit a Special Event and Sponsorship Post-Event Report, a copy of which is attached hereto. The Post-Event Report shall be submitted to the Tourist Development Department Director no later than thirty (30) days after the date of the Event(s). F.400 PROCEDURE Special Event and Sponsorship Funding Application forms are available by contacting the Tourist Development Department. The number and extent of awards will be dependent upon the availability of designated funds from year to year. The following procedures shall be used by an applicantapply to request support of a special event or promotionSpecial Event/Sponsorship funding requests: 1) Requests for funding shall be made to the Director or his designated agent on the approved application form. All applicants shall apply forrequesting Special Event/Sponsorship funding andshall submit a completed application form to the Director wellat least sixty (60) days in advance of the anticipated eventEvent date. The Director or designated agent will review the application formsform to ensure compliance with all applicable 31  requirements. The Director or designated agent reserves the right to request additional information from the applicant prior to making decisions on whether to award funding. 2) The history and experience of the applicant members and/or the organization is extremely important when considering the award of any funds as well as the following; the soundness and potential of the proposed or existing eventEvent to attract tourism - to which it is realistically conceived and capable of production within the proposed time framedrive incremental room occupancy in the sub-county taxing district, particularly during low or shoulder seasons. 3) Upon approval of an application, funding shall be approved by the appropriate county officials pursuant to the Purchasing Approval Authority of the County’s Purchasing Manual. 4) 3) If an applicant is granted an award, the applicant shall acknowledge in writing the terms and conditions