Okaloosa County BOCC — March 18, 2013 — Task Order 8 - Signed — reading text

EXHIBIT K TASK ORDER APPROVAL C12-2007-TDC CONTRACT #: 8 (NTE $249,500 TASK ORDER #: : ailieinian OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S NAME James Gejge oe PRINTED NAME Kn SIGNATURE CFO 2/A/13 TITLE DATE RECOMMENDED FOR APPROVAL (Department Head /Director) Vw! £ Of: OW L é Q yn SIGNATURE / Duwi, TLL we 211313 J DATE / APPROVED BY OKALOOSA COUNTY (Per Purchasing Policy) SIGNATURE TITLE DATE C. Other CONTRACTOR functions in support of any new projects will be covered under the Monthly Marketing and Advertising fee. This includes: o Account Management and Strategy ° Public Relations (Excluding New Project Development/Execution) ° Social Media IV. COMPENSATION FOR NEW PRODUCT SERVICES The CONTRACTOR will be compensated on an hourly basis, at a rate of one hundred fifteen dollars ($115) per hour, for New Product Development and Execution services detailed above. Such services provided by the CONTRACTOR will require a Task Order, which shall contain a detailed scope of services and an estimated not-to-exceed cost for performing such services. CONTRACTOR shall not perform any New Project Development and Execution services without a Task Order approved by the COUNTY as provided for under Article IIL, Section 3.2 of this Agreement. — V. PAID MEDIA AND PASS THROUGH COSTS y Paid Media and Pass Through Costs include third-party charges for media and production and includes items such as: o Traditional Paid Media (Print, Outdoor, Broadcast) © Online Paid Media (Display Advertising, Facebook, Google Keyword, etc.) e Additional Pass Through Production Costs, such as: Website Hosting Site Spam Filter Content Management System Email Deployment System Website Search Tool Website Video Player Research Production Costs (Printing, Video Production, Photography) o0o0000UCOdWUlhlCOlUlUCO VI. COMPENSATION FOR PAID MEDIA AND PASS THROUGH COSTS The CONTRACTOR will be compensated for the actual paid media and pass through costs incurred by the CONTRACTOR on behalf of the COUNTY with no markup. Such services provided by the CONTRACTOR shall require a Task Order, which shall contain a detailed scope of services/goods and an estimated not-to-exceed cost for performing such services or delivering such goods. No invoice will be processed without the executed task order, purchase order or contract/lease payment approval form approved by the COUNTY as provided for under Article WI, Section 3.2 of this Agreement. No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services. 17 The COUNTY may, at its sole discretion, elect to pay the vendor directly for paid media and pass through costs. 18 pM Okaloosa Tourist Development Department (TDD) Media Pass Through Costs Task Order #8 February 1, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through rough Costs pM TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT.......c.ssesssssessessessesssssesseesesseesecsessesseenessesesssseesecseesecsneansaneneesesaneensens 3 2 ACTIVITIES & DELIVERABLES.. 3 4 5 6 CONTACT INFORMATION . 7 SIGNATURES... Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs pM 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 shoulder season campaign that will aim to drive visitation between Spring Break and Memorial Day 2013. The campaign, which will run from March 2013 to May 2013, 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. Agency fees for Media planning and purchasing for the campaign as well as production to support it, have been provided in a supplemental Task Orders for Client review and approval. 2 ACTIVITIES & DELIVERABLES Services for this task order are itemized on page 17 of the contract and noted as “Paid Media and Pass Through Costs”: Deliverables for Media Pass Through Costs (New Project) 1. In accordance with Contract #C12-2007-TDC, the Agency will fulfill request for proposals for online paid media, with attached single source forms for Client review. The Agency was not able to provide competitive bids 2. Fulfillment of a Client approved Media Plan, presented as a supplemental task order for Client approval 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 in this fiscal year 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 Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs pM Exclusions: e Costs for photography 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 e All time for Media planning, purchasing, and reporting of this project has been provided ina task order for Client approval e All time for Agency fees associated with campaign production has been provided ina supplemental task order for Client approval 3 COST [ Media Pass Through Costs $249,500 The estimated not to exceed cost of this Task Order is $249,500. 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs pM 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, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Client: “Yy ORS nrne Date: mall 3 / 3 [ Ms / AA Date: < | “= Peter Mayer: Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 Oos'eezs ——_puads espa ero Jsswes e1paw auvo 4 Joos'ss Jooo'ss oos'ss yooga2es i005 IePos pue yrueas sarees ooo'sis ose'vts 1965 Jooo'ons. Jooo'ees Jooo'ses ooo'ses Joos'ses T | i i | & Tse een wien ele oe 6 eel os ale 8 even Taq [_eanmon— —eqeeo ae watay T T I tale 9 ele so 1 ie or Lea — may | eIpaW ETOZ SINGLE SOURCE PURCHASE DATA SHEET January 30, 2013 Date: PR No.: Requestor: Peter Mayer Depa ttment/Division: Tourist Development Department (TDD) Phone No.; 504.581.7191 Item Description: Bill Dance Outdoors & Saltwater: TV, Digital and Endorsement partnership Requesting Department's Suggested Vendor: OMOT Incorporated Vendor's Address: 434 Distribution Parkway, Collierville, TN 38017 Vendor's Telephone No.: 731-772-9962 Point of Contact: Catton Veirs Sole Source Justification: Vendor is the only option to produce desired results, as vendor program is the #1 rated show in its category “7. target. Vendor offers multi-media platform and endorsement for one year. Value exceeds investment price by 74%+- AX January 30, 2013 REVIEW B 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: 02-25 -(% Signature of Buyer Who Reviewed Date Purchasing Services Manager Comments: purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: x Disapprove: a) ) Date: Uf “ Op- W~(% Purchasing Director Signature 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 SINGLE SOURCE PURCHASE DATA SHEET Date: January 30, 2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Departm ent/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: RGM Alliance Vendor's Address: 1718 Abbot Kinney Bivd., Venice, CA 90291 Vendor's Telephone No.: 214.551.2420 Point of Contact: Nikki DiBella Sole Source Justification: RGM is a premium travel network that aggregates quality travel inventory from across the web. RGM speciglizes in reaching si with significant disposable income via its network of quality partner sites LA dy a Tha January 30, 2013 heyserting Department Head Signaturé } py) LBL Date 2 20)13 wonhencnnncccescccenanennafencccccacnccnenassccaasacccce, Saude toast : aed la ota a, REVIEW B ASING 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 Manager Comments: CO ZZZZE_ O2-2S*Y PUrchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: xX Disapprove: ey s #16 O , 7 Date: LU, Or. ly Purchasing Director Signature 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 SINGLE SOURCE PURCHASE DATA SHEET Date: January 30, 2013 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: Expedia Inc. Vendor's Address: 333 108th Avenue NE, Bellevue WA 98004 Vendor's Telephone No.: 425.879.3458 Point of Contact: Eamon Foley Sole Source Justification: Expedia Inc. is a top online travel agency entity. The vendor has a high reach against our target audience. This partnership also incorporates placement within Hotels.com, an Expedia Inc. affiliate that reaches travelers actively seeking out hotel deals and discounts. Cord <ul Requesting Pepartment Mapxd Signature | y LYE. Date Zafi3 A ee an; SRE Sins ST ee See i Sap lowd. REVIEW BY PURCHASING/DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETS THIS NEED January 30, 2013 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 Manager Comments: COLA OLV-