Okaloosa County BOCC — June 3, 2014 — Peter Mayer Task Order 139 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #: 139 TASK ORDER AMOUNT: $ 5,000 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’'S N James Geige ern PRINTED NAME LA, SIGNATURE CFO 5/19/14 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) SE Ekovid SIGNATURE Tp? ile TITLE halos DATE / COUNTY ADMINISTRATOR (if applicable) DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e In excess of $50,000 approved by the Board. Dh Helen oh a a DIRECTORZa, Fedornk S]2thi4 TT DATE CHAIRMAN (if applicable) DATE Task Order 139 May 12, 2014 Food Traveler Magazine (Promotional Reserve) L 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 full- page ad in Food Traveler magazine to target 25-65 year-old foodie travelers. The deadline for the insertion order is Friday, May 23 and the magazine will be on sale June - September, so the Client is receiving this ad space at a heavily discounted rate. This task order reflects the Paid Media hard (pass through) costs as noted on page 17 of the contract. Agency time associated with this project is included in base services. The County approved the consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. Funding in the amount of $91,699 is available for appropriation. 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, May 29 June 3, respectively. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of Client approved Media Plan, which includes: e 4C FP ad in 2014 Food Traveler Magazine 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 « 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. Exclusions: e None Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 139 May 12, 2014 Food Traveler Magazine (Promotional Reserve) 8 3 COST Plan Overview Vendor Cost Funding Account Food Traveler Magazine David-Jacobs Publishing Group, LLC $5,000 1151-548047 Total $5,000 The cost of this Task Order is not to exceed $5,000. 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 Finapeial Officer 504.210.1263 geigerj@peteramayer.com 7 AGENCY SIGNATURE | \ ARS \ Peter Mayer Okaloosa TDD-- Page 2 Confidential 3] al WW Peter Mayer: Date: 1111242v2 INGLE RCE P DATA SHEET Date: _May 19,2014 PRNo.: Requestor: Peter Mayer Phone No.: 504-581-7191 Department/Division: Tourist Development Department (TDD) Item Description: Food Traveler: Visit Florida Summer 2014 Edition Requesting Department's Suggested Vendor: David-Jacobs Publishing Group, Inc Vendor's Address: 14497 N. Dale Mabry, Suite 135, Tampa FL 33618 Vendor's Telephone No.: 813-406-5869 Point of Contact: Natalie Gargiulo Sole Sourde J\stification: Food Traveler Magazine selected David-Jacobs Publishing through a competitive\process to produce this particular publication. The County is receiving the ad space atia hedvily discounted rate since the magazine will be on sale starting in June. \ Wea Ve, Shy 4 Requesting Depfirtment Head Signature 5 TD " 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 Manager Comments: Purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: Ye Disapprove: Amount of Purchase: Date: bral spi ignature 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 Xx NAME(S) POSITION(S) FIRM NAME: David-Jacobs Publishing Group, LLC x BY (PRINTED): sostiGaattam ST i BY (SIGNATURE): — TITLE: EO NN DATE: 5/12/14 SS, ADDRESS: 14497 N Dale Mabry Hwy Suite 135 Tampa, FL. 33618 PHONE NO. 813.321.4119 E-MAIL _joshw@davidjacobspg.com