Okaloosa County BOCC — February 25, 2016 — I. e. Peter Mayer Amendment

TOURIST DEVELOPMENT DEPARTMENT MEMORANDUM DATE: February 25, 2016 TO: Tourist Development Council FROM: Ed Schroeder, Tourist Development Department Director SUBJECT: Peter Mayer Contract Amendment #2 STATEMENT OF ISSUE: Request a three-month contract extension to Peter A. Mayer Advertising contract C12-2007-TDC for marketing, advertising, public relations, website management, research, social media, and social networking. BACKGROUND: The initial term of the agreement expired on September 30, 2015, and provides for a total of two (2) one-year extensions. A five (5) month extension was approved through February 27, 2016. A three (3) month extension through May 31, 2016 under existing terms and conditions is proposed to allow for the development of transition dates and activities related to a reduced scope of services. The County contract coordination process has not yet been completed for the draft contract attached. Pursuant to section E.200 of the TDD Manual, the Council shall review and provide a recommendation for all proposed contracts requiring Board approval. A four (4) month extension for June to September 2016 under a reduced scope of services will be brought forth at a later date. For instance, public relations services will not be required after May. OPTIONS: Approve or Deny RECOMMENDATION TO BCC: Approve a three-month contract extension through May 31, 2016 to Peter A. Mayer Advertising contract C12-2007-TDC for marketing, advertising, public relations, website management, research, social media, and social networking.  AMENDMENT NO. 2 TO AGREEMENT FOR MARKETING, ADVERTISING, PUBLIC RELATIONS, WEBSITE MANAGEMENT, RESEARCH, SOCIAL MEDIA AND SOCIAL NETWORKING CONTRACT # C12‐2007‐TDC This AMENDMENT NO. 2 amends the Agreement dated the 4th day of December, 2012, by and between the Okaloosa County Board of County Commissioners through its Tourist Development NLY Department (“County”) and Peter A. Mayer Advertising Inc. (“Contractor”) for marketing, advertising, public relations, website management, research, social media and social networking (the “Agreement”). WHEREAS, the initial term of the Agreement expired on September 30, 2015 and the Agreement provides for a total of two (2) one‐year extensions; and O N WHEREAS, the first extension was for an additional five (5) months through February 27, 2016 to align the contract term with the development of the annual strategic marketing plan; and IO WHEREAS, both parties mutually agree to extend the Agreement for an additional three (3) scope of services under the Agreement. SS months through May 31, 2016 to allow for development of transition dates related to the reduction of U NOW THEREFORE, in consideration of the mutual covenants herein and other good and valuable consideration, the parties hereby agree to amend the Agreement as follows: C 1. The term of the Agreement shall be extended for an additional three (3) months from IS February 28, 2016 through May 31, 2016. 2. Public Relations services will not be required after May 31, 2016. However, the County retains D the ability to extend the contract beyond May 31, 2016 for other services as needed. 3. The County agrees to provide Contractor sixty (60) days’ notice prior to any further reduction R in the