Okaloosa County BOCC — January 19, 2016 — TO 176 rev1 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #:176 Rew 1 - 0 122el& TASK ORDER AMOUNT: $286,368 OFFERED BY CONSULTANT: Peter Mayer Advertising FIR NAME James Geiger RtPRES TATIVE'S PRINTED NAME v SIGNATUtE ( CFO \ { TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) il L SIGNATURE 77D o7 TITLE DATE / COUNTY ADMII\VATOR (if applicable) W 7 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 Inexcess of $50,000 approved by the Board. / PUR(@ASING DIRECTOR l!fi]]g DATE CHAIRMAN (if applicable) DATE 9102/.2120 :S3MIdX3 VIO0S ‘HOYVISTY d3IAQY ‘ONILIWNVYIN JAAY ¥IAVIN 33134 001-2002-2LD #1LOVHINOD "ONI ‘ONISILY ONIMYOMLIN 2 vigaw LWOW g3M “d ‘ONISIL TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 176 REVISED #1 (FY 15-16 SMP Leisure Print Packages) TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $286,368 I have reviewed the above-referenced task/purchase order and find it to be in compliance with the terms of the contract, Tourist Development Department Operations & Procedures Manual, the Okaloosa County Purchasing Manual and applicable local, state and federal laws, rules and regulations. (Initial applicable authorization) LA This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: = = TDDATTORNEY N LYNN HOSHIHARA DECEMBER 29, 2015 Task Order 176 July 7, 2015 FY16 SMP Leisure Print Packages Pass Through Costs i Revised 12/18/15 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 series of leisure print media packages to run in various publications as part of the FY 2015-16 Strategic Marketing Plan. The project will run from October 2015 through September 2016 and 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 as noted on page 17 of the contract. Agency fees for related media planning (TO 166) and media purchasing and reporting (TO 167) for the campaign have been provided in previous task orders. The County approved the FY 2015-2016 Strategic Marketing Plan on July 7, 2015, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche) in the amount of $2,322,010. Task order is being revised to reflect the amended FY 2015-16 Strategic Marketing Plan adopted by the Board on December 15, 2015, 2 ACTIVITIES & DELIVERABLES 1. Fulfilment of a Client approved Media Plan, which includes: Vendor Cost Official Visit Florida Visitor’s Guide (Miles Media) $15,956 Life’s A Beach $9,925 Interfuse Media $50,000 National Geographic Traveler (Maria E. Coyne) $108,000 The Local Palate $20,535 Coastal Angler $6,000 Audubon (Compass Media) $24,100 Play Florida: Golf (Destination Media) $13,600 Toronto Life (John Andreopoulos) $10,300 Crossings (AJR Publishing) $4,500 Dreamscapes $6,940 International Travel Guide (BMI Publishing) $4,775 Discover America (Miles Media) $40,000 511,737 Total $284,631 5286,368 2. Print media packages negotiated by the agency may include email blasts, online banners, and/or other non-print advertising components. 3. All media placements specific to this strategic marketing plan will run within the campaign period unless otherwise noted in written approval from the Client. Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 176 July 7, 2015 FY16 SMP Leisure Print Packages Pass Through Costs § Revised 12/18/15 4. Invoice reconciliation and proof of advertising materials to support all invoices. No agency invoice will be approved for payment unless a copy of the actual invoice from the vendor and a copy of the entire publication accompany the agency invoice reflecting the acquisition of goods/services. 5. Agency to submit copies of effective contracts, insertion orders, and/or recapitulation of credits and debits affecting previously submitted statements or invoices and substantiating bills, with support materials or other proof of publications for invoices presented for payments. 6. 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. 3 COST The cost of this Task Order is not to exceed $284;634 $286,368. 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 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 Financial Officer 504.210.1263 geigerj@peteramaydr.com 7 SIGNATURES \ L\ e 228 Client: {fi% Date: //L/AZ—// — Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Leisure Media Rollup Interfuse Media 20000000 SPring Summer, Fall, 550,000 Snowbird Google Search, Bing N/A (68,000 Spring, Summer, Fall, $170,000 Search and YouTube clicks) Christmas, Snowbird ! N/A (25,657 Spring, Summer, Fall, Facebook clicks) Christmas, Snowbird #1550 SAY Media N/ A. e Spring, Fall, Snowbird 550,000 clicks) YuMe 5,000,000 Spring, Fall, Snowbird $50,000 Google YouTube N/A Spring, Summer, Fall, 535,000 TrueView/Hulu (3,181clicks) Christmas ’ . . Spring, Summer, Fall, 510,000 ' Discover America TBD Ty $11.737 Boomer Aviation TBD Fall, Christmas $13,500 ; - Spring, Summer, Fall, $13,000 Ad serving fee estimate Christmas, Snowbird $15,000 $4-499.907 TOTAL: 51,501,907 FHE HEART OF FLORIDAS EMERALD COAST DESTIN | FT. WALTON BEACH OKALOOSA ISLAND TDC 12/10/15 ~ BCC 12/15/15 Packet Pg. 188