Okaloosa County BOCC — March 18, 2014 — Peter Mayer Task Order 132 $107,114 031114

TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 132 Brand Campaign Television Spots TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $107,114.00 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) LAA 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: LYNN M. HOSHIHARA PRINT NAME FEBRUARY 26, 2014 DATE  TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 132 TASK ORDER AMOUNT: $107,114 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James 4eig REPRESENTA E'S PRINTED NAME SIGNATURE VP of Finan 2/25/2014 TITLE DATE RECOMMENDED FOR APPROVAL 4.1 APPROVED BY OKALOOSA COUNTY (Department Director) III (Per Purchasing Manual) • $25,000 or less approved by Purchasing Director • Between $25,001 and $50,000 approved by Purchasing Director and County Administrator • In excess of $50,000 approved by the Board. SIGNATURE RAW Ak' WENtG DDIRECTOR I R" " 7L)') TITLE DATE DATE COUNTY ADMINISTRATOR (if pplicable) CHAIRMAN (if applicable) DATE k //l,~, Lr ~ DATE Okaloosa Tourist Development Department (TDD) Brand Campaign Television Spots Task Order #132 February 24, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2  Brand Campaign Television Spots Task Order 132 TABLE OF CONTENTS 1 BACKGROUND Et PROJECT ASSIGNMENT .................................................................. ............................ 3 2 ACTIVITIES Et DELIVERABLES ...........................................................................................................................4 3 COST .....................................................................................................................................................................4 4 BILLING ................................................................................................................................................................5 5 GENERAL ASSUMPTIONS ...................................................................................................................................5 6 CONTACT INFORMATION ..................................................................................................................................6 7 SIGNATURES ........................................................................................................................................................6 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2  Brand Campaign Television Spots Task Order 132 I 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 - Brand television spots that will begin running in the second quarter of 2014. This task order reflects the production and execution of two new :30 spots and two new :15 spots. The County approved the revised Strategic Marketing Plan on March 18, 2014, which includes a line item for "Collateral, Campaign Production and Visitors Guide" in the amount of $507,115. The following Task Orders fall within the "Collateral, Campaign Production and Visitors Guide" line item: Previously Approved *Task Order 17, Website Hosting Platform $3,765.87 *Task Order 27, Viva 500 $19,886.96 *Tas k Order 39, Fall Campaign Production $10,551.25 *Tas k Order 40, Fall Campaign Media Planning + Purchasing $9,315.00 *Task Order 41, Crisis Communications Planning $6,238.75 *Task Order 44, Christmas PR $9,516.25 *Task Order 45, Christmas Media Planning $20,470.00 *Task Order 46, Christmas Media Purchasing $23,000.00 *Task Order 56, Brand TV Media Planning and Script Development $20,613.75 *Task Order 61, Fall Campaign Additional Media Planning Costs $3,450.00 *Task Order 66, Emerald Christmas Campaign Execution and Production; Print & TV $20,585.00 *Tas k Order 67, Fall Campaign Print Production $805.00 *Task Order 70, Meetings & Conventions Production $5,405.00 *Task Order 73, Emerald Christmas Campaign Execution and Production; Online Banners $15,036.25 Task Order 83, Very Emerald Christmas Event Development $5,750.00 Task Order 85, Christmas Collateral Production $5,458.69 Task Order 86, Christmas Radio Production $6,200.00 Task Order 87, Christmas Social Sweeps $14,432.00 Task Order 89, Brand Demo $2,475.00 Task Order 91, Christmas Online Shopping $8,050.00 Task Order 100, Campaign Production $36,225.00 Task Order 101, Website Hosting May - September $2,775.00 Task Order 102, Emerald Christmas Campaign Additional Decal Production $1,630.50 Task Order 103, Fall Christmas Campaign Social Media Contest Fulfillment $2,400.00 Task Order 104, Spring/Summer Public Relations $24,945.00 Task Order 106 Brand Campaign TV Production $42,250.00 Task Order 108, A Very Emerald Christmas Press Conference Deliverables $1,221.05 Task Order 123, Brand Campaign Radio Production $10,450.00 Task Order 128, Brand Campaign Radio Production $7,329.00 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Brand Campaign Television Spots Task Order 132 2 ACTIVITIES & DELIVERABLES Services for this new project as covered under the base monthly agreement are noted in the Inclusions section of this document. New Projects that fall outside of the monthly agreement as noted in the contract on page 16 are outlined as follows: Television Development and Production • Shooting for two days • Production of two :30 television spots and two :15 television spots • National buyout for 6 months • One voice announcer with needle drop music • In accordance with Contract #C12-2007-TDC, Agency to provide three competitive bids for production of the television spots: o Louis Koerner of Big Storms Films + Revive Media • Ben Orisich of Universal Orlando • Tom Gilserman + Revive Media Recommendation for Selection of Vendor • Production Oversight/ Quality Assurance of the spots • Agency delivery of the final approved spots as well as traffic instructions to the stations based upon the approved, paid media plan Inclusions: • Account Management as covered under the monthly agreement on page 13 of the contract • Strategy and Analytics as covered under the monthly agreement on page 13 of the contract • Creative for new projects as noted in the contract on page 16 are estimated by the hour • Production for new projects as noted in the contract on page 16 are estimated by the hour • Project Management time for new projects as noted in the contract on page 16 are estimated by the hour • 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. • All competitive bids based on production of 1x:30 / 1x:1 5 TV spot for broadcast and website. • Two rounds of Client review prior to approval of the final spot Fxrltisinns: • 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 3 COST Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2  Brand Campaign Television Spots Task Order 132 Agency Fees Est. Hours Cost Creative, Production and Project 101 $11,615 Management Account Management, Covered Under Strategy/Analytics, Public Relations, Monthly and Media for Base Services Agreement Total 101 $11,615 Dubs - DG FastChannel Cost Total $2,499 Competitive Production Bids Bid #1: Louis Koerner of Big-Storm Films (Miami, FL) Cost Total $93,000 Bid #2: Ben Orisich of Universal Orlando (Orlando, FL) Cost Total 1 $110,000 Bid #3: Tom Gilserman (New York, NY) Cost Total 1 $80,150 Agency Recommendation The Agency recommends Louis Koerner of Big Storms films. He will work directly with Revive Media (a local vendor) to produce the spots. Although Louis Koerner was not the lowest bidder, the Agency recommends him for the following reasons: • He has the most tourism experience; • His familiarity with the region; • His quality of work is favorable to production requirements; and • After reviewing the reels submitted with his proposal, the Agency and the Client found that he is most capable of shooting the style of campaign best suited for the needs of this project. The cost of this Task Order is not to exceed $107,114 Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2  Brand Campaign Television Spots Task Order 132 4 BILLING Client wit[ 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: • Timely delivery of any required documentation from the Client • 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 • Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule • Delays in Client reviews may extend timing and add risk to the final delivery 6 CONTACT INFORMATION 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 ctarkem@peteramayer.com James Geiger, Chief Financial Officer/Vice President Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Peter Mayer: TDD Director: Date: Purchasing Director: Date: 3,1j( / 1A- Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 Brand Campaign Television Spots Task Order 132 County Administrator j ~~ I ce rel~~ - Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 7 Confidential 1111242v2  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/ NAME(S) POSITION(S) -4L-r / FIRM NAME: p BY (PRINTED): BY (SIGNATURE): TITLE: DATE: (/ / ADDRESS: Or', O13 PHONE NO. 'oc cU1O E-MAIL -