Okaloosa County BOCC — August 24, 2013 — Revised Task Order 59 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-TDC TASK ORDER #:59 Revised TASK ORDER AMOUNT: $160,000 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger RERRESENTATIVE’ S PRINTED NAME \ iw No i SIGNATURE CFO. 08/13/2013 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) diel E Bayns SIGNATURE TD ud 77 7 oh [13 DATE ss ey) OUNTY ADMINISTRATOM|if applicable) dich DATE TITLE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) ¢ $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. s PURCHASING DIRECTOR O8- IS (3 DATE CHAIRMAN (if applicable} DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: REVISED TASK ORDER 59 TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $160,000.00" 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) Ge 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) PROVED AS TO FORM AND LEGALITY: to be processed for payment. C4 | * oe ATTORNEY GREGORY T. STEWART PRINT NAME Asc, use 52ers * The Agency’s authorization to purchase media from Southern Living, Texas Monthly and Visit Florida is contingent upon receiving fully-executed Conflict of Interest Disclosure Forms from each of these vendors. No payments to these companies shall be issued without a fully-executed Conflict of Interest Disclosure Form. Okaloosa Tourist Development Department (TDD) Fall Campaign Revised Media Pass Through Costs Revised Task Order #59 August 13, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Fall Campaign Revised Media Pass Through Costs TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT ..........cccscsssssssssessssesecesesesescesssessnsessssnscssssssssesssssssssseseeeesesenesensenens 3 2 ACTIVITIES & DELIVERABLES. ...........ccscsssssssssscscssesscsscsssscssessensesessencensenssssnsensessesesesscessoesesscussssssnsesensesensenseneegs 3 3B COST eaceccececcecssscscessscscsscscsssssscscssescssercnsscescsscessscsssscsssscsscsessssesesseeeneseensnenacasneessnensssseeeesssssssseesssesersssseessaeesenenensenees 4 A BILLING wieceeccccccccccccccctecscscssscsescssescesssescscnsescessscscessssscesessesesesseseasseesessenessnsescnsesessnsussscessssoasasssussssssuseassesssseneneat® 4 5 GENERAL ASSUMPTIONS ...........cscsccsssscsssssescesssevscessssesseessesereesensensensnsensnssssensensessseeasessesossesessenseseasensesensensenenees 4 6 CONTACT INFORMATION .........ccscsscrecsersescescscenensensssenssseseesecsssnssssssseeseesens assussaseosestessbssssiscsresssaassussseeNes 5 7 — SIGNATURES uu... ecsecsescsscccsscsscncescessescscesssscscessssceeesseseesensessesensessnssnsensenssecessessesensesseasaasarecserensensenee «5 eee tdental Okaloosa TDD-- Page 2 1111242v2 Okaloosa TDD Fall Campaign Revised Media Pass Through Costs 41 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 Fall campaign that will aim to drive visitation between Labor Day and November 201 3. The campaign, which will run from August 26, 2013 through November 1, 2013, will consist of paid media, as well as advertising tactics to support it. The primary target for the campaign will be couples and single adults between the ages of 25-64, who are looking for an accessible escape, typically stay a minimum of 3 nights, and are interested in the activities that the Emerald Coast has to offer (beach, fishing, shopping, restaurants, etc.). This task order reflects revisions to Task Order 59 Paid Media hard (pass through) costs for the campaign, which includes the removal of OTAs from the plan. Agency fees for Media planning and purchasing for the campaign as well as production to support it, have been provided in supplemental Task Orders for Client review and approval. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Southern Living - 2/3 page 4 color ad and digital banners e TravelZoo - merchandising and support text/image ads e Texas Monthly - 2/3 page 4 color ad and digital banners e Visit Florida - content tile ad e Google - keyword-targeted text ads e Facebook - geo, demo and interest-targeted tile ads 2. 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 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 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD Fall Campaign Revised Media Pass Through Costs pM 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: 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 All time for Media planning, purchasing, and reporting of this project has been provided ina task order for Client approval All time for Agency fees associated with campaign production has been provided ina supplemental task order for Client approval 3 COST Plan Overview Cost Southern Living $90,000 TravelZoo $40,000 Texas Monthly $13,088 Visit Florida $6,400 Google $4,775 Facebook $3,000 Ad Serving Fees $2,737 Total $160,000 The estimated not to exceed cost of this Task Order is $160,000. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 4 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 5 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD Fall Campaign Revised Media Pass Through Costs The above assumes: pM e Timely delivery of any required documentation from the Client e Client will make available appropriate personnel and decision-makers for attending scheduled workshops and meetings for reviews and approval so immediate consensus can be reached e Client will conduct timely reviews and provide consolidated feedback and written approvals on a timely basis based on an agreed-upon schedule e Delays in Client reviews may extend timing and add risk to the final delivery 6 CONTACT INFORMATION Ellen Kempner, Management Supervisor/Vice President Peter Mayer Advertising 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor Peter Mayer Advertising 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Client: Peter Mayer: Date: Date: p aif 3 solr Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: July 26, 2013 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Magazine Placement Requesting Department's Suggested Vendor: Souther Living Vendor's Address: 4809 Cole Avenue #13 Dallas, TX 75205 Vendor's Telephone No.: 214.523.4005 Point of Contact: Jenny Hedges rce Justification: Publication circulation is concentrated in target geography and readers have a high affinity for beach travel Sole S$ Significant digcounting vias provided based on purchase of print and online impressions yielding a savings of 35%, thus providing efficient CPM. Publisher will also provide leads for one year. — Salty 34, 30/3 Requesting cana Head Signature OD. pate ING REVIEW BY PURCHA PARTMENT 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: Hd y Disapprove: Amount of Pyychas' Date: i 07-%a-(% 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: July 26, 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: Travelzoo Inc. Vendor's Address: 590 Madison Avenue, 37th Floor, New York, NY 10022 Vendor's Telephone No.: 305.913.3424 Point of Contact: Jennifer Rodriguez Sole Source Justification: Travelzoo is a top travel deal site that aggregates and promotes deals and discounts on behalf of clients. Travelzoo has proveh to be a top performer for historical travel campaigns managed by Peter Mayer Advertising SAS: July 26, 2013 Requesting feparment Head Signature pL. 2) Date REVIEW BY PURCHASING ene 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: L Disapprove: Amount of Pyrc : Date: (ibe | 2-38") 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: July 26, 2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 De partment/Division: Tourist Development Department (TDD) Item Description: Magazine Placement Requesting Department's Suggested Vendor: Texas Monthly Vendor's Address: 816 Congress Ave. #1700 Austin, TX 78701 Vendor's Telephone No.: 512.320.6900 Point of Contact: Kathleen Evans Sole Source Justification: Publication circulation is concentrated in target geography and readers have a high affinity for beach travel. Significant discounting was provided based on purchase of print and online impressions, thus providing efficient CPM. Publisher will also provide leads for one month. Requesting De itment Head Signature j ©) 7 Date REVIEW BY PURCHASING