Okaloosa County BOCC — October 5, 2013 — PMA Task Order 75 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-IDC TASK ORDER #:_75 TASK ORDER AMOUNT: $203,725 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S N ii James Geig! ee, IVE'S PRINTED NAME n~—"N-. SIGNATURE CFO / 9123/2013 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) “St Pare SIGNATURE ex IP Pd ee gay l13 rd 7 TITLE DATE APPROVED BY OKALOOSA COUNTY (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. PURCHASING DIRECTOR 9-14} DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 75 TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $203,725.00! 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) L\A_ 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 4)2>/i3 * The Agency’s authorization to purchase media as stated in this Task Order is contingent upon receiving fully- executed Conflict of Interest Disclosure Forms from each of these vendors or, if applicable, a Conflict of Interest Disclosure Certification from the Agency. No payments to these companies shall be issued without the necessary form(s). Okaloosa Tourist Development Department (TDD) Emerald Christmas Campaign Media Pass Through Costs Task Order #75 September 20, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Emerald Christmas Campaign ’ Media Pass Through Costs TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT. ACTIVITIES & DELIVERABLES... BILLING .. GENERAL ASSUMPTIONS CONTACT INFORMATION SIGNATURES ne wn ew aa Peter Mayer Okaloosa TDD-- Page 2 Confidential 49112422 Okaloosa TDD Emerald Christmas Campaign 1 Media Pass Through Costs 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 - an Emerald Christmas campaign that will aim to drive visitation during the holiday season between October and December 2013. The campaign will consist of paid media, as well as advertising tactics to support it. This task order reflects revisions to the Paid Media hard (pass through) costs for the campaign. Agency fees for Media planning and purchasing for the campaign as well as production to support it have been provided in a supplemental Task Orders for Client review and approval. 2 ACTIVITIES & DELIVERABLES A: Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Regional Magazines - Full page 4 color ads in 16+ Feeder markets ¢ Radio - Birmingham market and Georgia and Tennessee Radio Network - 4 wk. schedules e Southern Living - Family Travel Sponsorship, supporting social and digital banners e TripAdvisor - content and geo-targeted banners e Google - text ads targeted to search queries related to holiday travel and markets e Visit Florida - prominent homepage tile ad placement and support digital banner In accordance with Contract #C12-2007-TDC, the Agency will fulfill request for proposals for ontine paid media, with attached single source forms for Client review. The Agency was not able to provide competitive bids 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: No invoice will be approved unless a copy of the actual invoice from the vendor accompanies the invoice reflecting the acquisition of goods/services 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 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. Peter Mayer Okaloosa TDD-- Page 3 Confidential 19112422 Okaloosa TDD Emerald Christmas Campaign Media Pass Through Costs 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 e All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval e All time for Agency fees associated with campaign production has been provided in a supplemental task order for Client approval 3 COST Plan Overview Cost Regional Magazines $64,000 Radio (Birmingham Market & $30,000 Tennessee Network) Radio (Georgia Network) $47,000 Southern Living $40,000 TripAdvisor $15,000 Google $2,500 Visit Florida $3,600 Ad Serving Fees $1,625 Total $203,725 The cost of this Task Order is not to exceed $203,725. 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 Peter Mayer Confidential Okaloosa TDD-- Page 4 1111242v2 Okaloosa TDD Emerald Christmas Campaign f Media Pass Through Costs e 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 clarkem@peteramayer.com James Geiger, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES ans Dal TEs Date: aay ft 3 , ww Date: 4 Ry (% Peter Mayer: Peter Mayer Okaloosa TDD-- Page 5 Confidential 11112422 SINGLE SOURCE PURCHASE DATA SHEET Date: September 20, 2013 _ PR No.: Requestor: Peter Mayer Phone No, ; 504.581.7191 Department/Division: — Tourist Development Department (TOD) Item Description: — WMJJ-FM (Adult Contemporary) Requesting Department's Suggested Vendor: Clear Channel Vendor's Address; 600 8eacon Pkwy West, Suite 400/ Birmingham, AL_35209 Vendor's Telephone No.: 812-989-2034 Point of Contact: Dottie Rosario Sole Source Justification: Vendor has a 70% composition of the target and is a consistent top 10 station, — (os Gustin Date 9 ad ] /3 ; eh DN tel 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: ! Uf Disapprove: Amount of fui Date: 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; 920/13 PR No.: Requestor: Peter Mayer Phone No. ; 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Georgia and Tennessee Radio Networks Requesting Department's Suggested Vendor: State Nets Radio Networks Vendor's Address; 2601 Northwind Drive _ Richmond, VA 23233 Vendor's Telephone No.: 972.931.1099 Point of Contact: Judy Burns Sole Source Justification: Vendor represents a collection of several statewide radio networks. They are the only vendor who sells the statewide seffio network inventory. Vendor aun ‘coverage throughout the state at an efficient CPM, Date 9 1/4 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; Disapprove: Amount of P. Date: USOT 09-241 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: 9/10/2013 PR No.: Requestor: Peter Mayer Phone No. ; 594.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: ‘Texas Monthly Magazine - November Full Page 4C insertion Requesting Department's Suggested Vendor: MOT Incorporated Vendor's Address: P.O. Box 1569, Austin, TX, 78767 Vendor's Telephone No.: 512-320-6900 Point of Contact: _Elynn J Russell Sole Source Justification: Publication is the market's monthly lifestyle magazine targeted to affluent households of $75,000+ HHI birdie Lal 2L10L72 , _, ego Degariment He Hegd Signature’ 2 Date 9/24/13 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: ( ) Disapprove: Amount of Pyrc! Date: - O24 4 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; 9/10/2013 PR No.: Requestor: Peter Mayer Phone No.:.504-581.7191 Department/Division: Tourist Development Department (TDD) Item Description: New Orleans Magazine - November Full Page 4C insertion Requesting Department's Suggested Vendor: MOT Incorporated Vendor's Address: _ 110 Veterans Bivd., Ste. 123, Metairie, LA 70005 Vendor's Telephone No.: 504-828-1380 Point of Contact; Todd Matheme Sole Source Justification: Publication is the market's monthly lifestyle magazine targeted to affluent households of $75,000+ HHI LLtols3 Signature Op Date 9/e4 13 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 PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: l h Disapprove: Amount of Pur e: ) ert jee ee Pa, ’ 09. 2414 Purchasing Director Signature Date