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BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
DATE: December 17, 2013
TO: Honorable Chairman and Members of the Board
FROM: Sunil Harman
SUBJECT: Romjue Advertising Task Order No. 14
DEPARTMENT: Airport
BCC DISTRICT: ALL
STATEMENT OF ISSUE:
Pursuant to Okaloosa County Purchasing Policy, purchases in excess of $50,000 require
Board approval prior to purchasing. Further, pursuant to Contract C12-2006-AP, Romjue
Advertising & Company (“Romjue”) is required to submit a Task Order for Media Buying,
Marketing and Advertising Services. Attached is Task Order 14 from Romjue in an amount not
to exceed $200,000 to market and promote the Airports.
BACKGROUND:
On December 4, 2012 the Okaloosa County Board of Commissioners (“Board”) entered into
an agreement with Romjue for the provision of media buying, marketing and advertising services
in order to promote the Okaloosa County airports.. On September 16, 2013, the Board approved
the Airports' departmental budget for FY 2013-2014, which included the following line items:
• 4201-548001 for Promotional Activities at VPS in an amount of $300,000; and
• 4220-548001 for Promotional Activities at Bob Sikes Airport in an amount of $7,400.
Historically, Romjue submitted monthly task orders and invoices for media buys. However,
since many of the media vendors utilize a “broadcast calendar” rather than a standard calendar,
this created some confusion in the review and accounting of Romjue’s task orders and invoices.
Unlike a standard calendar, every week in a broadcast calendar starts on a Monday and ends on a
Saturday. Thus, broadcast calendar months have either 28 or 35 days.
Following the suggestion from the Clerk’s Finance Department, we have prepared Task Order
14 which, if approved, would authorize Romjue to perform services and purchase media as
outlined in the attached Marketing Proposal in an amount not to exceed $200,000. A copy of
Task Order 14 is attached along with a summary description of the marketing proposal. Several
Romjue invoices, related to media buys authorized by Task Orders 9 through 13, were rejected
by Clerk’s Finance due to the broadcast calendar discrepancy. If necessary, funds allocated
under Task Order 14 may need to be used to complete payment of these past invoices, as well as
expenses incurred during the month of December 2013 prior to the Chairman’s signature on this
task order.
OPTIONS: Approve/Disapprove
RECOMMENDATIONS:
Approve Task Order 14 with Romjue in an amount not to exceed $200,000 for the purchase of
media intended to attract businesses and additional passengers to Okaloosa County Airports and
pay Task Orders 9 through 13 as well as any expenses incurred during the month of December
2013 until signed by the Chairman.
RECOMMENDED BY:
APPROVED BY:
Ernie Padgett, County Administrator