Okaloosa County BOCC — February 18, 2014 — TO 129 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #: 129 TASK ORDER AMOUNT: _$25,000 OFFERED BY CONSULTANT: Peter Maer Aerts FIRM'S N James Geiger =e PRINTED NAME A> SIGNATURE’ } CFO 2/6/2014 TITLE RECOMMENDED FOR APPROVAL (Department Director) CELA SIGNATURE — 70h Ditedoc Zl TITLE DATE COUNTY ADMINISTRATOR (if applicable) DATE 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 e §=Inexcess of $50,000 approved by the Board. PURCHASING DIRECTOR DATE CHAIRMAN (if applicable) DATE Okaloosa Tourist Development Department (TDD) Collinson, America’s Best Vacations Task Order #129 February 5, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 129 Collinson, America’s Best Vacations TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT ACTIVITIES & DELIVERABLES COST BILLING GENERAL ASSUMPTIONS CONTACT INFORMATION an UE fF Q YN = SIGNATURES DH nna & & W Peter Mayer Confidentia! Okaloosa TDD-- Page 2 1111242v2 Task Order 129 Collinson, America’s Best Vacations 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 magazine back cover designed to target leisure travelers, specifically in the southeastern US. The project will consist of paid media, as well as advertising tactics to support it, and is anticipated to be distributed in April 2014. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. The County approved the Strategic Marketing Plan on November 5, 2013, which included a tine item for “Co-Op Opportunities” in the amount of $285,000. The co-op program is being reevaluated. Additional opportunities are being designed for partner review, and some of the funding is being reallocated to other marketing plan components to make a larger promotional impact for our area. This task order reflects the reallocation of funding from co-ops to leisure for this unanticipated opportunity and will be included in the revised SMP presented to TDC and BCC for approval. The following Task Orders fall within the “Leisure Media” line item: Approved *Task Order 59, Fall Campaign Media Pass Through Costs | $133,203.04 *Task Order 71, Additional Fall Media Pass Through Costs $28,894.13 Task Order 75, Emerald Christmas Campaign | $121,201.31 *Task Order 64, Fall Campaign Aviation Marketing Pass Through Costs $16,500.00 Task Order 68, Fall Campaign Coastal Living Media Pass Through Cost $23,175.00 *Task Order 72, Powerboat Media Pass Through Costs $7,500.00 *Task Order 76, 2014 Media Planning $8,970.00 Task Order 82, Visit Florida Magazine Pass Through $15,995.00 Task Order 88, Co-op, Groups/Conventions/Meetings Media Planning & Purchasing $41,400.00 Task Order 93, Christmas Campaign Satellite Radio $21,930.00 Task Order 94, Emerald Christmas Campaign Digital Outdoor Media Pass Through Costs $20,000.00 Task Order 97, 2014 Media Purchasing $28,750.00 Task Order 98, 2014/2015 Media Planning $21,965.00 Task Order 113, Strategic Marketing Plan, Print Media Pass Through Costs | $533,197.00 Task Order 114, Strategic Marketing Plan, Radio and Digital Outdoor Media Pass Through Costs $50,895.00 Task Order 115, Strategic Marketing Plan Online Media Pass Through Costs | $244,049.00 Task Order 125, Strategic Marketing Plan, Leisure Media Pass Through Costs: Collinson $24,999.00 Task Order 127, Strategic Marketing Plan, Leisure Media Pass Through Costs: Horizons $7,500.00 *Task Orders were approved in the prior fiscal year and this is the amount remaining to be allocated for the 2013/2014 Strategic Leisure Marketing Peter Mayer Okaloosa TDD-- Page 3 Confidential 41111242v2 Task Order 129 Collinson, America’s Best Vacations 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Back cover of the SE issue of America’s Best Vacation In accordance with Contract #C12-2007-TDC, the Agency has attached single source forms for Client review 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. 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 in a task order for Client approval All time for Agency fees associated with campaign production has been provided in a supplemental task order for Client approval 3 COST Summer campaign account 1151-548046 Plan Overview Cost Collinson, America’s Best $25,000 Vacations Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Task Order 129 Collinson, America’s Best Vacations Total $25,000 The cost of this Task Order is not to exceed $25,000. 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. 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 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 Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 Task Order 129 Collinson, America’s Best Vacations [\ 7 SIGNATURES i \ Peter Mayer: \ _ A_A. Date: 2 | \o ky Lr at v i TDD Director: ZEA Date: Z | AY Purchasing Director: Date: County Administrator: Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 2/7/2014 PR No.: Requestor: Peter Mayer Phone No.; 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Collinson Insertion, Task Order 129 Requesting Department's Suggested Vendor: Collinson Media Vendor's A $$: 15 Technology Pkwy. Sth Suite, 250 Norcross, GA 30092 Vendor's Telephone No.,: 678.987.9940 Point of Contact: Thomas Rudderow Sole Source Justification: Leader in the the marketplace to reach target audience and drive best ROI MD lal 4 . . a 1 | U resvering Deperfnen Head Signature Ddte | 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 etal te heke ttt eke ee TT TE STP eee Eee ee re re) ee errr PURCHASING MANUAL - SINGLE SOURCE DETERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: Purchasing Director Signature Date va 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 Tourist Development Department Conflict of Interest Disclosure Certification TO BE USED FOR SOLE-SOURCE ACQUISITIONS INVOLVING MULTI-NATIONAL ENTITIES Peter Mayer Advertising, Inc. (“Peter Mayer”) affirms, to the best of its knowledge, information and belief, that no county employee, elected official, member of the Tourist Development Council nor any business associate or relative of an elected official, as defined in section 112,3143(1), Florida Statutes, has any financial interest, direct or indirect, in the procurement of goods or services by the vendors listed below: Adara Bill Dance Outdoors Burst Media Canadian Traveller Cheap Tickets Collinson Media Destination media Expedia Facebook Food & Wine/Travel & Leisure Google Home Away HomeAway.com Horizons Hotel.com Lamar Oudoor Media Mind Orbitz Pine Ridge Priceline RGM Alliance Rocketfuel Satellite Radio (Sirius/XM) Scripps Southwest Spirit Specific Media US Texas Monthly Travel Zoo Trip Advisor Twitter Virtual Tourist Visit Florida Yahoo -listed vendors were selected solely based on their qualifications, experience, reputation, cost and availabilityjand not due to any actual or perceived relationship these vendors have or may have with any county employee or elected official. Peter Mayer eer Inc. James Geiger Print Name 1.29.14 Date