Okaloosa County BOCC — October 4, 2013 — BP Television Media Pass Through Costs — reading text

TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 111 BP Television Media Pass Through Costs TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $506,026.00 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) ‘4 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 wef te li3 DATE. | ! Okaloosa Tourist Development Department (TDD) BP Television Media Pass Through Costs Task Order #111 November 12, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD BP Television Media Pass Through Costs TABLE OF CONTENTS 1 BACKGROUND & PROJECT ASSIGNMENT .........ccsscsssssssssssssessssssssssscessssesssscsssssssssssssnersesecssossssesereressereseeees 3 2 — ACTIVITIES & DELIVERABLES uu... esssesscessscssessesenssseecseeseseesesssnessscussecsssesesesessssecseeseseserseseeserenererecersessneeses 3 3 COST oe eseessssscossseessrersrsccsessececsersssssssenscsccesscessacosscaseacocsenesscasscassacoresonsenoeseussacnscaensusosssvasacsesconsoeoseesasassseesanasseeses 4 4 BILLING woe ecsseessesrsessosssssnscsecssscscsnsossssesecsesersssesssevorsesssssssaccesacotensesecsesesecessecesssesssessenssesaseconessnsacenecessesseness 4 5 GENERAL ASSUMPTIONS ...........ssssssssecsessesscsessrscsnsesecesscsesssevensesansseneesesesenssonscsonsssessceserseserarecerasseracseaesssessetess 4 6 CONTACT INFORMATION .........cscsssssssssssossensssscsssssevssersenessosssssscorsessrsevstsenssesesessesacstessesseceesecacssesssoessceecenerseeess 4 7 SIGNATURES ...........sssscscsssssosscessecsssesssecsessonssesssenesscecseasescensenssaeseeessecssecesseconecesessusssasseassessarsesssasscossneseseseseesesgenes 5 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD BP Television 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 - a series of branded television ads to run on national cable, YouTube and Facebook. The project, which will run from December 2013 through September 2014, will consist of paid media, as well as advertising tactics to support it. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. 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. The County approved the BP Marketing Plan on November 5, 2013, which included all media pass through items listed below. 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: i. National Cable - :30’s and :25’s will run December 2013 - August 2014 ii. “Getting Away Together” - airs nationally and internally 16x iii. Bill Dance - TV segments, YouTube episodes and Facebook posts, October 2013 - September 2014 iv. Destination TV - commercial spots and segments to run throughout the Southeast in hotel/condo rooms January 2014 - September 2014 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. Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD BP Television 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 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 Plan Overview Cost National Cable $340,000 Getting Away Together $50,000 Bill Dance $55,000 Destination TV $64,026 Total $509,026 The cost of this Task Order is not to exceed $509,026. 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 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD BP Television Media Pass Through Costs 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: Date: Peter Mayer: | \ yw Date: Le let Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2