Okaloosa County BOCC — June 3, 2014 — Peter Mayer TO 75 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #:75 “Revised hw - TASK ORDER AMOUNT: $203,725 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME lanes ger “wee PRINTED NAME nR—™. SIGNATURE Vv CFO 05/14/14 TITLE RECOMMENDED FOR APPROVAL (Department Director) SZ Eka SIGNATURE TDD De DATE Su, L/ Zz. flo COUNTY ADMINISTRATOR (if applicable) <Shzfe TITLE DATE DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e Inexcess of $50,000 approved by the Board. ol PURGAASING DIRECTOR Za Federal S/2ii4 DATE CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 75 REVISED 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) LIA. This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. H. This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: tees MAY 17, 2014 Okaloosa Tourist Development Department (TDD) Emerald Christmas Campaign Media Pass Through Costs Task Order #75 REVISED September 20, 2013 May 14, 2014 REVISED Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Emerald Christmas Campaign a Media Pass Through Costs Task Order 75 REVISED TABLE OF CONTENTS BACKGROUND & PROJECT ASSIGNMENT... GENERAL ASSUMPTIONS. CONTACT INFORMATION SIGNATURES assess ssiscenaceat senincadavassanavensvcassnanuncntabsevasaahbavissscesspesuttaeasis¥iitaanstdihendabattestv casos dseadtnecb tea BectauaeTaabaaaates 5 ana uu fF BW NY Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD Emerald Christmas Campaign Q Media Pass Through Costs Task Order 75 REVISED 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 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: e Regional Magazines - Full page 4 color ads in 16+ Feeder markets e 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 Print packages negotiated by the Agency for regional magazines full page ads may include email blasts, online banners, and other non-print advertising components. 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 e 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 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD Emerald Christmas Campaign a Media Pass Through Costs Task Order 75 REVISED Client upon acceptance, subject to any third party, rights and the Agency’s ownership of any Code. Exclusions: e 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 ina 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. Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD Emerald Christmas Campaign f Media Pass Through Costs Task Order 75 REVISED 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 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 eae A 7 SIGNATURES [| \ Peter Mayer: L ! adlincad Date: 5 [ w|i, Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: September 20,2013 PR No: Requestor: Peter Mayer Phone No,; 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: — WMJJ-FM (Adult Contemporary) Requesting Department's Suggested Vendor: Clear Channel Vendor's Address: 500 Beacon Pkwy West, Suite 400/ Birmingham, AL 35209 Vendor's Telephone No.; 813-989-2934 Point of Contact: Dottie Rosano Sole Source Justification: Vendor has a 70% composition of the target and is a consistent top 10 station. it has a str ‘male and female listenership ET, MO wie gp a 9 fol, fo inate Hedd eee Date yaa pal esmavnen cud de centuncdgh subthancreciethetMeac 5 EVV, .nocsecceveeneseese A/G. REVIEW URCH G 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: | it Disapprove: Amount of Purchas Date: OF 24-19 Purchasing Director Signature Date Revised - 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 69/04/07, 03/03/08, 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: Siate Nets Radio Networks Vendor's Address; 2601 Northwind Drive Richmond, VA 23233 Vendor's Telephone No.: 972.931.1099 Point of Contact: Judy Burs Sole Source Justification: Vendor represents a collection of several statewide radio networks, They are the only vendor who sells the WHA network inventory Vendor provides coverage throughout the state at an efficent CPM 24th set I Requésting Department Head Signature G Date 9 he se eaiaas sini pale “peak See Ie YAH !3 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 P Date: OA. 24017 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: Texas Monthly Magazine - November Full Page 4C insertion Requesting Department's Suggested Vendor: DMOT 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 yj, Pp, Ute thip ad Wa 3 : BSPBS 0-2 = Regfesiahepatien ign senawe ” ff. OD ayaae paeh Pate Fa4//3 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 Purchase) Date: li OF-L414 Purchasing Director Signature Date Revised — 11/9/98, 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; DMOT Incorporated Vendor's Address: 110 Veterans Blvd, 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 Wa Wecolee ca nile GLa lr n ing D t 4 x ~ J P He aes ALLY oul oe 2 OD apare Soke Pate... /3 REVIEW