Okaloosa County BOCC — March 18, 2014 — reading text

upon adoption by the Board of County Commissioners and shall govern all expenditures for marketing and promotion for Fiscal Year 2013-2014. ADOPTED this _____ day of __________ 2014. BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA By: ________________________________ CHARLES K. WINDES, JR., CHAIRMAN ATTEST: DON W. HOWARD CLERK OF CIRCUIT COURT By: _______________________________ Deputy Clerk Packet Pg. 544  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Approval of Peter Mayer Task Order 132 DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: Request approval for Chairman to sign Task Order 132 titled Brand Campaign Television Spots, contract C12-2007-TDC Peter A Mayer Advertising, in the amount of $107,114 for the production and execution of two new :30 tv spots and two new :15 tv spots. BACKGROUND: The Board approved the revised $2.6M Ad Agency Strategic Marketing Plan on March 18, 2014, which includes a category for “Collateral, Campaign Production, and Visitors Guide” in the amount of $507,115. This category includes funding for television production, specifically two :30 spots and two :15 spots to be shot, edited, and developed to launch in late spring. The Tourist Development Council voted at its February 27, 2014 meeting to recommend approval of Peter Mayer task order 132 titled Brand Campaign Television Spots. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve Peter Mayer task order 132 titled Brand Campaign Television Spots. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 545  TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 132 Brand Campaign Television Spots TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $107,114.00 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) LAA 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 FEBRUARY 26, 2014 DATE Packet Pg. 546  TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-TDC TASK ORDER #: 132 TASK ORDER AMOUNT: $107,114 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James 4eig REPRESENTA E'S PRINTED NAME SIGNATURE VP of Finan 2/25/2014 TITLE DATE RECOMMENDED FOR APPROVAL 4.1 APPROVED BY OKALOOSA COUNTY (Department Director) III (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. SIGNATURE RAW Ak' WENtG DDIRECTOR I R" " 7L)') TITLE DATE DATE COUNTY ADMINISTRATOR (if pplicable) CHAIRMAN (if applicable) DATE k //l,~, Lr ~ DATE Packet Pg. 547 Okaloosa Tourist Development Department (TDD) Brand Campaign Television Spots Task Order #132 February 24, 2014 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Packet Pg. 548  Brand Campaign Television Spots Task Order 132 TABLE OF CONTENTS 1 BACKGROUND Et PROJECT ASSIGNMENT .................................................................. ............................ 3 2 ACTIVITIES Et DELIVERABLES ...........................................................................................................................4 3 COST .....................................................................................................................................................................4 4 BILLING ................................................................................................................................................................5 5 GENERAL ASSUMPTIONS ...................................................................................................................................5 6 CONTACT INFORMATION ..................................................................................................................................6 7 SIGNATURES ........................................................................................................................................................6 Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Packet Pg. 549  Brand Campaign Television Spots Task Order 132 I 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 - Brand television spots that will begin running in the second quarter of 2014. This task order reflects the production and execution of two new :30 spots and two new :15 spots. The County approved the revised Strategic Marketing Plan on March 18, 2014, which includes a line item for "Collateral, Campaign Production and Visitors Guide" in the amount of $507,115. The following Task Orders fall within the "Collateral, Campaign Production and Visitors Guide" line item: Previously Approved *Task Order 17, Website Hosting Platform $3,765.87 *Task Order 27, Viva 500 $19,886.96 *Tas k Order 39, Fall Campaign Production $10,551.25 *Tas k Order 40, Fall Campaign Media Planning + Purchasing $9,315.00 *Task Order 41, Crisis Communications Planning $6,238.75 *Task Order 44, Christmas PR $9,516.25 *Task Order 45, Christmas Media Planning $20,470.00 *Task Order 46, Christmas Media Purchasing $23,000.00 *Task Order 56, Brand TV Media Planning and Script Development $20,613.75 *Task Order 61, Fall Campaign Additional Media Planning Costs $3,450.00 *Task Order 66, Emerald Christmas Campaign Execution and Production; Print & TV $20,585.00 *Tas k Order 67, Fall Campaign Print Production $805.00 *Task Order 70, Meetings & Conventions Production $5,405.00 *Task Order 73, Emerald Christmas Campaign Execution and Production; Online Banners $15,036.25 Task Order 83, Very Emerald Christmas Event Development $5,750.00 Task Order 85, Christmas Collateral Production $5,458.69 Task Order 86, Christmas Radio Production $6,200.00 Task Order 87, Christmas Social Sweeps $14,432.00 Task Order 89, Brand Demo $2,475.00 Task Order 91, Christmas Online Shopping $8,050.00 Task Order 100, Campaign Production $36,225.00 Task Order 101, Website Hosting May - September $2,775.00 Task Order 102, Emerald Christmas Campaign Additional Decal Production $1,630.50 Task Order 103, Fall Christmas Campaign Social Media Contest Fulfillment $2,400.00 Task Order 104, Spring/Summer Public Relations $24,945.00 Task Order 106 Brand Campaign TV Production $42,250.00 Task Order 108, A Very Emerald Christmas Press Conference Deliverables $1,221.05 Task Order 123, Brand Campaign Radio Production $10,450.00 Task Order 128, Brand Campaign Radio Production $7,329.00 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Packet Pg. 550 Brand Campaign Television Spots Task Order 132 2 ACTIVITIES & DELIVERABLES Services for this new project as covered under the base monthly agreement are noted in the Inclusions section of this document. New Projects that fall outside of the monthly agreement as noted in the contract on page 16 are outlined as follows: Television Development and Production • Shooting for two days • Production of two :30 television spots and two :15 television spots • National buyout for 6 months • One voice announcer with needle drop music • In accordance with Contract