Okaloosa County BOCC — March 18, 2014 — reading text

#C12-2007-TDC, Agency to provide three competitive bids for production of the television spots: o Louis Koerner of Big Storms Films + Revive Media • Ben Orisich of Universal Orlando • Tom Gilserman + Revive Media Recommendation for Selection of Vendor • Production Oversight/ Quality Assurance of the spots • Agency delivery of the final approved spots as well as traffic instructions to the stations based upon the approved, paid media plan Inclusions: • Account Management as covered under the monthly agreement on page 13 of the contract • Strategy and Analytics as covered under the monthly agreement on page 13 of the contract • Creative for new projects as noted in the contract on page 16 are estimated by the hour • Production for new projects as noted in the contract on page 16 are estimated by the hour • Project Management time for new projects as noted in the contract on page 16 are estimated by the hour • 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. • All competitive bids based on production of 1x:30 / 1x:1 5 TV spot for broadcast and website. • Two rounds of Client review prior to approval of the final spot Fxrltisinns: • 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 3 COST Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Packet Pg. 551  Brand Campaign Television Spots Task Order 132 Agency Fees Est. Hours Cost Creative, Production and Project 101 $11,615 Management Account Management, Covered Under Strategy/Analytics, Public Relations, Monthly and Media for Base Services Agreement Total 101 $11,615 Dubs - DG FastChannel Cost Total $2,499 Competitive Production Bids Bid #1: Louis Koerner of Big-Storm Films (Miami, FL) Cost Total $93,000 Bid #2: Ben Orisich of Universal Orlando (Orlando, FL) Cost Total 1 $110,000 Bid #3: Tom Gilserman (New York, NY) Cost Total 1 $80,150 Agency Recommendation The Agency recommends Louis Koerner of Big Storms films. He will work directly with Revive Media (a local vendor) to produce the spots. Although Louis Koerner was not the lowest bidder, the Agency recommends him for the following reasons: • He has the most tourism experience; • His familiarity with the region; • His quality of work is favorable to production requirements; and • After reviewing the reels submitted with his proposal, the Agency and the Client found that he is most capable of shooting the style of campaign best suited for the needs of this project. The cost of this Task Order is not to exceed $107,114 Peter Mayer Okaloosa TDD-- Page 5 Confidential 1111242v2 Packet Pg. 552  Brand Campaign Television Spots Task Order 132 4 BILLING Client wit[ 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 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 ctarkem@peteramayer.com James Geiger, Chief Financial Officer/Vice President Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com 7 SIGNATURES Peter Mayer: TDD Director: Date: Purchasing Director: Date: 3,1j( / 1A- Peter Mayer Okaloosa TDD-- Page 6 Confidential 1111242v2 Packet Pg. 553 Brand Campaign Television Spots Task Order 132 County Administrator j ~~ I ce rel~~ - Date: (if applicable) Board Chairman: Date: (if applicable) Peter Mayer Okaloosa TDD-- Page 7 Confidential 1111242v2 Packet Pg. 554  CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders! proposers, must disclose if any Okaloosa Board of County Commissioner, employee(s), elected officials(s), or if any of its agencies is also an owner, corporate officer, agency, employee, etc., of their business. Indicate either 'yes" (a county employee, elected official, or agency is also associated with your business), or "no". If yes, give person(s) name(s) and position(s) with your business. YES NO/ NAME(S) POSITION(S) -4L-r / FIRM NAME: p BY (PRINTED): BY (SIGNATURE): TITLE: DATE: (/ / ADDRESS: Or', O13 PHONE NO. 'oc cU1O E-MAIL - Packet Pg. 555  BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: March 18, 2014 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Tourist Development Tax FY13 Q4 Update DEPARTMENT: Tourist Development Department BCC DISTRICT: STATEMENT OF ISSUE: As required by F.S. 125.0104(4)(e), Ordinance 12-21, and the TDD Operations & Procedures Manual, the Tourist Development Council (TDC) and Board of County Commissioners (BCC) shall review expenditure reports at least quarterly. BACKGROUND: Fiscal year 2013 fourth quarter expenditure reports were provided by the Clerk’s office and formatted by tourist development department staff into two reports: a summary report by bed tax “penny” and a detailed report by budget line item. The Tourist Development Council approved the draft year-end TDD expenditure reports at its October 24, 2013 meeting; however, the information was never provided to the BCC due to staff transition. Final year-end information is available in the FY13 Comprehensive Annual Financial Report. OPTIONS: Approve or Disapprove RECOMMENDATION: Approve quarterly financial information. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator Packet Pg. 556  3.a.2 Okaloosa Co. TDC Budget Allocations Attachment: Pennies Pie Chart from TDD Website (2192 : Tax Receipt, STR and Expenditures Reports) 1st Penny 3rd Penny Beach, park Convention Center and improvements & other facility operations maintenance, shoreline protection, restoration improvements 2nd Penny 4th Penny Beach, waterway & Debt service for tourist destination construction, facilities improvements; reconstruction or lifeguard services; renovation convention administration center and future improvements 5th Penny Tourism Promotion Packet Pg. Packet 557 Pg. 25  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL Special Assessment Fund $6,644,635 $6,596,059 99.3% $48,576 1st Penny - Tourist $8,715,870 $1,305,738 15.0% $7,410,132 Development Tax Packet Pg. Packet 558 Pg. 26  3.a.3 Attachment: 4th Quarter Expenses - Summary (2192 : Tax Receipt, STR and Expenditures Reports) BUDGET SPENT % SPENT AVAIL 2nd Penny -Tourist Development Tax 30% Administration $1,966,764 $854,373 43.4% $1,112,391 70% Beach, Waterways, $2,621,679 $1,164,494 44.4% $1,457,314 etc. TOTAL 2ND PENNY $4,588,443