Okaloosa County BOCC — January 17, 2017 — 1-17 PMA Final Payment — reading text

CONTRACT/LEASE E|LED PAYMENT APPROVALBORMCOCK 1l COMPLETE AND FORWARD TO THE NEXT DEPARTMENT COMPLETED BY DEPAREMENTC[RCUIT COURT OKALOOSA COUNTY pate: 12/27/2016 CRESTVIEW, FL. VENDOR NAME: Peter Mayer Advertising vENDOR # 21300295 CONTRACT/LEASE#: C12-2007-TDC TASK COUNTY/FEMA VENDOR BUDGET INVOICE # ORDER # PROJECT # DEPARTMENT #| ACCOUNT# SRS (If Applicable) (If Applicable) 012054-0000 104 2051000 $ 7,496.56 012054-0000 104 2051000 $ 22,489.69 FY16 expense TOTAL $29,986.25 APPROVED FOR PROGRESS PAYMENT (please sign. as applicable and date) CONTRACTOR'S ENGINEER/ARCHITECT/PROJEET MANAGER: DATE: COUNTY SUPERVISOR/PROJECT MANAGER: DATE: _/ 5/25/& DEPARTMENT DIRECTOR: o 2 DATE: [ /4 Z / g CONTRACTS & GRANT MANAGER: DATE: COUNTY ADMINISTRATOR: DATE: (Payments>$25,000.) FINAL PAYMENT FINAL PAYMENT YESNOI:I (If "Yes", forward to Purchasing Services Cgordinator for Close-Out) DATE: ¢ l S' 1M PURCHASING DIRECTOR: - M N (Per Initial Agreement) DATE: / - é/ 20/ 7 CONTRACTS & GRANTS MANAGER: L4 (All Contracts) DATE: /) // 0// 7 COUNTY ADMINISTRATOR APPROVAL: / / (Per Initial Agreement) DATE: BOARD APPROVAL: (Per Initial Agreement) & [— 1| COMPLETED BY FINANCE - ACCOUNTS PAYABLE ONLY FISCAL YEAR: DATE RECEIVED: REVIEWD BY: TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: FINAL PAYMENT (Inv. 12054) TASK/PURCHASE ORDER AMOUNT: $29,986.69 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) This approval authorizes the goods/work described in the attached Task or Purchase Order to be performed or acquired. LH This approval authorizes the goods/work described in the attached invoice(s) to be processed for payment. APPROVED AS TO FORM AND LEGALITY: S oo LYNN HOSHIHARA DECEMBER 30, 2016 Peter A. Mayer Advertising, Inc. 318 Camp Street New Orleans, LA 70130 Memorandum TO: Ed Schroeder, Director Okaloosa County Tourist Development Department Emerald Coast Convention & Visitors . 1540 Miracle Strip Parkway SE Ft Walton Beach, FL 32548 FROM: Jay Geiger, Director of Finance Peter A. Mayer Advertising, Inc. 318 Camp Street New Orleans, LA 70130 geigerj{@peteramayer.com 504-210-1263 SUBJECT Invoice recap Exhibit B Transition Job Contract #C12-2007-TDC Activities completed from July 1, 2016 - September 30, 2016 Discovery Facilitating transition of assets and files to client Facilitating and providing consultation for migration of website files to new provider Delivered website related documentation to client Transition Distributed files to clent: Marlketing & Media Plans Project working files for traditional and digital marketing Artwork - logos, stylistic assets, photography, etc Social Media - content calendars, assets and source files. Radio and television spots as well as associated spot numbers ISCI codes Usage rights, photographer/videographer, and talent information Passwords for website staging and production environments, email, FB, etc Transferred ownership of domain names, hosting, email licenses and security certificates Assisted with migration of websites to the new hosting environment Budget Status: Time Budget: Project Budget: $ 30,000.00 $ 30,000.00 12054 § 29,986.25 $ 29,986.25 Invoiced to Date: $ 29,986.25 $ 29,986.25 Remaining Budget: $ 13.75 FETER September Charges Invoice Number ; 012054-0000 Okaloosa County Tourist Development Dept Date : 9/30/2016 1640 Miracle Strip Parkway SE Page : 1 Ft Walton Beach, FL 32548 k P - Attn: Ed Schroeder 'QCT 2 ? ’g\%u‘: B Hours/ Quantity Current Job: 006411 - OKAT Transition (OUT OF SCOPE) (USE THIS JOB #) Component: 01 - OKAT Transition (OUT OF SCOPE) (USE THIS JOB #) Strategy Services 7.00 805.00 Media Services 100.50 11,557.50 Creative Services 13.25 1,623.75 Production Services 19.00 2,185.00 Digital Services 17.25 1,983,756 Project Management Services 77.25 8,883.75 Accounting 26.50 3,047.50 Total for Job/Component 29,886.25 Total $29,986.25 ; Peter Mayer Advertising « 318 Camp Street » New Orleans LA 70130 - (504) 581-7191 « (504) 581-2731 Fax ‘ Charlotte Dunworth From; Meredith Parker <ParkerM@peteramayer.com> Sent: Wednesday, December 07, 2016 10:44 AM To: Charlotte Dunwaorth Subject: RE: Transition invoice Hi Charlotte, The accounting team helped facilitate the transition and oversaw the entire process. Accounting was involved to cross check that everything was in its proper place on the server to ensure knowing that all payment would be pending its completion as outlined in Exhibit B. Please let me know if you have further questions. Thanks Meredith From: Charlotte Dunworth [mailto:cdunworth@co.okaloosa.fl.us] Sent: Wednesday, December 07, 2016 6:07 AM To: Meredith Parker <ParkerM@peteramayer.com> Subject: Transition invoice Hi Meredith, I am awaiting confirmation from our marketing director that all items have been received. Please explain how the Accounting hours are directly related to the transition scope of services, | don’t understand how the accounting team would be involved in any of the transition services outlined in Exhibit B of the agreement (attached for reference). Charlotte Dunworth Finance, Administration, & Compliance Manager 250.609.5385 | CDunworth@co.okaloosa.fl.us EmeraldCoasting.com » Find us on Facebook » Visit our blog » PETER MAYER ADVERTISING CONFIDENTIALITY NOTICE: Confidentially, we loathe confidentiality notices. Still, our lawyers tell us they are essential in today's world. That said, please consider yourself confidentially notified that this email and any attachments may contain confidential and privileged information. If you are not the intended recipient, please notify the sender with a i Exhibit B Transition Services in addition to Base Services June 1, 2016 — September 30, 2016 Discovery » Peter Mayer to facilitate transition of all assets and files to Client & Peter Mayer to facilitate and provide consultation for the migration of all website files to the new service provider s Peter Mayer to deliver all website related documentation to Client or authorized agent Transition » Peter Mayer to distribute files to Client, including: Marketing and Media Plans Project working files for traditional and digital marketing Artwork ~ logos, stylistic assets, photography, etc. Social Media — content calendars, assets, and source files Radio and Television ~ spots as well as associated spot numbers ISCl codes Usage Rights, Photographer/Videographer, and Talent Information for purchased or shot photography/videography/audio Passwaords for website staging and production environments, email, Facebook, Twitter, Pintrest, Instagram, Blogs and YouTube Peter Mayer to transfer ownership of domain names, hosting, email licenses and secutity certificates Peter Mayer to assist with migration of websites to the new hosting environment — Peter Mayer duties associated with migration of sites are described as follows: o Website Migration » Provide full list of site, thelr segments, and hosting location/information * Provide access to sites, FTP, and database * Provide access to Rackspace account s Provide creative source files * Deliver source files for emails delivered through Emma, including lists and email templates. Peter Mayer to include In migration any SSL certificates, email addresses, ColdFusion licenses, etc. Actual agency time will be billed on an hourly basis at a blended rate of $115/hr for all agency personnel. Costs not to exceed $ $30,000. Charlotte Dunworth From: Charlotte Dunworth Sent: Tuesday, December 20, 2016 8:49 AM To: ‘Jodi Gates' Subject: RE: TDD Pending FY16 invoices Hi Jodi — aggregated amounts were emailed yesterday morning. Here they are by invoice... 6. o 1472-548010 tnx,{q‘ice'lzostl, ! g 522,489 69 1151-548010 invoice 12054 $10,000.00 1151-548046 invoice 10677 Allegiant Invoice Description 1152.548070. 1172-548070 19440 BLV - June/July 77.913.71 21,015.04 9441 CVG-Junefluly 7061022 19,045.13 9442 FLL-Juneduly 114,568.00 30,901.50 9443 MEM-Juneluly 5080474 13,703.16 9444 OKC-Junefluly 88,507.05 23,872.30 9445 TYS-Junelduy 1996717 5738558 BLV - September 68.828.04 15,867.21 ‘CVG - September. 72.657.70 | 19,597.38 September invoices not yet recelved; amounts based on approved media buy sheets Destin Fire $61,586.00 1152-581210 invoice 783 Charlotte Dunworth Finance, Administration, & Compliance Manager 850.60%.5385 | CDunworth@co.okaloosa.fl.us Emerais onveni 1<m % Visitors Bureau “Top B@fldmmhf_: WS~ LUSA TODAY } EmeraldCoasting.com » Find us on Facebook » . Visit cur blog » From: Jodi Gates [mailta:jgates@okaloosaclerk.com] Sent: Tuesday, December 20, 2016 8:20 AM To: Charlotte Dunworth <cdunworth@co.okaloosa.fl.us> Subject: RE: TDD Pending FY16 invoices tmportance: High Good morning,