Okaloosa County BOCC — August 16, 2016 — Media Planning Services RFP — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: August 16, 2016 TO: Honorable Chairman and Members of the Board FROM: Ed Schroeder SUBJECT: Media Planning Services RFP DEPARTMENT: Tourist Development Department BCC DISTRICT: 2,4,5 STATEMENT OF ISSUE: Request approval to issue a Request for Proposals (RFP) for media planning services effective January 1, 2017. BACKGROUND: Peter Mayer’s media planning responsibilities terminate on September 30, 2016. Due to in-house marketing position vacancies for most of the current year, a media plan has not yet been developed for FY 2017. On August 2, the Board authorized Romjue Advertising to place media during October - December 2016 mirroring what was vetted by Peter Mayer and approved by the County for the same time period last year. Staff requests authorization to issue a RFP to develop a media plan to position the Emerald Coast as the primary tourist destination on the northern Gulf Coast. This would include, but is not limited to, development of media strategy and campaigns, media planning, evaluation of media campaigns, and maintaining and sharing knowledge based on best practices. The successful respondent would provide media insertion orders to the County for signature and issuance of purchase orders to media vendors. A draft scope of services is attached. Additional discussion with purchasing staff will occur prior to issuance of the RFP, and the purchasing department will vet review committee members and handle all procurement processes. These services would be for media to be in market effective January 1, 2017. To garner the most responses and obtain the best services at the best price, staff recommends a two-year initial contract term. This also provides for continuity as a new marketing team is put into place. The following RFP review committee members are proposed: Deputy Director of Sales & Marketing; TDD Finance, Administration, & Compliance Manager; Airports Financial Manager; and a member appointed by the Tourist Development Council at its August 25 meeting. A recommendation from the TDC is not required to seek Board approval to issue an RFP. However, this item will be presented to the TDC for informational purposes as part of the marketing update at its August 25 meeting. OPTIONS: Approve or Disapprove RECOMMENDATION: Issue a Request for Proposals (RFP) for media planning services and appoint the aforementioned members of the review committee. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator