Okaloosa County BOCC — September 2, 2014 — Task order approval form C12-2007-TDC - 152 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: €12-2007-IDC TASK ORDER #: 152 TASK ORDER AMOUNT: $100,000 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM'S NAME James Geiger eevee TATIVE’S PRINTED NAME co CFO 8/11/14 TITLE DATE RECOMMENDED FOR APPROVAL (Department Director) LL Sthuc SIGNATURE TITLE L D2 Ue. vf, hi DATE / EZ, hor COUNTY ADMINISTRATOR (if applicable) 6/2 ofly DATE APPROVED BY OKALOOSA COUNTY (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. Sy stralarak. PURCHASING DIRECTOR 324, tectorat. DATE /22| (4 CHAIRMAN (if applicable) DATE TOURIST DEVELOPMENT DEPARTMENT ATTORNEY APPROVAL FORM CONTRACTOR NAME: PETER MAYER ADVERTISING CONTRACT #: C12-2007-TDC TASK/PURCHASE ORDER #: 152 FY15 SMP Meetings & Conventions TASK/PURCHASE ORDER AMOUNT: NOT TO EXCEED $100,000' 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) LH. 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: SSS —— LYNN, HOSHIHSR& TDD ATTORNEY B24 DATE *The Agency’s authorization to purchase media as stated in this Task Order is contingent upon receiving fully- executed Sole-Source Forms and Conflict of Interest Disclosure Forms/Certification from the Agency. Payments under this Task Order shall not be issued without the necessary form(s). Task Order 152 August 8, 2014 - FY15 SMP Meetings & Conventions Packages Pass Through Costs 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 - a series of meetings and conventions targeted packages to run in various media as part of the FY 2014-15 Strategic Marketing Plan adopted by the BCC on August 19, 2014. The project will run from October 2014 through September 2015 and will consist of paid media as well as advertising tactics to support it. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. Agency fees for related media planning (TO 98) and media purchasing and reporting (TO 142) for the campaign have been provided in previous task orders. The County approved the FY 2014-2015 Strategic Marketing Plan on August 19, 2014, which included a line item for Media Campaign (Fall/Winter, Christmas, Snowbird, Spring/Summer, Non-Seasonal/Niche, Groups, Meetings/Conventions) in the amount of $1,914,775. 1 ACTIVITIES & DELIVERABLES 1. Fulfillment of a Client approved Media Plan/Recommendations, which includes: Meetings Focus $6,500 Collinson $60,200 Plan Your Meetings $5,000 > | CVENT $5,802 Google/Bing-Yahoo Search $6,811 Linkedin $11,962 GSAE-TV $2,025 Christian Meetings & Conventions Assn $1,200 Ad Serving Fees (Sizemek) $500 Total $100,000 2. Media packages negotiated by the agency may include print, email blasts, online banners, and/or other non-print advertising components. 3. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms for Client review. 4. 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 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 _ Task Order 152 August 8, 2014 FY15 SMP Meetings & Conventions Packages Pass Through Costs 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. « 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. Exclusions: e None 2 COST The cost of this Task Order is not to exceed $100,000. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 3 BILLING Client will be billed in accordance with Contract # C12-2007-TDC. 4 GENERAL ASSUMPTIONS The following are general assumptions about the project that affect the timing, scope or cost of the project. 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 * 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 5 CONTACT INFORMATION Elten Kempner, Management Supervisor/Vice President 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer 504.210.1263 geigerj@peteramayer.com Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 . Task Order 152 August 8, 2014 FY15 SMP Meetings & Conventions Packages Pass Through Costs 6 AGENCY SIGNA PORE Peter Mayer: | Am Date: x | \ \u4 Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#152 Requesting Department's Suggested Vendor: Meetings Focus (Stamats Meetings Media, Inc.) Vendor's Address: 615 5th Street SE, Cedar Rapids, IA, 52401 Vendor's Telephone No.: 319-364-6167 Point of Contact: Jennifer Duerksen Sole Source Justification: Premier meeting planner resource for meeting facilities; lead generation for the meetings/conve tions campaign identified in. the 2914/2045 Strategic Marketing Plan adopted by TDG and BCC. \ SZ 08/01/2014 Reavesing petenmen Head Signature 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: Ae Disapprove: Amount of Purchase: Date: B/2Z2] (44 Pure Kasing | 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 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose if any Okaleosa 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 “a NAME(S) POSITION(S) FIRM NAME: Mertings Foc S BY (PRINTED): ‘Tourn tbh BY (SIGNATURE): le Bud _ TITLE: Brandl. Sitrous Mena ses DATE: 62-1 ADDRESS: eis SS Sk Se Coder Cards If S270/ PHONE NO. Bt FG std E-MAIL Tourb- bh @ ms efi s foew Cotten SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requestor: Peter Mayer Phone No. ; 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#152 Requesting Department's Suggested Vendor: Collinson Media Vendor's Address: 15 Technology Pkwy S, #250, Norcross, GA, 30092 Vendor's ia one No.: 678-987-9000 Point of Contact:_Derek Rodriguez Sole Source Just ch Visit Florida partnership (tactic of 2014/2015 Strategic Marketing Plan); print and onl mponents; 12K lead generation rantee. NEA AE 08/01/2014 Mee L7 Requesting Peperimenit ae Signature Date/ 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: AE Oo} 23 (4- Disapprove: Amount of Purchase: Date: BBusdtdorak 8/22 (14. Purch@sihg Director Signature Bate ! 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 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, eic., 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 posifion(s) with your business. YES, wo NAME(S) POSITION(S) FIRM NAME: BY (PRINTED): Riekn Louce U/. BY (SIGNATURE): tech, Were TITLE: Cou vo [lev DATE: 7 17 / i Y ADDRESS: Col\ingn Mebia § fvents \S Tedinoleay Ploy S. She 2S0 PHONE NO. Non ross, A 202 E-MAIL TWnowel\ @ cal \insoame dia. CON SINGLE SOURCE PURCHASE DATA SHEET Date: 8/01/2014 PR No.: Requesfor: Peter Mayer Phone No. : 504.581.7191 Depariment/Division: Tourist Development Department (TDD) Item Description: 2014/2015 Media Plan TO#152 Requesting Department's Suggested Vendor: Plan Your Meeting (Atlanta Metropolitan Publishing) Vendor's Address: 180 Allen Road, Suite 200N, Atlanta, GA, 30328 Vendor's Telephone No.: 404-459-4958 Point of Contact: Debbie Webb Sole Source Justification: Free resource dedicated to smaller corporate meetings and events in destinations outside the country's largest cities. z aN CGAL. 08/01/2014 £7 VPA) — La a Requesting ae Signature Aate 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: 2 Disapprove: Amount of Purchase: Date: Za urttlin al B/2>[ 14 Purchdsilg 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 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 ifs agencies is also an owner, corporate officer, agency,