Okaloosa County BOCC — August 19, 2014 — Peter Mayer Task Order 145 $9,500.00 073014 — reading text

TASK ORDER APPROVAL FORM CONTRACT #: C12-2007-IDC TASK ORDER #:_145 TASK ORDER AMOUNT: § 9,500 OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S NAME James Geiger REPRESENTATIVE'S PRINTED NAME Ss OB (0: Tenes (pers SIGNATURE CFO 7/29/2014 TITLE DATE RECOMMENDED FOR APPROVAL APPROVED BY OKALOOSA COUNTY (Department Director) (Per Purchasing Manual) e $25,000 or less approved by Purchasing Director e Between $25,001 and $50,000 approved by Purchasing Director and County Administrator e In excess of $50,000 approved by the Board. EL kihuwedir Au tolerek SIGNATURE PURCHASING DIRECTORZan tector: TAP Dw BIL l4 TITLE DATE rel DATE feo lid / COUNTY ADMINISTRATOR (if applicable) CHAIRMAN (if applicable) DATE DATE Task Order 145 July 25, 2014 Funway Holidays 1 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 - advertising with Funway Holidays International Inc. in order to reach the UK market. This task order reflects the Paid Media hard (pass through) costs for the campaign as noted on page 17 of the contract. Agency time associated with this project is included in base services. Services performed under this task order will be completed no later than Spring 2015. The County approved the consolidated Strategic Marketing Plan on May 6, 2014, which included a category for Promotional Reserve in the amount of $150,061. Funding in the amount of $37,194 is available for appropriation. This use of promotional reserves will be presented to the BCC on August 5 and TDC on August 28 (July TDC meeting was cancelled). 2 ACTIVITIES & DELIVERABLES 1. Fulfillment of Client approved Media Plan/Recommendations which includes: Funway Holidays International e Inclusion in the Funway Holidays Florida Beaches Brochure e Inclusion on the myamericaholiday.co.uk website 2. In accordance with Contract #C12-2007-TDC, the Agency has attached single source and conflict of interest forms forms as applicable for Client review 3. 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 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 e 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 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 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Task Order 145 July 25, 2014 Funway Holidays 3 COST External Costs Vendor Cost Advertising Funway Holidays International, Inc. $9,500 Total $9,500 The cost of this Task Order is not to exceed $9,500. 4 BILLING Client will 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: 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 e 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 6 CONTACT INFORMATION Ellen 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 7 AGENCY SIGNATURE Peter Mayer: I ee OlE/LO: Lames Date: T1234 Geiser Peter Mayer Confidential Okaloosa TDD-- Page 2 1111242v2 SINGLE SOURCE PURCHASE DATA SHEET Date: 7/29/2014 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Funway Holidays/Task Order 145 Requesting Department's Suggested Vendor: Funway Holidays International Inc. Vendor's Address: Third Floor, Northside House, 69 Tweedy Road, Bromley, Kent. BR1 3WA. England Vendor's Telephone No.: +(44)(0)20 8461 6891 Point of Contact: Melissa Tilling Sole Source Justification: The 2014 & 2015 Discover Florida Beaches Project is an opportunity only available through Funway Holidays Intemational inc. (FHI) isthe leading independent wholesale tour operator from the UK to the USA. The opportunity in only available to 8 Florida CVBs and will allow the Emerald Coast to reach travelers form the UK through a dedicated Florida Beaches Campaign. ——— OlB/0 Soames bisa 7iesre014 ZL 2 Wa if Requesting Department Head Signature hhh ate 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: sole Disapprove: Amount of Purchase: Date: Bf | 14 Date |” g Director Signature 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 19 CONFLICT OF INTEREST DISCLOSURE FORM For purposes of determining any possible conflict of interest, all bidders/proposers, must disclose fF any Okaloosa Board of County Commissioner, employee|s}, elected officials(s}, or if any of its agencies js 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". Hf yes, give person(s} name(s) and posilion{s} with your business. f YES No NAME(S) POSITION(S) FIRM NAME: Funwer HOLbATS Ww BY (PRINTED): HEUISSA “Tint init. = BY (SIGNATURE): ~ TITLE: Peoouc%ks COMMER. TARECORL, DATE: ADDRESS: News DE He Sup Neck, 6" weap goth RRertuey BRI, UK PHONE NO. M4 ZO SY¢SGl GRA i E-MAIL miillin aS Aunway Co.v