Okaloosa County BOCC — December 31, 2012 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: December 4, 2012 TO: Honorable Chairman and Members of the Board FROM: Greg Donovan SUBJECT: Approval of Media Buying and Advertising Services Contract DEPARTMENT: Airport BCC DISTRICT: All STATEMENT OF ISSUE: On August 21, 2012, the BCC authorized the county’s Purchasing Department to develop a Request for Qualifications (RFQ) and establish an evaluation committee to review submittals for media buying and advertising services for the Airports Department. The RFQ was issued, proposals were received, and the evaluation committee has completed its review. In accordance with purchasing policies and guidelines, the committee has prepared a recommendation of the top ranked firm, Romjue Advertising & Company, for BCC consideration and approval of a three year contract. BACKGROUND: The BCC authorized a Request for Qualifications (RFQ) at its August 21, 2012 meeting and appointed a five member evaluation committee to review submittals. The evaluation committee was tasked with determining a recommendation for providing media buying, marketing, and advertising services for the Airports Department. The committee consisted of Purchasing Director Richard Brannon, Airports Director Greg Donovan, Deputy Airports Director Mike Stenson, Emerald Coast Aviation President Jonathan Dunn and US Airways General Manager Ed Brinson. Following a thorough review of all proposals the committee unanimously selected Romjue Advertising & Company to provide services for the Airports Department. The proposed three (3) year contract with Romjue Advertising & Company is attached. The proposed contract has been reviewed by Purchasing, Legal, Contract Legal, and Risk Management Departments and includes a “without cause” termination provision with a written sixty (60) day notice by either party and a renewal option. Cost for the service is established at a fifteen percent (15%) commission or $75.00 per hour for non-commissioned services. This action also includes final payment for services incurred under the previous contract in the amount of $41,616.40. The Airports Department has established a $458,500.00 advertising and marketing budget for FY12-13 in order to promote its brand (FLYVPS.COM), support scheduled air service and advertise other commercial products from Northwest Florida Regional Airport (VPS). Promotion of industrial applications and general aviation services at the Bob Sikes Airport (CEW) and Destin Airport (DTS) are also included in the department’s budget. The funding source for all advertising and marketing expenses comes entirely from airport leases, commissions, and fees. The Airports Department is wholly reliant on airport generated revenues, financially self-sufficient, and does not receive ad valorem or general sales taxes. OPTIONS: Approve, Reject, or Table RECOMMENDATIONS: Approve evaluation committee recommendation, award three (3) year contract to Romjue Advertising & Company, authorize final payment under previous contract in the amount of $41,616.40. RECOMMENDED BY: APPROVED BY: James D. Curry, County Administrator