Okaloosa County BOCC — January 8, 2013 — PMA Task Order 8 — reading text

EXHIBIT K TASK ORDER APPROVAL C12-2007-TDC CONTRACT #: 8 (NTE $249,500) TASK ORDER #: OFFERED BY CONSULTANT: Peter Mayer Advertising FIRM’S NAME James Gejge emp PRINTED NAME Kn SIGNATURE CFO 2/1/13 TITLE RECOMMENDED FOR APPROVAL (Department Head /Director) DATE / DATE APPROVED BY OKALOOSA COUNTY (Per Purchasing Policy) SIGNATURE TITLE DATE pM Okaloosa Tourist Development Department (TDD) Media Pass Through Costs Task Order #8 February 1, 2013 Peter Mayer Okaloosa TDD Page 1 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs pM TABLE OF CONTENTS BILLING GENERAL ASSUMPTIONS CONTACT INFORMATION SIGNATURES NY nau f+ Bw VY = Peter Mayer Okaloosa TDD-- Page 2 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass h Through Costs pM 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 - a shoulder season campaign that will aim to drive visitation between Spring Break and Memorial Day 2013. The campaign, which will run from March 2013 to May 2013, 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. Agency fees for Media planning and purchasing for the campaign as well as production to support it, have been provided in a supplemental Task Orders for Client review and approval. 2 ACTIVITIES & DELIVERABLES Services for this task order are itemized on page 17 of the contract and noted as “Paid Media and Pass Through Costs”: Deliverables for Media Pass Through Costs (New Project) 1. In accordance with Contract #C12-2007-TDC, the Agency will fulfill request for proposals for online paid media, with attached single source forms for Client review. The Agency was not able to provide competitive bids 2. Fulfillment of a Client approved Media Plan, presented as a supplemental task order for Client approval 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 in this fiscal year unless otherwise noted in written approval from the Client e Allartwork, 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. Peter Mayer Okaloosa TDD-- Page 3 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs pM 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 e All time for Media planning, purchasing, and reporting of this project has been provided in a task order for Client approval e All time for Agency fees associated with campaign production has been provided in a supplemental task order for Client approval 3 COST Media Pass Through Costs $249,500 The estimated not to exceed cost of this Task Order is $249,500. Agency is authorized to purchase such media on behalf of the Client and proceed with executing the activities set forth in this Task Order. 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 Peter Mayer Okaloosa TDD-- Page 4 Confidential 1111242v2 Okaloosa TDD Shoulder Season Campaign Media Pass Through Costs Ellen Kempner, Management Supervisor/Vice President Peter Mayer Advertising 504.210.1217 kempnere@peteramayer.com Michelle Clarke, Account Supervisor Peter Mayer Advertising 504.210.1287 clarkem@peteramayer.com James Geiger, Chief Financial Officer Peter Mayer Advertising 504.210.1263 geigerj@peteramayer.com pM 7 SIGNATURES / MA eter Mayer: Date: 2//. 3/) 3 ae | Date: zh\ “ cttent: a wn . ] Peter Mayer Confidential Okaloosa TDD-- Page 5 1111242v2 cos'erzs ——_auads eipaw ssv'es uw ean +994 9495 py looses spam oo0'ns oos'ss p05 pue woseas sscees xpow 3ypoes ooo'sts ose'ots ooorons ooo'ees Jooo'ses ooo'ses oos'ers ssooping 23409 T it i T T i i 3NnH0] zo 6 2 yale nw 1 ole oo 6 2 aie as Tore oo. eles ale a 8 wo ei on ae fe te ero t mon} [—aaaaes nny a tT Bunt a TT Lae TRUE PIP ELOZ SINGLE SOURCE PURCHASE DATA SHEET Date: January 30, 2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Bill Dance Outdoors & Saltwater: TV, Digital and Endorsement partnerstip Requesting Department's Suggested Vendor: DMOT Incorporated Vendor's Address; 434 Distribution Parkway, Collierville, TN 38017 Vendor's Telephone No.: 731-772-9962 Point of Contaact:_Carton Veirs Sole Source Justification: Vendor is the only option to produce desired results, as wemdor program is the #1 rated show in its category WA target. Vendor offers multi-media platform and endorsement for one year. Value exceeds investment price by 74%+. 0A dhl Lah L January 3), 2013 REVIEW BY PURCHASING DEPARTMENT VERIFY IF OTHER SOURCES OF SUPPLY MEETSFHIS NEED Vendor #1 Contact: PhonelNo.: Vendor #2 Contact: Phone NNo.: Vendor #3 Contact: PhoneNo.: Buyer Comments: Signature of Buyer Who Reviewed Date Purchasing Services Manager Comments: Purchasing Services Manager Signature Date PURCHASING MANUAL - SINGLE SOURCE DET ERMINATION Comments: Approve: Disapprove: Amount of Purchase: Date: Purchasing 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 19 SINGLE SOURCE PURCHASE DATA SHEET Date: January 30, 2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: RGM Alliance Vendor's Address: 1718 Abbot Kinney Bivd., Venice, CA 90291 Vendor's Telephone No.: 214.551.2420 Point of Contact: Nikki DiBella Sole Source Justification: RGN is a premium travel network that aggregates quality travel inventory from across the web RGM specializes in reaching — with significant disposable income via its network of quality partner sites. VA dv —< Wha January 30, 2013 . Ld . Rageatting Department Head 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: Disapprove: Amount of Purchase: Date: Purchasing 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 SINGLE SOURCE PURCHASE DATA SHEET Date; January 30, 2013 PR No.: Requestor: Peter Mayer Phone No. 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: Expedia Inc. Vendor's Address: 333 108th Avenue NE, Bellevue WA 98004 Vendor's Telephone No.: 425.879.3458 Point of Contact: Eamon Foley Sole Source Justification: Expedia Inc. is a top online travel agency entity. The vendor has a high reach against our target audience. This partnership also incorporates placement within Hotels.com, an Expedia Inc. affiliate that reaches travelers actively seeking out hotel deals and discounts. Cor du wail gi Fm January 30, 2013 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: Disapprove: Amount of Purchase: Date: Purchasing 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 19 SINGLE SOURCE PURCHASE DATA SHEET Date; January 30, 2013 PR No.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: Orbitz Worldwide Vendor's Address: 500 West Madison Street, Suite 100, Chicago, IL 60661 Vendor's Telephone No.: 312.260.8506 Point of Contact: Mark Hansen Sole Source Justification: Orbitz is a top online travel agency that offers strong reach against our online advertising target audience. Orbitz will package and promote travel offers on behalf of Okaloosa Tourism. As A. hy Wha January 30, 2013 Reeytstnig DepartmentHead 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: Disapprove: Amount of Purchase: Date: Purchasing 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 19 SINGLE SOURCE PURCHASE DATA SHEET Date: January 13, 2013 PRNo.: Requestor: Peter Mayer Phone No.: 504.581.7191 Department/Division: Tourist Development Department (TDD) Item Description: Online Media Placement Requesting Department's Suggested Vendor: The Priceline Media Group Vendor's Address; 800 Connecticut Avenue, Norwalk, CT 06854 Vendor's Telephone No.: 203.299.8452 Point of Contact: Holly Lavender Sole Source Justification: Priceline.com is a top online travel agency that offers strong reach against our online advertising target audience. wis with Okaloosa hotels/attractions to package and promote offers/discounts on the client's behalf. OA aif LoAL¢- January 30, 2013 Reqyesting Department Head 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: Disapprove: Amount of