HomeMy WebLinkAboutC34641 - Rmbrsmnt for Ad Placement ----1-\-7- e,
STAFF REPORT
CITY OF PALM DESERT
ECONOMIC DEVELOPMENT DEPARTMENT
MEETING DATE: November 16, 2017
REQUEST: AUTHORIZE REIMBURSEMENT OF $16,875 TO H&L
PARTNERS FOR AD PLACEMENT COSTS RELATED TO FY
16/17
Recommendation
By Minute Motion, approve reimbursement of expenditures to H&L
Partners in the amount of $16,875.00 for a media buy related to FY
16/17.
Background
The City contracted with H&L Partners to provide media buying services in FY 16/17 in
the amount of $400,000. H&L receives and pays invoices for those media buys, and
then bills the City for the expense.
During the year, H&L experienced a turnover in personnel. When the new team was in
place, they conducted an accounts receivable audit and discovered that the City had
never been billed for an ad placed in L.A. Magazine in its February 2017 issue, as
scheduled in the City's approved media plan.
The resulting invoice of $16,875 was paid by H&L to L.A. Magazine in a timely manner,
and Staff now seeks to reimburse H&L for the expense. Staff seeks Council's approval,
because the original purchase order (P.O.) has now been closed, and because this
invoice exceeds the original approved amount of that P.O. by $4,875.00.
The digital portion of the City's media plan can be challenging to predict with precision,
due to the unpredictable response of on-line consumers who are the target of the ad
campaign. Because of this, costs vary and sometimes exceed original projections. That
was the case for FY 16/17, which resulted in the overage mentioned above.
Fiscal Analysis:
Because the original P.O. has been closed, funds for this invoice in the amount of
$16,875 will be drawn from the FY 17/18 budget. Funds are available in Prof-Other,
Account No. 1104417-4309000.
November 16, 2016 — Staff Report
Approval of Reimbursement to H&L
Page 2 of 2
Staff recommends approval of the above motion.
Prepared by: Thomas Soule, Tourism & Marketing Manager
LEGAL REVIEW DEPT. REVIEW FINANCIAL REVIEW CITY MANAGER
N/A
- -tq) t(JH
Robert W. Martin Alvarez Jan Moore Lauri Aylaian
Hargreaves Director of Director of Finance City Manager
City Attorney Economic
Development
VENDOR: H & L Partners
30 Maryland Plaza
St. Louis, MO 63108
ATTACHMENT: H & L Partner Invoice
G`.Econ Development`,Thomas Soule\Staff ReportsStaff Report-H6c1.Budget Overage-2017 docx
• pikN L• 30 MARYLAND PLAZA
ST. LOUIS, MO 63108
314.454.3400
PARTNERS
H&L Partners•30 Maryland Plaza•St.Louis MO 63108•p(314)454-3400•f(314)454-3487
City of Palm Desert INTERNET INVOICE
73510 Fred Waring Drive
Palm Desert, CA 92260 Invoice Number:059340
USA Date :2/28/2017
Page : 1
Client PO:
End Net Commission Bill
Date Amount Amount Amount
Vendor:Emmis Publishing LP
Order:085869-2016-2017 Palm Desert Print
2/28/2017 16,875.00 0.00 16,875.00
Total 16,875.00 0.00 16,875.00
Total $16,875.00
kolancjefe1 Invoice
MAGAZINE
invoice#: 00002270
P.O. Box 101116, Pasadena, Ca 91189-1116 Date: 01/31/2017
Phone(323)801-0037 Fax(323)801-0104 Account#: 00001864
www lamag.com Sales Rep: SOTELO,JENNIFER
Advertiser City Of Palm Desert
H& L Partners San Francisco Your PO#:
Accts Payable Terms: Net 30
353 Sacramento St.
21st Floor
San Francisco, CA 94111-
Amount
Publication: LOS ANGELES MAGAZINE Rate: Freq
Issue: 02/01/2017 Section: Palm Springs
Ad Size: Full page 4 color Caption: 16.875.00
Position: Page#: 85
Colors: 4C
Bleed Included 0.00
Sub Total: 16,875.00
Sales Tax:
Total: 16L875.00
�� �� Less Credits Applied: 0.00
E Balance Due: 16,875.00
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Please return this stub with your remittance
Invoice#: 00002270 Bill To: H&L Partners San Francisco
Date: 01/31/2017 Advertiser: City Of Palm Desert
Account#: 00001864 Balance Due: 16,875.00
Amount Enclosed:
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