Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES CONTRACT WITH THE IMPACT GROUP FOR MARKETING SERVICES FOR THE FIBER TO THE HOME PROJECT IN AN AMOUNT NOT TO EXCEED $54,000.
Brief Description: This contract provides professional marketing, branding, and public engagement services to support the launch and implementation of the City's Fiber-to-the-Home (FTTH) project, ensuring clear communication, effective outreach, customer education, and a cohesive brand strategy for the initiative.
Body
Legislative History
None.
Purpose & Explanation
Staff issued a Request for Proposals (RFP) for marketing and communications services to support the City’s Fiber-to-the-Home (FTTH) project. Several firms submitted responses, which were evaluated by a selection committee composed of the Chief Innovation Officer / IT Director, the Communications Manager, the Assistant City Manager for Finance, Assistant IT Director and the Broadband Business Development Manager.
Proposals were assessed based on experience with municipal broadband or comparable public infrastructure initiatives, demonstrated marketing strategy capabilities, cost, and alignment with the City’s objectives for the FTTH program. After reviewing all submissions and conducting follow-up discussions, the committee identified The Impact Group as the top candidate due to their extensive local government experience, proven strategic communications work, and capacity to support both the launch and long-term engagement needs of the project.
Below is a summary of proposals received:
• The Impact Group - $54,000
Demonstrated strong municipal communications experience, a clear understanding of the FTTH initiative, and a comprehensive plan that included branding, public education, digital asset creation, and stakeholder engagement.
• Kate & Co - $72,000
Offered solid marketing capabilities with notable experience supporting a local broadband operation. However, pricing was significantly higher than other submissions.
• Pivot - $21,250
Although Pivot has served as VBB’s long-standing marketing consultant, the scope of work required for the FTTH initiative exceeds the resources and services this firm can provide.
The Impact Group, a Hudson-based business, offered the most complete and strategic proposal, supported by relevant local experience and the ability to meet long-term communication needs throughout the design, construction, and service-activation phases of the FTTH program.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
X Professional Services
Other
Fiscal Impact
X Currently Budgeted
Supplemental Appropriation Required
Appropriation Not Required.
Does this legislation require use of an emergency clause?
Yes
X No
Recommendation
Suggested Action
Staff recommend that Council approves this authorization for the City Manager to enter into a professional services agreement with The Impact Group for an amount not to exceed $54,000.
Submitted by,
Thomas J. Sheridan, City Manager
Jeffrey Knoblauch, Assistant City Manager, Finance Director
Paul Leedham, Chief Innovation Officer - IT Director