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March 17, 2026
ITEM TITLE
Agreement: Approve Consultant Services Agreement with Cole Pro Media, Corp . to Provide Community Transparency and Engagement Consulting Services
Report Number: 26-0084
Location: No specific geographic location
Department: Police
G.C. § 84308 Regulations Apply: No
Environmental Notice : The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.
Recommended Action
Adopt a resolution approving a Consultant Services Agreement with Cole Pro Media, Corp. for community transparency and engagement consulting services.
SUMMARY
On October 10, 2025, the City issued a Request for Proposal (“RFP”), seeking competitive proposals from qualified service providers to provide the Police Department with transparency engagement advising services. As a result of the RFP process, the staff recommends approving a consultant services agreement with Cole Pro Media, Corp.
ENVIRONMENTAL REVIEW
The Director of Development Services has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines because it will not result in a physical change in the environment; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA.
Thus, no environmental review is required.
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BOARD/COMMISSION/COMMITTEE RECOMMENDATION
The cost of transparency engagement advising services is included in Measure A Public Safety Expenditure Plan. During its regular meeting held on April 10, 2025, the Measure A Citizens’ Oversight Committee (COC) recommended City Council approval to incorporate the FY 2025 -26 Measure A Public Safety Expenditure Plan into the City’s FY 2025-26 budget.
DISCUSSION
On October 10, 2025, the City posted a Request for Proposal (RFP P14 -2026) to PlanetBids, seeking competitive proposals from experienced and qualified individuals or firms to provide the Police Department with transparency engagement advising services. The main focus is for the Police Department to communicate more effectively with the public regarding public safety and community engagement.
Training, advising, and work product services include:
Focusing on the best ways to handle difficult topics with the c ommunity with a n emphasis on transparency.
Writing high-profile transparency news releases and talking points for Chula Vista Police Department when necessary.
Best practices when dealing with transparency, timelines, key messages, and social media posts. Best practices for handling critical incidents, media related issues, and crisis communicated issues with a strong emphasis on transparency.
Assistance with transparency news releases, transparency social media posts, transparency talking points, and press questions when an incident or situation occurs. Every other month , participate in a communication strategy session , in -person, that focuses on community outreach, particularly on social media with a strong emphasis on social media. Keeping the client up t o date with the best practices and platforms to engage the community in a transparent way.
Teaching Chula Vista Police Department’s social media team the latest trends in social media for transparency.
Teaching the client what types of content to look for, how to capture great pictures and video, and how to write stories in a way that creates community engagement with a strong focus on transparency.
Helping brand larger, long-term campaigns and writing communications plans with an emphasis on transparency.
Assist with video editing for a variety of projects, as needed. Customized public/critical incident messaging training, in-person, for department staff.
During the RFP process, the following three firms submitted proposals:
1. Cole Pro Media, Corp
2. Julie Parker Communications
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3. New Block Digital Agency
An evaluation team, consisting of two Police Captains and one Police Sergeant, reviewed the written proposals regarding their qualifications to provide transparency engagement advising services. After a comprehensive assessment, staff recommends awarding the agreement to Cole Pro Media, Corp.
Cole Pro Media Corp was selected due to their track record in government public relations and excellent reviews from local agencies such as the San Diego Police Department. Cole Pro Media is also trusted by numerous departments across the nation. The consultant will be available seven days a week, including holidays, with representatives on standby for assistance with routine or emergency messaging.
The cost of the transparency and engagement advising services is $3,000 per month ($36,000 annually). The agreement is effective April 1, 2026, through June 30, 2027, and may be extended for up to four additional one-year terms upon mutual agreement of both parties (potentially through June 30, 2031). Each extension may be subject to a cost increase based on either the current San Diego Consumer Price Index or 5%, whichever is greater.
DECISION-MAKER CONFLICT
Staff has reviewed the decision contemplated by this action and has determined that it is not site-specific and consequently, the real property holdings of the City Council members do not create a disqualifying real property-related financial conflict of interest under the Political Reform Act. (Gov. Code § 87100, et seq.) Staff is not independently aware and has not been informed by any City Council member of any other fact that may constitute a basis for a decision-maker conflict of interest in this matter.
CURRENT-YEAR FISCAL IMPACT
If approved, the proposed agreement with Cole Pro Media would authorize consultant expenses of $3,000 per month. For the portion of the new agreement that falls within the current fiscal year (April 1, 2026 through June 30, 2026), this equates to $9,000. These costs are already included in the Police Department’s fiscal year 2025-26 budget for the Measure A Sales Tax Fund.
ONGOING FISCAL IMPACT
If all four agreement extensions are authorized, the table below outlines the not -to-exceed amount for the 63-month term. Each extension may be increased by up to the current San Diego Consumer Price Index and capped at a maximum 5% for each extension. The table below contemplates the maximum increase of 5% after the initial term of this agreement.
Initial Term
Apr 26-Jun 27
Extension 1
FY 2027-28
Extension 2
FY 2028-29
Extension 3
FY 2029-30
Extension 4
FY 2030-31 TOTAL
$45,000 $37,800 $39,690 $41,675 $43,759 $207,923
Costs relating to services provided by Cole Pro Media in subsequent fiscal years will be considered as part of the annual budget development process.
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ATTACHMENTS
1. Consultant Services Agreement with Cole Pro Media, Corp to Provide Transparency Engagement Advising
Staff Contact: Police Sergeant Tony Molina, Police Department Dan Peak, Acting Chief of Police