August 7, 2023
To: Honorable Mayor and Members of the City Council
From: James Makshanoff, City Manager
Submitted By: Mark Gluba, Deputy City Manager
SUBJECT: AWARD OF CONTRACT TO TRIPEPI SMITH AND ASSOCIATES FOR SOCIAL MEDIA CONSULTANT SERVICES FOR THE CITY OF POMONA RECOMMENDATION:
It is recommended that the City Council:
Award the Communications and Social Media Consultant to Tripepi Smith and Associates for a term of three-years with two one-year renewal options for a total not to exceed $272,967.
Authorize the City Manager, or designee, to execute the agreement and any amendments, upon approval of the City Attorney as to form.
EXECUTIVE SUMMARY: The City’s formal procurement procedure was followed, and a competitive Request for Proposals (RFP) was issued. The lowest, responsive, and responsible bidder was selected. The award of this contract will ensure to continue to tell the Pomona story.
FISCAL IMPACT: The proposed contract with Tripepi Smith and Associates has a compensation schedule of what the contractor shall be paid. An amount of $150,000 was budgeted in the FY 2023-24 General Fund, Administration Department Budget (101-1301-58276-00000) for as needed social media services. The appropriate amounts for future fiscal year will be budgeted accordingly.
PUBLIC NOTICING REQUIREMENTS: In accordance with Section 2-993.1(4)a of the City’s Purchasing Ordinance, a public notice inviting bids was posted on the City’s website on May 2, 2023, and bids were opened on May 23, 2023.
DISCUSSION:
The goal of the RFP was to gain a consultant that can deliver a comprehensive communication strategy that will allow the City to inform and engage residents, businesses and visitors on municipal services, initiatives and city events.
On May 2, 2023, a Request for Proposal (RFP) No.2023-17- “SOCIAL MEDIA SERVICES” was issued on the City’s electronic bidding platform. The solicitation notified 147 potential suppliers, of which 52 suppliers downloaded the RFP, resulting in the City receiving eight proposals, three of which were deemed nonresponsive for failure to meet minimum requirements. The five Companies that submitted proposals are: Trepepi Smith and Associates, Communications LAB, Allegra Consulting, Pivotal Strategies, and Welborn Social Media.
All five proposals met minimum qualifications and were then evaluated on a 300-point scale based on Responsiveness and Compliance, Qualifications, Past Performance, Project Approach and Price Proposal. Tripepi Smith and Associates proposal was selected as the highest-ranking proposal by the Evaluation Committee.
Combined Scores
Social Media Consulting Services RFP No: 2023-17
Rank
Firm
RFP & Cost Evaluation Score
Total Possible Points
300
1 Tripepi Smith and Associates
207
2 Commutations LAB
206.57
3 Allegra Consulting
198.31
4 Pivotal Strategies
169.72
5 Welborn Social Media
166.54
NOTES: An evaluation committee was utilized to evaluate this RFP. Complete scoresheets are on file that include comments regarding the proposals from each firm.
Prepared by:
Mark Gluba
Deputy City Manager