Marketing Services for Velocity Broadband

INFORMATION TECHNOLOGY 1140 Tere x Road Hudson, Ohio 44236 (330) 342-9541
R F P
EQUEST OR ROPOSAL
For
Marketing Services for Velocity Broadband
For the City of Hudson
Summit County, Ohio
Proposals accepted until Monday, March 30, 2026, at 4:00 PM Local Time
Contents:
* General Proposal Information and Requirements
* Proposal Format
* Example of the Valuation and Selection Criteria
* Appendix A - Scope of Services
* Appendix B - Standard Consultant Agreement
Prepared by: City of Hudson
Dated: March 13, 2026

General Proposal Information and Requirements
A. Project Introduction
The City of Hudson is seeking proposals from qualified marketing firms to support the continued growth
and community adoption of Velocity Broadband, the City's municipally owned fiber internet service.
Velocity Broadband currently delivers high speed, reliable fiber connectivity to more than 500 customers
and has become a critical component of Hudson's modern infrastructure. Building on this success, the City
is now expanding the network to serve all non-fibered residential areas over the next three years, bringing
Fiber to the Home (FttH) service to the entire community.
To ensure the success of this expansion and to strengthen Velocity Broadband's brand presence across both
business and residential markets, the City of Hudson (City) is issuing this Request for Proposals (RFP) for
comprehensive marketing services. The goal of this RFP is to identify an experienced marketing partner
capable of developing and executing strategies that increase awareness, support customer acquisition, and
promote the value of our city-owned fiber network. The selected Consultant will help shape messaging,
outreach, and engagement efforts as we extend this critical service to every corner of Hudson.
B. Background
The City of Hudson is a full-service municipality located in northern Summit County, Ohio, encompassing
approximately 25 square miles with a population of roughly 22,500 residents. While primarily a residential
community, Hudson also includes a diverse mix of commercial, retail, office, and light industrial areas.
In addition to operating its own electric, water, and fiber utilities, the City maintains a dedicated
Communications Department responsible for citywide messaging, branding, and public engagement. The
selected Consultant will work closely with both the Communications team and Velocity Broadband staff to
support coordinated marketing, outreach, and promotional activities that align with City standards and
effectively advance the objectives of the Velocity Broadband program.
C. Issuing Department
The City of Hudson IT Department prepared the RFP for this project. Questions relating to its contents or
requirements shall be addressed to Mr. Paul Leedham, CIO - IT Director; at pleedham@hudson.oh.us or
(330) 342-9541.
D. Consultant Qualifications
All prospective consultants must clearly demonstrate and document the following minimum criteria:
The Consultant and sub-consultants must have at least ten years of professional experience in conducting
marketing services for organizations like the City of Hudson. Preference will be given to those with
experience in Fiber to the Home (FttH) or other public utilities.
E. Consultant Responsibilities
The Consultant shall be capable of providing all the professional services as described under the Scope of
Services in Appendix- A and maintaining those capabilities until the project is successfully finished.
F. Completeness of the Proposal
The contents and commitments in the proposal shall remain firm for one year from the submittal due date.
G. Scope of RFP
The scope of this RFP includes the development and execution of a comprehensive marketing strategy to
support the continued growth of Velocity Broadband and its expansion into Hudson's residential market.
The selected Consultant will work closely with City staff to evaluate current branding, messaging, outreach
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efforts, and customer engagement practices. This includes reviewing existing materials, identifying
opportunities to strengthen market presence, and shaping unified messaging that resonates with both
business and residential audiences.
The Consultant will be responsible for creating a cohesive marketing plan that may include brand
refinement, campaign development, digital and print advertising strategies, social media engagement,
website content recommendations, and community-focused outreach initiatives. Additional activities may
involve market research, competitive analysis, audience segmentation, and the creation of promotional
assets to drive awareness and adoption as the network expands citywide.
The engagement will conclude with a comprehensive marketing strategy and implementation roadmap,
including recommended campaign timelines, messaging frameworks, creative concepts, performance
metrics, and guidance for ongoing communication efforts as Velocity Broadband extends fiber service to
every home and business in Hudson.
H. Scope of Services
The expected work to be performed by the Consultant is described in Appendix-A under Scope of
Services.
I. Project Schedule
The anticipated duration of this project is approximately 3 to 4 years, depending on scheduling, resource
availability, and coordination requirements. For the purposes of this RFP, the City is seeking a Consultant
to provide marketing services on an annual basis for the duration of the Fiber-to-the-Home (FttH) project.
J. Responses
One (1) electronic version of the Consultants Proposal (PDF Format) shall be submitted to the City, Attn:
Mr. Paul Leedham, CIO - IT Director at: pleedham@hudson.oh.us by 4:00 P.M. local time, Monday,
March 30th, 2026.
No proposals will be accepted after the above date and time.
K. Acceptance of Proposal Content
The completeness and content of the proposal will be the basis for the initial evaluation. Further
information, as required, including the possible interview of one or more of the Consultants, the
thoroughness of the consultant's proposals may serve in the final decision of the recommended Consultant.
L. Contract
A formal contract will be entered into with the recommended Consultant and the City once City Council
has approved the selection. The approved Consultant will be required to sign the City of Hudson -
Standard Consultant Agreement. (See attached - Appendix B)
M. Consultant Compensation Reimbursement
After the execution of the contract with the selected Consultant, the City of Hudson will conduct the
compensation reimbursements in accordance with the following guidelines:
1. The Consultant shall keep records of the hours spent on this project by task and by employee
classification, dates and along with all direct expenses. These records shall be made available for
audit by the City of Hudson at the time of each invoice submittal during the course of the project.
2. Invoices submitted by the Consultant shall be in a format approved by the City of Hudson and
consistent with the present policies of the City. The City will not be subject to any type of late
fees or penalties associated with any invoice submitted as part of this project. Failure to comply
with this provision will serve as cause for termination of the contract. The approved purchase
order number shall be on all invoices. Note that billing on a percent complete basis is NOT
acceptable. Only actual hours worked, agreed billable unit of measure, and reimbursable
expenses shall be valid costs incurred.
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3. The type of compensation for this project shall be in accordance with the information found in the
section identified as Fee in Part II, Proposal Format.
N. Rejection of Proposals
The City of Hudson reserves the right to reject any and all proposals received as a result of this RFP, or to
negotiate separately with any source whatsoever, to serve the best interests of the City. Failure to provide
all requested information in the format stated below may serve as cause for rejection of the proposal.
O. Incurred Costs
The City of Hudson will not be liable for any cost incurred by the Consultant for any work performed
during this proposal process and including the executing of a contract, prior to the execution of a contract
for professional services.
Proposal Format
A. The proposal shall be simple to follow and understand and in an 8 12 " by 11" PDF format. The text shall be
concise, complete, and clearly written. All responses shall be the property of the City and will not be
returned. During the evaluation process, the City reserves the right to request additional information or
clarification from the consultant if needed.
B. Consultants shall be evaluated based on the following submitted information:
1. Cover Page and Background
Provide a brief and concise history of the consulting firm listing corporate officers, total years in
business, general experience and specific capabilities that relate to this project. State the location
of the office in which each component of work for this project will be accomplished. This shall
include engineering, consulting, design, specification development, project supervision and any
other services necessary to complete this project. If different offices will be utilized for different
components, that must be clearly stated within the proposal. Include the name, address, phone
numbers and email address of the consultant(s) offices. (1 page maximum)
2. Insurance
Provide proof that the Consultant currently has the following insurance: (a) Workmen's
Compensation Insurance, (b) Professional Liability Insurance (Errors and Omissions) of not less
than $1,000,000 and (c) Comprehensive Public Liability Insurance of not less than $2,000,000.
The consultant shall maintain during the course of the project, until acceptance by the City, the
insurance components noted above. (1 page maximum)
3. Related Project Experience
Provide descriptions of at least three (3), but no more than five (5), current or previous marketing
projects your firm-or the individuals proposed for this engagement-have completed that are
comparable in scope, scale, and complexity to this project. Projects involving broadband services,
telecommunications, municipal utilities, or large-scale community outreach initiatives are
preferred. Ideally, the referenced projects should be located within 125 miles of the City of
Hudson, Ohio.
For each project, the Consultant shall provide a client contact who can speak to the firm's
performance. Please include the contact's name, organization, mailing address, email address, and
phone number.
4. Understanding of the Project
The statement of understanding shall be concise, complete and shall be based upon the
requirements of the RFP. The Consultant shall include the nature of services your firm is
proposing for the project and any concerns or innovative resources which may be anticipated. Any
tasks the Consultant listed in the Understanding of the Project that the Consultant feels are
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missing in this RFP, but required for the completeness of the project, shall be detailed in a separate
fee schedule. (3 pages maximum)
5. Schedule
The Consultant will provide marketing services on an annual basis for the duration of the 3- to
4-year Fiber-to-the-Home (FttH) project. Throughout the engagement, the Consultant will
collaborate regularly with City staff to support ongoing marketing needs, campaign execution, and
community outreach activities. Standing check-ins will be held at a mutually agreed-upon
frequency-typically monthly or bi-weekly-while active work is underway. During periods with
limited assigned activity, periodic email updates will be sufficient. At times, and with advance
notice, the Consultant may be requested to present campaign concepts, progress updates, or
completed work to project stakeholders.
6. Fee
Provide a per unit Not-to-Exceed fee represented as per hour for each item in the Scope of
Services shall be provided as a part of the Proposal. Note: The name of each sub-consultant
proposed for this project shall be listed separately under the direct expense section along with the
proposed Not-to-Exceed fee for that sub-consultant. All project invoices shall ONLY be submitted
from the Lead Consultant that the City enters into an agreement with. All mileage reimbursements
to and from the project site or project meeting location within the City of Hudson shall be limited
to 25 miles each way. (2 pages maximum)
7. Management Summary
Briefly address the Consultant's project management, innovative methods, and previous
experience with similar projects. The proposal shall include previous marketing experience,
technical capabilities, staffing capabilities, staff availability, quality control, and assurance, project
costs and performance on previous projects listed change orders, and meeting the attached project
schedule. (1 page maximum)
8. Additional Information
The submission of additional pertinent information beyond the requirements of this RFP is
acceptable but shall be limited to one (1) 8 1/2" by 11" page. This makes the maximum number of
pages to be submitted including the cover letter to be no more than twelve (12) total pages.
C. The Proposal shall designate a prime contact or Project Manager for the Consultant on this RFP and
project, who shall have intimate knowledge of the project details, through whom the City of Hudson may
communicate through the course of the project. This shall include questions concerning all aspects of the
project, including the Consultant's invoices and the status on all design items in the project.
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Example of the Valuation and Selection Criteria
Criteria Weight Scoring Guideline
Evaluates the proposer's experience developing and executing marketing strategies
Relevant Marketing for broadband providers, telecommunications, municipal services, or large
Experience & 25% community based initiatives. Higher scores will be awarded to firms with
Qualifications demonstrated success in both business and residential market outreach, brand
development, and fiber to the home (FttH) campaigns.
Assesses the clarity, creativity, and effectiveness of the proposed marketing
Strategic Approach & strategy. Strong proposals will include well defined methodologies for brand
30%
Methodology positioning, campaign development, digital engagement, audience segmentation,
and measurable outcomes that support Velocity Broadband's multiyear expansion.
Measures the quality and clarity of the proposer's communication plans, reporting
Communication,
process, and stakeholder engagement approach. Proposals should outline how
Engagement & 15%
progress updates, performance analytics, creative concepts, and campaign materials
Deliverables
will be presented and delivered.
Consider the overall value of the proposal in relation to cost. Competitive,
Cost & Value 20% transparent pricing that aligns with the scope, duration, and deliverables of a
multi-year marketing engagement will receive higher scores.
Evaluates the proposer's ability to support the City on an annual basis throughout
Availability & the 3-4-year FttH project. Preference will be given to firms demonstrating
10%
Long-Term Support flexibility, reliable availability, and capacity to adapt to evolving marketing needs
as the project progresses.
The City has the option to revise rating criteria at its discretion.
The City may request an oral interview of any respondents prior to the final scoring and selection. In the event an
oral interview is performed, the consultants will be provided advanced notice of three (3) working days. Meeting
shall be virtual style meetings.
The City reserves the right to amend the terms of this RFP, to circulate various addenda, or to withdraw the RFP.
Governing Law and Venue
In the event of any litigation, the submittal documents, specifications, agreement, and related matters shall be
governed by and construed in accordance with the laws of the State of Ohio. Venue shall be with the appropriate
state or federal court located in Summit County, Ohio.
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Appendix A: Scope of Services
The Consultant shall provide tailored services that include, but are not limited to, the following:
1. Marketing and Promotion Services
1.1 The Consultant will develop and maintain a comprehensive Velocity Broadband brand style guide to
ensure consistent, cohesive, and professional marketing and branding across all platforms and materials.
1.2 The Consultant will design, produce, and coordinate the distribution of physical marketing materials,
which may include postcards, flyers, mailers, door hangers, and similar items intended to support business
and residential outreach efforts.
1.3 The Consultant will create graphics, artwork, copy, and other digital assets for use in email campaigns,
online advertisements, and website placement. This includes materials designed to support the ongoing
Fiber to the Home (FttH) rollout.
1.4 The Consultant will develop concepts, graphics, scripts, and supporting content for promotional videos.
This includes assisting with creative direction and coordination of video production as needed.
1.5 The Consultant will assist in identifying, coordinating, and producing written testimonials and video
content for customer spotlights and success stories.
1.6 The Consultant will support the design, content creation, and artistic direction of the Velocity
Broadband website and any associated digital platforms to enhance user experience and audience
engagement.
1.7 Additional promotional strategies or materials may be proposed by the Consultant if they demonstrate
clear value to the overall marketing effort, subject to approval by the City.
1.8 All marketing activities will be aligned with the products, services, and value propositions of Velocity
Broadband.
1.9 The Consultant will work with the City to establish, track, and report on performance metrics to
evaluate the effectiveness of marketing activities, campaigns, and outreach efforts.
2. Contract Duration and Meetings
2.1 The Consultant will provide marketing services on an annual basis throughout the anticipated 3- to
4-year duration of the Fiber-to-the-Home (FttH) project. Annual renewals will be subject to performance
and available funding.
2.2 The Consultant and the City shall hold regular meetings-typically bi-weekly, unless otherwise
agreed-to review progress, discuss upcoming campaigns, and coordinate deliverables. Meeting schedules
may be adjusted with a minimum 48-hour notice.
2.3 The Consultant will collaborate with the City to develop a 12-month marketing plan for each contract
year, detailing proposed campaigns, schedules, target audiences, and anticipated deliverables.
3. Marketing Plan Components
3.1 Each proposed marketing promotion shall include a detailed description, target audience, and timeline
for execution.
3.2 Sample concepts, draft designs, or mockups shall be provided to illustrate how each promotional asset
will be developed and used.
3.3 The Consultant shall provide recommendations on quantities and formats for printed and digital
materials to effectively reach target audiences within the community.
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3.4 If additional items, services, or resources outside the scope of this contract are required to support a
promotion, the Consultant must submit requests for approval before procurement or production.
3.5 In partnership with the City, the Consultant will deliver a minimum of two promotions per month.
Promotions may be segmented or combined as appropriate to ensure equitable reach and consistent
communication across Hudson's business and residential audiences.
3.6 All marketing materials, campaigns, and public-facing content must be reviewed and approved by the
City prior to release.
4. Work Volume and Performance Expectations
4.1 The City does not guarantee any specific volume of work during the contract term. Work assignments
will be issued as needed, and the City will be the sole judge of the adequacy and completeness of tasks
performed.
5. Protection of Public and Private Property
5.1 If the Consultant performs any on-site activities-such as installing promotional materials or
conducting fieldwork-they must take appropriate care to avoid damage to public or private property. Any
damage resulting from Consultant activities shall be the responsibility of the Consultant.
6. Invoicing and Unit Pricing
6.1 All invoices must include detailed documentation of work performed, including:
* Date of service
* Description of each item or task
* Hours spent per task
* Total hours billed
6.2 Invoices shall be submitted electronically to the City or designated representative.
6.3 The Consultant shall propose an hourly rate for services under this contract.
6.4 The estimated level of effort for this engagement is approximately 300 hours per year; however, actual
hours may vary based on project needs.
Attachments provided to the Consultants for information purposes to use for their proposals:
1. City of Hudson Standard Consultant Agreement (Appendix B).
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AGREEMENT FOR PROFESSIONAL IT CONSULTING SERVICES
BETWEEN THE CITY OF HUDSON AND <<CONSULTANT NAME>>
THIS AGREEMENT for Professional Consulting Services, (together with the attachments hereto, which are
incorporated herein, i.e., Attachment A - CONSULTANT'S Proposal, and, Attachment B - OWNER's Request for
Proposal, collectively the "Agreement") dated and effective as of DATE (the "Effective Date"), is hereby made and
entered into by and between the City of Hudson, a municipal corporation, (hereinafter "OWNER") having a place
of business located at 1140 Terex Road, Hudson, Ohio 44236, and <<Consultant Name>> (hereinafter
"CONSULTANT") having a place of business located at <<ADDRESS>>. OWNER and CONSULTANT may
hereinafter be referred to individually as a "Party" and collectively as the "Parties".
The OWNER agrees to engage the CONSULTANT to furnish consulting services (the "Services") as outlined in
Attachment A, Scope of Work, related to the Fiber-to-the-Home ("FTTH") project in Hudson, Ohio (hereinafter
"THE PROJECT") in an amount of $xx. The CONSULTANT will also furnish Additional Services as outlined in
Section 1.2 of this Agreement. All Services will be furnished by CONSULTANT only after authorization by
OWNER and upon agreement between the Parties as to the fees therefore.
OWNER and CONSULTANT, in consideration of their mutual covenants herein, agree in respect to the
performance of the Services by CONSULTANT and the payment for those services by OWNER, as set forth in this
Agreement.
1. Definitions
1.1. Standards of Performance
1.1.1. Standard of Care. The standard of care for all Services furnished by CONSULTANT under this
Agreement will be the care and skill ordinarily used by members of CONSULTANT's profession practicing
under similar circumstances.
1.1.2. CONSULTANT shall be responsible for the accuracy of its Services and documents resulting
therefrom, and OWNER shall not be responsible for discovering deficiencies therein. CONSULTANT shall
correct such deficiencies without additional compensation except to the extent such action is directly
attributable to deficiencies in OWNER-furnished information.
1.1.3. CONSULTANT shall at all times perform or furnish Services in accordance with this Agreement
in the phases of the PROJECT to which this Agreement applies. CONSULTANT, in its sole discretion,
may employ or engage sub-consultants as CONSULTANT deems necessary to assist in the performance or
furnishing of the Services. CONSULTANT shall not be required to employ or engage any sub-consultant
unacceptable to CONSULTANT.
CONSULTANT and OWNER shall comply with applicable laws or regulations and reasonable OWNER-mandated
standards (collectively, the "Requirements"). This Agreement is based on these Requirements as of its Effective
Date. Changes to these Requirements after the Effective Date of this Agreement may be the basis for modifications
to OWNER's responsibilities or to CONSULTANT's scope of Services, times of performance, or compensation.
1.1.4. OWNER shall make decisions and carry out its other responsibilities related to THE PROJECT in
a timely manner and shall bear all costs incident thereto so as not to delay the services of CONSULTANT.
1.1.5. OWNER shall not be responsible for the acts or omission of the CONSULTANT, or any of
CONTRACTOR's subcontractors or suppliers, or any of CONTRACTOR's agents or employees or any
other persons furnishing or performing any of the CONTRACTOR's work.
1.2. Definitions.
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Wherever used in this Agreement, the following terms have the meanings indicated, which are applicable to
both the singular and plural thereof:
1.2.1. Additional Services. The services to be performed for or furnished to OWNER by
CONSULTANT requiring prior authorization by the OWNER and agreement by CONSULTANT before
commencement, described as "Work Orders" and otherwise not specifically listed in Attachments A or B.
1.2.2. CONTRACTOR or SUB-CONSULTANT. An individual or entity with whom OWNER or
CONSULTANT, as the case may be, enters into a contractor or consulting agreement for completion of
THE PROJECT or performance of the Services, respectively.
1.2.3. Reimbursable Expenses. The expenses incurred directly by CONSULTANT in connection with
the performing or furnishing of Services under this Agreement for which OWNER shall pay
CONSULTANT including, but not limited to: transportation; meal expenses; lodging; rental of equipment;
parcel delivery and postage; miscellaneous supplies and reproduction of reports, drawings, exhibits, packets,
and similar PROJECT related items.
2. Independent Contractor / No Joint Venture.
2.1. CONSULTANT shall function as an independent contractor, and not as an agent or employee of
OWNER, and shall make no representations to the contrary. For the avoidance of doubt, the relationship
of the Parties established by this Agreement is that of independent contractors and nothing contained
herein will be construed to: (a) give either party any right or authority to create or assume any obligation
of any kind on behalf of the other Party or in any other way represent the other Party, except as expressly
provided for in this Agreement, or (b) constitute the Parties as partners, joint ventures, co-owners or
otherwise as participants in a joint or common undertaking. This Agreement constitutes a contract for the
provision of consulting services and not a contract of employment of CONSULTANT or any
CONSULTANT personnel.
3. Non-Legal Services; No Attorney-Client Relationship
3.1. OWNER acknowledges and agrees that CONSULTANT is a licensed attorney; however, the Services to be
provided under this Agreement are strictly non-legal in nature and do not include legal advice, legal
representation, or the practice of law in any form. CONSULTANT is not being retained as legal counsel for
OWNER and will not be providing legal services in connection with this Agreement.
3.2. Nothing in this Agreement shall be construed as creating an attorney-client relationship between
CONSULTANT and OWNER. CONSULTANT has not agreed to and does not undertake to represent OWNER
in any legal matter, nor will CONSULTANT act as OWNER's legal representative in any proceeding or
transaction. OWNER is advised to consult separate legal counsel for any matters requiring legal advice or
representation.
4. Term.
4.1. Unless this Agreement is terminated pursuant to the provisions set forth in Section 7, "Termination,"
herein, this Agreement and the obligations hereunder shall commence on the Effective Date and continue
until CONSULTANT has completed the consulting services outlined in Attachment A to the satisfaction
of OWNER or the maximum amount of fees as specified herein has been reached.
5. Assignment.
5.1. This Agreement is personal. OWNER and CONSULTANT each binds itself and its successors,
executors, administrators, and assigns to the other Party to this Agreement and to the successors,
executors, administrators and assigns of such other Party in respect to all covenants and provisions of this
Agreement. Neither OWNER nor CONSULTANT shall assign nor transfer its/his interest in this
Agreement without the express written consent of the other Party.
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