1-01-RFP-26 State Lobbying Services.pdf

Request for Proposals

01-RFP-26

State Lobbying Services

Proposal Release Date:

Wednesday, December 31, 2025

Deadline for Questions

Friday, January 9, 2026 @ 5:00 PM

Proposal Due Date:

Tuesday, January 27, 2026 @ 9:00 AM

Proposal Open Date:

Tuesday, January 27, 2026 @ 10:30 AM

Contact Information

Susan Ziegler, Procurement Agent III 120 Malabar Road SE

Palm Bay, FL 32907-3009 321-952-3424

State Lobbying Services 01-RFP-25

TABLE OF CONTENTS

TABLE OF CONTENTS ___________________________________________________________ 2

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS _______________________________ 3

NOTICE TO PROPOSERS ________________________________________________________ 5

STANDARD TERMS & CONDITIONS_______________________________________________ 5

AGENCY OVERVIEW ___________________________________________________________ 11

BACKGROUND _________________________________________________________________ 11

PURPOSE ______________________________________________________________________ 11

SCOPE OF SERVICES __________________________________________________________ 12

EVALUATION PROCEDURE _____________________________________________________ 14

SELECTION & AWARD PROCESS _______________________________________________ 17

ADDITIONAL FORMS ___________________________________________________________ 19

PROPOSAL FORM ______________________________________________________________ 20

NON-COLLUSION AFFIDAVIT____________________________________________________ 21

DRUG FREE WORKPLACE PROGRAM ___________________________________________ 22

INSURANCE REQUIREMENTS ___________________________________________________ 23

HUMAN TRAFFICKING AFFIDAVIT _______________________________________________ 25

DRAFT AGREEMENT ___________________________________________________________ 26

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS

This “Standardized Check List” has been provided to assist the Firm with the submission of their proposal package. This Check List cannot be construed as identifying all required submittal documents for this project. Firms remain responsible for reading the entire proposal document to ensure that they are in compliance.

The City, in its sole discretion, reserves the right to reject any and all proposals, to waive any and all formalities and reserves the right to disregard all nonconforming, non-responsive or incomplete proposals.

The City specifically reserves the absolute right to determine the seriousness of any Firm’s failure to specifically conform to the requirements of the proposal document. Firms cannot utilize the City’s determination of the seriousness of any specific non-conformance as a basis to protest the award of any proposal. Proposals may be considered subject to rejection if in the sole opinion of the City: there is a serious omission, unauthorized alteration of form, an unauthorized alternate proposal, incomplete or unbalanced unit price, or irregularities of any kind. The City may reject, as non-responsive, any or all Proposals where Firm fail to acknowledge receipt of Addenda as prescribed.

Proposal packages shall be submitted via the City of Palm Bay’s Bonfire website. Receipt of proposals will be officially closed after time and date identified herein. Proposals received after the specified time and date will not be accepted. The City will not be responsible for technical difficulties, internet connectivity issues, email server issues or any other delivery issues or delays.

Electronic copies will be considered late if the received day/date/time in the City of Palm Bay’s Bonfire website is after the time and date identified herein.

Checklist YES NO N/A

Electronic Proposal Submittal (sent via Bonfire)

REQUIRED FORMAT:

Title Page

Tab 1: Table of Contents

Tab 2: Introduction / Letter of Response

Tab 3: Qualifications and Experience

Tab 4: Key Personnel and Professional Relationships

Tab 5: Approach and Methodology

Tab 6: Reporting and Communications

Tab 7: References and Past Performance

Tab 8: Cost Proposal

Tab 9: Additional Forms

• Non-Collusion Affidavit

• Drug Free Workplace

• Insurance Requirements

• Human Trafficking

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

NOTICE TO PROPOSERS

Notice is hereby given that sealed Proposals in the form of an electronic PDF submittal for furnishing all labor, materials, and equipment for the following:

STATE LOBBYING SERVICES

01-RFP-26

will be received electrically via the City of Palm Bay’s Bonfire website, no later than Tuesday, January 27, 2026, at 9:00 AM. Proposals received after the above time and date will not be accepted. Any uncertainty regarding the time a Proposal is received will be resolved against the Firm.

DEADLINE FOR QUESTIONS

Questions are due to the procurement official no later than Friday, January 9, 2026, at 5:00 PM. Any questions submitted after will be answered at the discretion of the City

VIRTUAL PROPOSAL OPENING

Only the NAME of the firms who submitted a response to this Request for Proposals will be read aloud which will be conducted on Tuesday, January 27, 2026, at 10:30 AM. Interested parties may attend via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 287 804 330 328 90

Passcode: TX26Li3m

By Phone: Phone Number: 347-378-4680

Conference ID: 691 652 42#

The public record of the preliminary proposal results as read at the public opening can also be requested by calling 321-952-3424 or emailing procurement@palmbayfl.gov. To attend in person, interested parties should check in at the Information Desk in Building A to be escorted to this meeting.

Proposals will be received for the project as set forth in the requirements herein, and the award, if made, will be made to the highest ranked Firm whose proposals indicate the award will be in the best interest of the City of Palm Bay.

STANDARD TERMS & CONDITIONS

ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all Proposal submittals, and to accept the Submittal which best serves the interest of the City of Palm Bay.

ADDENDUM AND AMENDMENTS TO REQUEST FOR PROPOSALS - If it becomes necessary to revise or amend any part of this Request for Proposals, the City’s Procurement Department will furnish the revision by written Addendum through the City’s solicitation hosting software linked on the City’s website. Addenda information will be posted online at the City of Palm Bay’s Procurement website:

http://www.palmbayfl.gov/procurement. Firms are responsible to ensure they have received all addenda before submitting their proposal.

AWARD - Award will be made to the best responsive and responsible offeror(s) whose Proposal is determined by the City to be in the best interest of the City.

COMMITTEE MEETINGS & INFORMATION - The Notice of Committee Meetings will be posted within a reasonable time period (generally 72-hours) in advance of such meetings. Firms are responsible to check the following locations for updates on this RFP’s status: on the bulletin board located in the main lobby of mailto:procurement@palmbayfl.gov http://www.palmbayfl.gov/procurement the City Hall Building “B” at 120 Malabar Road SE, Palm Bay, FL 32907, at the City’s Web Page http://www.palmbayfl.gov/procurement.

Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 and s. 24(b) Art. I of the State Constitution.

CONFLICT OF INTEREST – The Firm certifies that this Proposal has not been arrived at collusively or otherwise in violation of federal, state, or local laws. The award of any Contract hereunder is subject to the provision of Chapter 112, Florida Statutes. Firms must disclose with their Submittal the name of any officer, director, partner, proprietor, associate, or agent which is also an officer or employees of the City or of its agencies. Firms must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Firm’s firm or any of its branches or affiliate companies.

DEVIATIONS - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise, items offered are expected to be in strict compliance with specifications and the successful Firm shall be held accordingly.

DISCRIMINATORY VENDOR LIST - An entity or affiliate placed on the Discriminatory Vendor List shall not submit a Proposal for a contract to provide goods or services to a public entity, shall not submit a Proposal on a contract with a public entity for the construction or repair of a public building or perform any public work, shall not submit Proposals for leases of real property to a public entity, shall not award or perform work as a Construction Manager, supplier, Subcontractor, or consultant under any contract with any public entity, and shall not transact business with any public entity (Section 287.134(3)(d), Florida Statute).

ECONOMY OF PREPARATION - The Proposal submittals should be prepared simply and economically, providing a straightforward, concise description of the Firm’s ability to fulfill the requirements of the RFP.

E-VERIFY - The awarded Proposer becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. Beginning July 1, 2023, private employers with 25 or more employees are required to use the E-Verify system for new employees. The public agency must verify, utilizing the E-Verify system, that the Proposer, and any Subcontractors have work authorization status of all new employees of the Proposer or Subcontractor. The public agency MAY NOT ENTER INTO A CONTRACT unless each party to the contract registers with and used the E-Verify system. Proposer must maintain affidavits from sub-Contractors as well. If a public agency, Proposer, or Subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated this requirement shall terminate the contract, and if a Subcontractor is the violator, the Firm must be ordered to terminate the Agreement. Proposer is liable for any additional costs incurred by a public agency as a result of the termination of a contract, and the Proposer may not be awarded a public contract for at least 1 year from the date of termination. Public Agency, Proposer or Subcontractor may file a cause of action with the court to challenge the suspension and requirement to pay costs within 20 calendar days after the date of contract termination.

EX PARTE COMMUNICATION - Ex Parte Communication means any oral or written communication relative to a solicitation, evaluation, award or contract controversy that occurs outside of an advertised public meeting or occurs with someone other than the Chief Procurement Officer, subject to the exclusions identified in Section 38.20 of the City of Palm Bay Code of Ordinance.

(A) Adherence to procedures which ensure fairness is essential to the maintenance of public confidence in the value and soundness of the important process of public procurement.

Therefore, any ex parte communication between a bidder, proposer, Firm or protestant (or its employees, agents or representatives) and the City (its members, employees, agents, legal counsel, Firm s, or representatives) during the selection process and award is strictly prohibited.

Ex Parte Communication is prohibited during the following periods:

(1) From the date of advertising of the solicitation through award of a contract; and

(2) From initiation of a protest of an award or contract through resolution for the parties involved in the protest.

(B) Exclusions: This requirement shall not prohibit:

(1) Pre-Bid and Pre-Proposal Meetings: Meetings called or requested by the Chief Procurement Officer and attended by bidders or proposers for the purpose of discussing a solicitation, evaluation or selection process including, but not limited to, substantive aspects of the solicitation document. Such meetings may include, but are not limited to, pre-bid or pre-proposal meetings, site visits to the City’s facilities or property, site visits to bidders’ or proposers’ facilities, interviews/negotiation sessions as part of the selection process, and presentations by proposers or submitting Firms. Such authorized meetings shall be limited to topics specified by the Chief Procurement Officer.

(2) Solicitation documents may provide for communications from bidders or proposers to designated Procurement Department staff or discussion at meetings called or requested by the City pursuant to this subsection.

(3) Addressing the City Council regarding non-procurement topics at public meetings.

(4) The filing and processing of a written protest to any proposed award to be made pursuant to the solicitation, evaluation, and selection process. Protest proceedings shall be limited to open public meetings, with no ex parte communications outside those meetings.

(5) Contacts by the City’s current firms but only in regard to:

a. any work being performed on City projects unrelated to the solicitation, or

b. any City projects under the prohibited ex parte communications for which the current Firms do not intend to submit a response or have not submitted a response to any solicitation documents for those projects.

(6) Communications between the Chief Procurement Officer or other City representatives and the bidder or Firm for routine matters arising from ongoing projects or contracts previously awarded.

(7) Contacts by bidders and proposers (actual or potential) and the City regarding other projects unrelated to the purchase for which the bidders or proposers (actual or potential) may intend to submit a response or have submitted a response to any competitive solicitation;

(8) Communications between the Chief Procurement Officer and bidders and/or proposers (actual or potential) for matters regarding pending purchases. Written questions shall be made to the named contact person.

(9) Addressing the City Council during the designated agenda item public comment portion of a meeting where the Council is considering award or permission to negotiate on solicitation that a bidder or proposer submitted on.

(10) Violation of this provision shall be grounds to: disqualify the violator from the award of the purchase, void any award to or contract with the violator, and/or temporarily suspend or permanently debar the violator from future contracts with the City.

INFORMALITIES - The City of Palm Bay reserves the right to both waive any informality in Proposals and to determine, in its sole discretion, whether or not informality is minor.

INFORMATION AND LITERATURE - Firms are to furnish all information and literature requested. Failure to do so may be cause for rejection.

INTERPRETATIONS - Any questions concerning conditions and specifications shall be directed to the designated Contract Administrator. Interpretations, that may affect the eventual outcome of this Proposal will be furnished in writing to all prospective Firms. No interpretation shall be considered binding unless provided in writing by the City of Palm Bay.

FIRMS’ EXPENSES - No out of scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that Firm may incur in preparing and submitting Proposals called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per diem; travel expenses; and the like, incurred by the Firm. The City will not be liable for any costs incurred by the Firm in connection with any interviews/presentations (i.e., travel, accommodations, etc.).

PAYMENT - Upon acceptance of work by using department of the City, employees and others, the City shall make payment to the Consultant in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes.

The City reserves the right, with justification, to partially pay any invoice submitted by the Consultant when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Palm Bay, 120 Malabar Road, SE, Palm Bay, FL 32907.

PUBLIC ENTITY CRIMES – By submission of response to the City’s Request for Proposal on this project, Firm acknowledges and agrees to the following: A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals for leases of real property to a public entity, may not be awarded or perform work as a Successful Firm, supplier, Subcontractor , or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List (Section 287.133, Florida Statutes).

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING - Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer.

Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

PUBLIC RECORDS - Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and 24(a) Article I of the State constitution until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, proposals, or final replies, whichever is earlier.

Certain exemptions to the public records law are statutorily provided for in Section 119.07, Florida Statutes.

If the Firm believes any of the information contained in his or her response is exempt from disclosure, then the Firm, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records once that information is determined to be available.

If an agency rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from Section 119.07(1) and Section 24(a) of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation, or until the agency withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12-months after the initial agency notice rejecting all bids, proposals or replies.

The City is a public agency subject to Chapter 119, Florida Statutes. The CONSULTANT shall comply with Florida’s Public Records law. Specifically, the CONSULTANT shall:

1. Keep and maintain public records required by the public agency to perform the service.

2. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Firm does not transfer the records to the public agency.

4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the Firm or keep and maintain public records required by the public agency to perform the service. If the Firm transfers all public records to the public agency upon completion of the contract, the Firm shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Firm keeps and maintains public records upon completion of the contract, the Firm shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

The failure of the CONSULTANT to comply with the provisions set forth in this section shall constitute a material breach of Agreement and shall be cause for immediate termination of the Agreement.

If the CONSULTANT has questions regarding the application of Chapter 119 Florida Statutes, to the CONSULTANT duty to provide public records relating to this contract, contact the custodian of public records at the City of Palm Bay Procurement Department, 120 Malabar Road SE, Palm Bay, Suite 200, Florida 32907; 321-952-3424 or procurement@palmbayfl.gov.

PROPOSAL ACKNOWLEDGE - By submitting a proposal, the proposer certifies that he/she has full knowledge of the scope, nature, and quality of work to be performed.

RECOMMENDATION OF AWARD INFORMATION - The Notice of Consideration for Award for Proposal will be posted at least five (5) business days in advance of such award. Firms are responsible to check the City’s Web Page http://www.palmbayfl.gov/procurement. Firms who do not have Internet access may request documentation by contacting the Procurement Department.

REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION - The Firm shall furnish such additional information/clarification as the City may reasonably require. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the proposer as it deems appropriate, including but not limited to, a background investigation of service personnel.

REQUEST FOR MODIFICATION - The City reserves the right to negotiate a final agreement with the top-ranked Firm to more fully meet the needs of the City. Should the City be unable to negotiate a satisfactory contract with any of the selected Firms, the City will select additional Firms in the order of their competence and qualification and continue negotiations in accordance with Section 287.055, Florida Statutes.

RESPONSIBLE FIRM - A Firm, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial mailto:procurement@palmbayfl.gov and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

RESPONSIVE FIRM - A Firm, business entity or individual who has submitted a bid, proposal or submittal that fully conforms in all material respects to the IFB/RFP/RFQ and all of its requirements, including all form and substance.

SCRUTINIZED COMPANY LIST – STATE OF FLORIDA REQUIREMENT -Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

The list of “Scrutinized Companies” is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of “Scrutinized Companies” can be found at the following link:

https://www.sbafla.com/reporting/global-governance-mandates/.

The company representative authorized to sign on behalf of the bidder, hereby CERTIFIES that the company identified as the Respondent is not listed on either the Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria.

Authorized representative understands that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent company to civil penalties, attorney’s fees, and/or costs.

Bidder/proposer understands and agrees that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

TAX EXEMPTIONS - The City of Palm Bay is tax exempt. The City of Palm Bay’s tax-exempt number is 85-8012646361C-4.

TERM - The period of this Agreement shall be for twelve (12) months. This Agreement may, by mutual written assent of the parties, be extended for four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

TIME FOR CONSIDERATIONS – Proposals will be irrevocable after the time and date set for the opening of Proposals and for a period of ninety (90) days thereafter.

TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City’s agreement, any subsequently claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.01).

https://www.sbafla.com/reporting/global-governance-mandates/

AGENCY OVERVIEW

The City of Palm Bay, incorporated January 16, 1960, is a political subdivision of the State of Florida.

The legislative branch of the City is composed of five elected Council Members, one of which is the Mayor. The City Manager is responsible for the execution of Council’s established and adopted policy.

The City, with an estimated population of 157,000 residents, is the largest incorporated area in Brevard County.

(Please visit our official website, https://www.palmbayfl.gov)

BACKGROUND

The City Manager’s Office oversees all departments of the City, for which each department is responsible for following State legislation that impacts their respective operations. The City Manager’s Office, as authorized by City Council advocates for legislation that will boost the City’s efforts in developing critical infrastructure, programs, projects as well as any opportunities for State appropriations apply to alleviate the cost burden on the City’s general fund.

PURPOSE

The City of Palm Bay (City) is soliciting proposals from qualified firms to provide State Lobbyist Services.

The purpose of this solicitation is to establish a contract with a firm capable of effectively representing the City’s interests before the Florida Legislature, the Governor’s Office, and state agencies. The selected firm will support the City’s legislative agenda, assist in securing appropriations, monitor and influence legislation affecting municipal interests, and provide strategic advice to City officials and staff.

https://www.palmbayfl.gov/

SCOPE OF SERVICES

The selected firm shall collaborate with City staff and elected officials to develop and advance the City’s annual legislative priorities, goals, and specific funding or policy initiatives. Services shall include, but are not limited to, advocacy, legislative monitoring, policy analysis, and strategic communication. The firm shall be available to City staff and elected officials in a timely and responsive manner throughout the year.

1. Pre-Session Services

a. Meet with the Mayor, City Council, and City staff to discuss key issues, funding needs, and appropriation opportunities.

b. Develop and present a Legislative Plan of Action for City Council approval, outlining strategy, target legislators, and anticipated outcomes.

c. Prepare and assist with all required documentation for appropriation and project requests submitted through the Florida Legislature.

d. Review pre-filed and proposed legislation, identify bills that may impact the city, and provide timely analysis and recommended action.

e. Assist in drafting or coordinating proposed bills, amendments, or local legislation for City approval and submission to legislative sponsors.

f. Identify potential state and federal grant or funding opportunities relevant to City priorities and assist staff with strategy and timing for applications.

2. Session Services

a. Provide weekly written legislative updates summarizing the status of City priorities, key bills, and emerging issues that may affect the City.

b. Notify and advise City staff and elected officials when engagement, such as testimony, meetings, or correspondence is strategically recommended.

c. Arrange and participate in meetings with legislators, legislative staff, and state agency officials on behalf of the city.

d. Coordinate and schedule meetings for City officials during visits to Tallahassee, including with the Governor’s Office, state agencies, legislative members, and stakeholders.

e. Proactively identify and address legislation or agency actions that may benefit or adversely impact the city, providing recommendations for advocacy or response.

f. Communicate regularly with City staff to assess legislative options, analyze policy objectives, and support development of the City’s policy platform.

g. Draft and assist in the preparation of letters, position statements, talking points, legislative language, and other written materials.

h. Provide consultation and assistance in responding to requests from legislators or committees, including the distribution of official City materials as needed.

3. Post-Session Services

a. Provide a comprehensive written summary of session outcomes, including results of the City’s priorities, funding requests, and key legislation.

b. Present a post-session report and presentation to the City Council at a regularly scheduled meeting.

c. Coordinate and attend district meetings with legislators, candidates, and agency representatives throughout the year to promote the City’s positions and prepare for the next session.

d. Provide strategic recommendations for the following legislative cycle based on emerging issues and trends.

4. Preferred Consultant Qualifications and Experience

a. Demonstrated experience (minimum of five years) providing state lobbying services to municipalities or comparable public agencies.

b. Proven knowledge of the Florida legislative and budget processes, including the appropriations cycle and available grant programs.

c. Established professional relationships with members and staff of the Florida Legislature, the Governor’s Office, state agencies, and relevant associations such as the Florida League of Cities.

d. Strong written and verbal communication skills, attention to detail, and responsiveness to client needs.

e. Proven ability to perform all activities described in this Scope of Work with professionalism, discretion, and integrity.

f. Ability to provide timely updates and measurable results consistent with the City’s legislative objectives.

5. Deliverables and Reporting

To ensure accountability and transparency, the firm shall provide:

a. Weekly legislative reports during session.

b. Quarterly updates outside of session.

c. End-of-session summary report and Council presentation.

d. Annual legislative strategy memo prior to the next session.

e. Attendance and participation at key legislative meetings, as requested by the city.

The Successful Proposer will appoint one of their employees as the key contact for approval by the City’s Project Manager.

It is the City’s belief that the service required is adequately described herein. Therefore, any negotiated contract, which may result from this RFP, will include the entire effort required of the proposer to provide the service described.

EVALUATION CRITERIA

EVALUATION PROCEDURE

All proposals will be subject to a review and evaluation process. It is the intent of the City that all proposers responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible proposals received in its evaluation and award process.

Proposals shall include all of the information solicited in this RFP which are pertinent to the understanding and evaluating of the proposal. Proposers will provide their best price and cost analysis and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

An adjective-based scoring system shall be applied to the non-price factors throughout the evaluation process for the evaluation of the written responses and the oral presentation/informal interviews (if requested). A score of 0 is the least favorable and a score of 5 is the most favorable in all sections. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

The Firm’s response will be scored by Committee members in accordance with the following scale:

0= No information provided for the specific criteria. Firm failed to address the criteria. No documentation was provided.

1= “Poor”: Proposal is lacking or inadequate in most basic requirements for the specific criteria.

2= “Below Average”: Proposals meets many of the basic requirements for the specific criteria but is lacking in some essential aspects.

3= “Average”: Proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

4= “Above Average”: Proposal more than adequately meets the minimum requirements of the specific criteria and exceeds those requirements in some aspects.

5 = “Excellent”: Proposal exceeds the minimum requirements in most aspects of the specific criteria.

NOTE: The Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 5 X’s weighted value of 10 = Maximum of 50-Points).

Proposers submitting the required criteria will have their proposals evaluated by an evaluation committee and scored for the non-price factors to include technical response, qualifications, and experience.

Weights for cost will not be assigned by the evaluation committee.

During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. This request for clarification may be performed by the City in a written format, or through scheduled oral interviews. Such clarification request will provide proposers with an opportunity to answer any questions the City may have on a proposer’s submittal. After written clarification is completed, the Committee members will have an opportunity to revise their individual scores for the non-price factors.

PROPOSAL SUBMITTALS & CRITERIA

Firms shall include the following information in their response document.

• Submit packages in the format outlined below.

• Sections should be tabbed and labeled; pages should be sequentially numbered at the bottom of the page.

• Submittals should be concise and provide only the information requested. Additional data will not be considered.

Title Page: (non-scored) Title Page shall show the proposal’s subject, title and RFP number; the firm's name; the name, address, email address and telephone number of a contact person; and the date of the submittal.

Tab 1 – Table of Contents: (Non-scored) The Table of Contents shall provide listing of all major topics, their associated section number, and starting page.

Tab 2 – Introduction / Letter of Response: (Non-scored) The response shall contain a cover letter by a person who is authorized to commit the firm to perform the work included in the Proposal submittal and shall identify all materials and enclosures being forwarded in response to the RFP. The letter shall also provide a brief description of the firm’s ability to meet the requirements of the RFP, to include a statement that they are financially capable of performing the scope of work required for this project and provide a brief discussion about firm’s business history in the marketplace.

Tab 3 – Qualifications and Experience: 5 x 5 = maximum 25 Points The Proposer shall demonstrate its qualifications and experience providing state lobbying services for municipalities or other public sector entities. At a minimum, responses shall include:

• Demonstrated experience providing state-level lobbying services for municipalities or public agencies.

• Familiarity with the Florida legislative process, including committee structures, bill drafting, and legislative timelines.

• Experience with the Florida state budget and appropriations process.

• Examples of successful efforts to:

o Secure state appropriations o Advance municipal or local government initiatives

• Description of how the firm’s experience aligns with the City’s legislative goals and priorities.

• Summary of the firm’s overall track record representing municipal or public-sector clients in

Florida.

Tab 4 – Key Personnel and Professional Relationship: 4 x 5 = Maximum 20 Points The Proposer shall identify key personnel proposed for this engagement and describe their qualifications, experience, and professional relationships. Information shall include:

• Identification of all key personnel assigned to the City’s account.

• Description of each individual’s experience, credentials, and role.

• Discussion of the firm’s and key personnel’s professional relationships with:

o Members and staff of the Florida Legislature o The Governor’s Office o Relevant state agencies

• Description of the accessibility and availability of key personnel to City staff and elected officials.

• Explanation of how staff continuity and engagement will be maintained throughout the contract term.

Tab 5 – Approach and Methodology: 4 x 5 = Maximum 20 Points The Proposer shall clearly describe its approach to developing, advancing, and advocating for the City’s legislative priorities. Responses shall include:

• Description of the proposed strategy to identify, develop, and advance City legislative priorities.

• Demonstrated understanding of the City’s goals and policy objectives.

• Approach to advocacy activities:

o Prior to the legislative session o During the legislative session o Following the conclusion of the session

• Description of how initiatives will be tracked, adjusted, and supported throughout the legislative cycle.

• Explanation of coordination with City leadership, staff, and other stakeholders.

Tab 6 – Reporting and Communication: 3 x 5 = Maximum 15 Points The Proposer shall describe its commitment to communication, responsiveness, and reporting throughout the contract term. At a minimum, include:

• Description of the frequency and format of timely updates to the City.

• Commitment to providing written reports during the legislative session.

• Description of post-session summaries, including outcomes and recommendations.

• Explanation of communication protocols with City staff and elected officials.

• Description of responsiveness standards and points of contact.

Tab 7 – References and Past Performance: 2 X 5 = Maximum 10 Points The Proposer shall provide at least 3 references demonstrating successful performance for similar clients.

Include the following:

• References from municipal or public-sector clients, preferably within the State of Florida.

• For each reference, provide:

o Client name o Contact person o Telephone number and email address o Brief description of services provided

• Evidence of client satisfaction, measurable outcomes, and responsiveness.

• Description of results achieved for prior clients that are relevant to the services requested.

Tab 8 – Cost Proposal: 2 X 5 = Maximum 10 Points The Proposer shall submit a cost proposal that clearly outlines the proposed annual fee or retainer.

Responses shall include:

• Total proposed annual fee or retainer.

• Identification of any included or excluded expenses.

• Description of the cost structure and payment terms.

• Demonstration that the proposed cost is competitive and reasonable for the services offered.

Tab 9 – Additional Forms: (non-scored)

• Non-Collusion Affidavit

• Drug Free Workplace

• Insurance Requirements

• Human Trafficking

SELECTION & AWARD PROCESS

The Evaluation Team will evaluate each written proposal based on the criteria in the RFP.

Evaluation Criteria Weight % of total points prior to

Short-list (out of 100) Qualifications and Experience 25 25%

Key Personnel and Relationships 20 20%

Approach and Methodology 20 20%

Reporting and Communication 15 15%

References and Past Performance 10 10%

Cost Proposal 10 10%

Based on the initial evaluation, if requested by the Evaluation Team, a short-list of firms will be developed.

In general, the City wishes to avoid the expense to the City and to proposers of unnecessary oral interviews. Therefore, the City will make every reasonable effort to achieve the ranking using written submittals alone. If no single top-ranked firm can be clearly identified by review of the written submittals alone, then the evaluator(s) will request the Procurement Department to schedule the top ranked firm(s) for oral presentations/interviews.

Formal Oral Presentations/Interviews (If requested) (maximum 5 X 2 = maximum 10 points)

The City may choose to conduct oral interviews with, or receive oral presentations from, one or more of the proposers. If the City chooses to allow oral interviews and/or presentations, such interviews or oral presentations are exempt from Public Meeting requirements (Section 286.011, Florida Statutes).

The City’s Procurement Department will establish the schedule and allocate equal time for each proposer, and proposers will be notified within a reasonable time period (generally 7-calendar days) in advance of the date, time and place of the discussion. The specific format of each presentation will be provided to proposers with the notifications.

Oral interviews/presentations will provide an opportunity for the proposers to demonstrate their ability to use time efficiently, effectively and economically. The times allotted are maximum time frames and no firm will be penalized for using less than the allotted time.

Final Ranking and Recommendation for Award

After Oral Presentations/Interviews, the Committee members will have the opportunity to score oral presentations/interviews for all selected proposers and determine a final ranking of proposers considered to be most capable of performing the required project in the best interest of the City.

The Committee’s final ranking will be provided to the Chief Procurement Officer (CPO). Additional clarification may be requested during this process. The CPO will work with the Department Director for recommendation and award of contracts where the value is less than $100,000.00.

In the event of contract awards that are equal to or in excess of $100,000.00, the City will rank all complete written proposals received and/or formal presentations/interviews in order of preference and submit this ranking to the CPO. The CPO will make a recommendation for further action, if required by Ordinance, to the City Manager for review and placement on the Agenda for consideration by the City Council. The Chief Procurement Officer’s decision (or City Council’s when required by Ordinance) will be final.

ADDITIONAL FORMS

Proposal Form

Non-Collusion Affidavit

Drug Free Workplace

Insurance Requirements

Human Trafficking Affidavit

PROPOSAL FORM

STATE LOBBYING SERVICES

Pricing Structure

Amount per Month

Annual Total

Monthly Fee

The undersigned declares that, after examining the RFP Documents for the above referenced project, does hereby submit a response to the RFP and warrants that:

a) Is authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in the RFP.

b) Has fully read and understands the RFP and has full knowledge of the scope, nature, quantity and quality of the work to be performed, and the requirements and conditions under which the work is to be performed.

c) This proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud.

d) This proposal is made without a conflict of interest as described in the City’s Standard Terms and Conditions. If a conflict exists, proposer must disclose with their proposal.

In submitting this proposal, Proposer represents as more fully set forth in the agreement, that Proposer has examined copies of all the contract Documents and of the following Addenda:

Addendum #: _______ Dated: _______ Addendum #: _______ Dated _______

Addendum #: _______ Dated: _______ Addendum #: _______ Dated _______

Authorized Signature

Company

Printed Name & Title

Telephone Number

Date

Email Address

NON-COLLUSION AFFIDAVIT

STATE OF

COUNTY OF

, being duly sworn, deposes and says that:

(1) Person is of , the

(Title) (Firm/Company)

Firm that has submitted the attached Proposal.

(2) He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal.

(3) Such Proposal is genuine and is not a collusive or sham Proposal.

(4) Neither the said Firm nor any of its officers, partners, owners, agent representatives, employees or parties in interest including this affiant, has in any way, colluded, conspired, or agreed, directly or indirectly, with any other Firm, firm or person, to submit a collusive or sham Proposal in connection with the Agreement for which the attached Proposal has been submitted or to refrain from proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought by Agreement or collusion or communication or conference with any other Firm, firm or person to fix the price or prices in the attached Proposal or of any other Firm , or to fix any overhead, profit or cost element of the Proposal price or the Proposal price of any other Firm , or to secure through any collusion, conspiracy, connivance or unlawful Agreement any advantage against the City of Palm Bay, Florida, or any person interested in the proposed Agreement.

(5) The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, or unlawful Agreement on the part of the Firm or any of its agents, representatives, owners, employees, or parties of interest, including affiant.

(Signed)

(Title)

STATE OF FLORIDA

COUNTY OF BREVARD

The foregoing instrument was acknowledged before me, by means of ___ physical presence or ___ online notarization, this _______ day of _______________, _______ (year) by _____________________________, who is personally known to me or who has produced _______________________________ as identification and who did (did not) take an oath.

(Signature of Notary Public)

(Name of Notary – Typed, printed or stamped)

(Notary Seal / Serial Number)

(Date)

DRUG FREE WORKPLACE PROGRAM

Each construction Firm regulated under Part I of Chapter 489, F.S., and each electrical Firm and alarm system Firm regulated under Part II of Chapter 489, F.S., who contracts to perform construction work under a state contract for educational facilities governed by Chapter 1013, for public property or publicly owned buildings governed by Chapter

255, or for state correctional facilities governed by Chapter 944 shall implement a drug-free workplace program as described in Chapter 440, Florida Statutes.

In accordance with Section 287.087, Florida State Statues, preference shall be given to businesses with drug-free workplace programs. Whenever two or more Proposals or replies are received by the City that are equal with respect to price, quality, and service for the procurement of…