1-26RFP014 RFP - Solicitation - State Lobbying.pdf

Last Update: 02/12/2025 COS RFP Template

ISSUING AGENCY – CITY OF SCOTTSDALE

FORMAL REQUEST FOR PROPOSAL

STATE LOBBYING SERVICES

RFP# 26RFP014

CRITICAL DATES

PROPOSAL SUBMITTAL DUE: 2:00 P.M. AZ LOCAL TIME, OCTOBER 17, 2025

QUESTIONS DUE: 2:00 P.M. AZ LOCAL TIME, OCTOBER 09, 2025

SUBMITTAL RECEIPT AND OPENING

The City of Scottsdale is utilizing Bonfire Interactive to provide a procurement portal that allows access to business opportunities and to submit bids and proposals electronically. If you are not registered as a City of Scottsdale Bonfire vendor visit the Bonfire portal at City of Scottsdale, AZ (bonfirehub.com) then follow the link to the Bonfire vendor registration page to register your company. Registration is easy and free. If you have any challenges with the registration process, please contact Bonfire Interactive Support at support@gobonfire.com.

SEALED SOLICITATION SUBMITTALS WILL BE ELECTRONICALLY RECEIVED until the time and date stated in the portal and in the CRITICAL DATES section of the solicitation document. It shall be the responsibility of the proposer to confirm that proposals contain all required documents and are submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

LATE SUBMITTALS WILL NOT BE ACCEPTED The Purchasing office will conduct a remote/online Microsoft Teams Live Event meeting for the public opening of the solicitation. To virtually attend this meeting, visit us online by clicking the following link 26RFP014

It is strongly recommended you begin your submission upload process at least one (1) day prior to the deadline. Any technical or internet-related issues that may arise during your submission are not grounds to extend the deadline.

INFORMATION REQUESTS

Requests for any information relating to this solicitation should be directed to the purchasing staff listed below:

Lynn Gustafson Purchasing Supervisor lgustafson@scottsdaleaz.gov 480-312-5768

Bidders shall not contact any City of Scottsdale employee, officer, or director other than purchasing regarding this solicitation until after the award of a contract. Any such unauthorized contact may result in bidder being disqualified from further consideration.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login mailto:support@gobonfire.com https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://teams.microsoft.com/meet/2511044117727?p=2nGet1TCPKUtzWT8A8 mailto:lgustafson@scottsdaleaz.gov

INSTRUCTIONS TO BIDDERS AND

GENERAL TERMS AND CONDITIONS

The Instructions to Bidders and General Terms and Conditions for formal solicitations are listed as attachments A and B as outlined below and shall be downloaded by prospective Bidders as part of the solicitation.

Attachment A - Formal Solicitation Instructions to Bidders (current version at time of posting).

Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment B - Formal Solicitation General Terms and Conditions (current version at time of posting). Applies to all formal Invitation for Bids (IFB) and Request for Proposals (RFP).

Attachment C – Sample Professional Services Contract

TABLE OF CONTENTS

SECTION 1 - INTRODUCTION

A. Intent B. Background

SECTION 2 – STATEMENT OF NEED

A. Consultants’ Qualifications B. Consultants’ Responsibilities C. City’s Responsibilities

SECTION 3 – SPECIAL TERMS AND CONDITIONS

SECTION 4 – EVALUATION CRITERIA

A. Evaluation Criteria

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

SECTION 6 – REQUIRED FORMS

A. Proposal Signature Page B. Pricing Proposal Form C. Bidder General Disclosure Form D. Bidder Litigation Disclosure Form E. References F. Subconsultants List – if applicable G. Bidder Questionnaire-Company Information

SECTION 7 – ATTACHMENTS

A. Instructions to Respondents B. General Terms and Conditions C. Sample Professional Services Contract

SECTION 1 - INTRODUCTION

A. INTENT

i. The City of Scottsdale (City) is seeking proposals from qualified Consultants to provide professional state lobbying services. The City’s intent is to award four contracts under this solicitation, one for an ongoing, retained state lobbyist, and three for as-needed, project-based state lobbyists.

The retained Consultant will assist the City Council, City Manager, other Charter Officers and staff in developing and advocating for the City’s positions on state legislation, administrative rules, and other state actions that could affect Scottsdale. Responsibilities include monitoring and reporting on relevant legislative and policy developments, as well as providing strategic advice and advocacy to advance the City’s interests.

The three project-based Consultants will provide state lobbying services only when specifically engaged by the City Manager or their designee. These assignments will be activated solely at the City’s discretion and performed on an as-needed, project-based basis.

Awards will be made on the positional ranking of proposals. The evaluation process will score and rank all proposals according to the criteria outlined in this solicitation. Awards will be granted to the highest-ranked proposals until all four contract positions are filled.

The highest-scoring proposal will be awarded the ongoing, retained state lobbyist, the second through the fourth highest will be awarded contracts for as-needed, project-based contracts.

The purpose of this solicitation is to obtain a proposal responding to the items listed herein.

The proposal selection will be based on an evaluation of the Offeror’s proposal and response to the Statement of Services Required / Scope of Work and Statement of Qualifications.

ii. The issuance of this solicitation does not obligate the City to pay or reimburse any cost incurred in the preparation and submission of qualifications.

iii. The Offeror is encouraged to read the Solicitation documents very carefully, as the City shall not be responsible for errors and omissions on the part of the Offeror. The Offeror is also encouraged to carefully review their final submittal documents, as the Evaluation Committee is not required to make interpretations or correct detected errors in calculations.

iv. Offerors shall familiarize themselves with the nature and extent of the solicitation and contract documents, work to be performed, all local conditions, and Federal, State and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the work.

B. BACKGROUND INFORMATION

a. State Intergovernmental Objectives

The City of Scottsdale’s intergovernmental objectives at the state level are to:

1) Effectively advocate for the City’s policy positions before the Arizona State Legislature and other statewide entities;

2) Keep the City Council, City Manager, other Charter Officers and staff well-informed of important legislative matters; and

3) Identify significant trends and emerging issues that could have long-term impacts on Scottsdale’s economy or quality of life.

b. Governmental and Regional Context

Scottsdale is home to approximately 245,000 residents and spans 185 square miles. It is situated within the Phoenix Metropolitan area, one of the largest urban areas in the Southwest, comprising of nearly 5 million people in 24 cities and three Native American reservations. The City shares its western border with Phoenix, and its eastern boundary with the Salt River Pima-Maricopa Indian Community.

c. Regional Scottsdale actively participates in regional planning and collaborative problem solving across the Phoenix-metropolitan area. The City is a member of Maricopa Association of Governments (MAG), the designated Metropolitan Planning Organization (MPO) for the region, which includes Scottsdale, neighboring cities, Tribal governments, Maricopa County, and the Arizona Department of Transportation. Additionally, Scottsdale participates in other specialized regional organizations, including Valley Metro, which oversees the regional public transit system, and the Arizona Municipal Water Users Association (AMWUA), which monitors, tracks, and advocates for comprehensive water resource planning and policy.

d. State The City of Scottsdale remains highly engaged in the legislative process. Annually, City staff reviews more than 1,500 bills and monitors approximately 400 measures with potential impacts on City operations and interests. Approximately 30% of Scottsdale’s operating budget comes from state shared revenues. The City is represented by nine legislators across three legislative districts – 3, 4, and 8.

SECTION 2 – STATEMENT OF NEED

A. CONSULTANT QUALIFICATIONS

i. The Consultant shall be in compliance with all applicable Federal, State, Local, ANSI and OSHA laws, rules and regulations and all other applicable regulations for the term of this contract.

ii. The Consultant shall have sufficient personnel and equipment to complete all work requests, as defined in this Solicitation, in the time frame required by the Contract Administrator.

iii. The Consultant may not subcontract any segment or services covered herein, without prior written approval of the Contract Administrator. All sub-consultants used under the scope of this contract shall meet all requirements, terms and conditions set forth herein. All subcontracted services shall be warranted by and be the responsibility of the Consultant.

iv. During the term of this contract, including all applicable extensions, the

Consultant WILL NOT:

1. Represent commercial or industrial establishment of the City in pursuit of state business except as expressly authorized by the City.

2. Directly participate in or intervene in any political campaign on behalf of or in opposition to any candidate for City of Scottsdale Mayor or Council.

v. The Consultant’s team must possess the experience, education, and expertise to effectively represent the City of Scottsdale at the state level. The Consultant’s office must also have the staffing capability and technological resources to maintain regular communication with the City Council, City Manager, other Charter Officers and staff – including daily communications when needed.

vi. The Consultant must be able to effectively communicate complex state issues, both orally and in writing, to the City Council, City Manager, other Charter Officers and staff. These communications should be clear, concise, and accurate. The Consultant should also demonstrate a strong understanding of state-level issues relevant to the City of Scottsdale.

vii. The Consultant shall provide a complete client list to the Government Relations

Department annually, at the beginning of each fiscal year. Additionally, the Consultant must notify the City in writing prior to representing any other Arizona municipality or political subdivision.

B. CONSULTANTS RESPONSIBILITIES

The selected Consultant will serve as the City of Scottsdale’s state lobbying representative and will be responsible for providing, at a minimum, the following services:

a. State Services

1) Each year, the Consultant shall collaborate with the City’s Government Relations Department to develop the City’s Legislative Agenda. The Consultant will also assist in crafting and implementing strategies to advance the Council-adopted Legislative Agenda and provide input on the City’s annual Advocacy and Political Engagement Plan. All communication between the Consultant and the City shall be directed through the Government Relations Department or designee(s).

2) The Consultant shall maintain strong, productive relationships with members of the Arizona State Legislature, the Governor’s Office, state agencies, regulatory bodies, and relevant staff. These relationships should support the City’s policy goals and enhance its presence at the state level.

3) The Consultant shall maintain a visible and consistent presence at the Arizona State Capitol, serving as a key point of contact for legislators, legislative staff, and other lobbyists on matters concerning the City.

4) The Consultant shall actively monitor, analyze, and track legislative, budgetary, and regulatory issues of interest to the City. This includes providing timely updates on hearings, committee meetings, bill amendments, and other relevant developments.

5) The Consultant shall assist in researching and preparing fact sheets, briefings, and other communications to support the City’s advocacy efforts and to educate elected officials, agency staff, and stakeholders on issues aligned with the City’s Legislative Agenda.

6) Upon request by the Government Relations Department or designee(s), the Consultant shall provide testimony and represent the City at legislative, agency, or regulatory hearings.

7) The Consultant shall work with the Government Relations Department to seek state opportunities to further the City’s priorities, both through funding solutions and regulatory relief.

b. Legislative Session Reporting

During the legislative session, the Consultant shall:

1) Provide weekly written reports summarizing legislative developments and the tracking of key bills, in a format approved by the Government Relations Department.

2) Participate in weekly status meetings with the Government Relations Department to review legislative activity.

3) Be available for bi-weekly meetings with the City Manager or designee.

c. Off-Session Reporting

When the Legislature is not in session, the Consultant shall submit a monthly status report detailing activities undertaken on the City’s behalf. This report must accompany the monthly invoice.

d. Annual Report

The Consultant shall prepare and submit an annual end-of-session report summarizing accomplishments and activities related to the City’s State Legislative Program.

C. CITY’S RESPONSIBILITIES

The Contract Administrator shall be the Government Relations Manager or designee. The Contract Administrator shall audit the billings, approve payments, establish delivery schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

SECTION 3 - SPECIAL TERMS AND CONDITIONS

1. ACCEPTANCE / AGREEMENT

Contractor shall act under the authority and approval of the Contract Administrator for the City, further named herein, to provide the services required by this Contract.

If for any reason the Offeror should fail to accept in writing, any conduct by Offeror which recognizes the existence of a Contract/Agreement pertaining to the subject matter hereof shall constitute acceptance by Offeror of the Contract/Agreement and all of its terms and conditions.

Any terms proposed in Offeror's acceptance of City's Contract which adds to, varies from or conflicts with the terms herein are hereby rejected by the City. Any such proposed terms shall be void and the terms herein shall constitute the complete and exclusive statement of the terms and conditions of the Contract/Agreement between the parties.

2. ACCURACY OF WORK

The Contractor shall be responsible for the accuracy of the work requested and shall promptly make all necessary revisions or corrections without additional compensation. Acceptance of the work by the Contract Administrator will not relieve the Contractor of the responsibility for subsequent correction of any errors and the clarification of any ambiguities.

3. CITY ASSURANCE

The Contract Administrator shall report to the Contractor in writing, via email, or other written documentation, all deficiencies in the quality of performance of the service. All communication, written or verbal, between the City of Scottsdale and the Contractor shall be in English.

All deficiencies in the performance of the Contractor’s service shall be corrected promptly by the Contractor as directed by the Contract Administrator.

The Contract Administrator may monitor and review the performance of the Contractor and employees. The outcomes of this oversight may have a direct bearing on the opportunity to negotiate a renewal of the Contract, when applicable.

4. CITY OBSERVED HOLIDAYS

City holiday time frame is 6:00 P.M. the eve of the holiday until 6:00 A.M. on the day after the holiday.

City Holidays Include: New Year’s Day, Martin Luther King Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving Day (plus Day after Thanksgiving), Christmas Day.

a. New Year’s Day January 1st (or Friday before or Monday after)

b. Martin Luther King Day 3rd Monday in January

c. President’s Day 3rd Monday in February

d. Memorial Day Last Monday in May

e. Juneteenth June 1th

Insurance Representations and Requirements

f. Independence Day July 4th (or Friday before or Monday after)

g. Labor Day 1st Monday in September

h. Veteran’s Day November 11 (or Friday before or Monday after)

i. Thanksgiving Day 4th Thursday in November

j. Day after Thanksgiving 4th Friday in November

k. Christmas Day December 25th (or Friday before or Monday after)

5. COMPLETENESS AND ACCURACY

The Consultant will be responsible for the completeness and accuracy of work prepared by the Consultant and will correct, at its expense, all errors or omissions which may be disclosed. The cost to correct those errors will be chargeable to the Consultant. The City’s acceptance of the Consultant’s work will not relieve the Consultant of any of its responsibilities. The professional standard to which the Consultant is held will be that of a similar Consultant as practiced in the State of Arizona.

6. CONTRACT ADMINISTRATION

The Contract Administrator, as identified in the Statement of Need shall audit the billings, approve payments, establish schedules, approve addenda to the contract, and generally be responsible for overseeing the execution of the contract.

7. FUEL SURCHARGES

Fuel surcharges shall NOT be allowable during the term of this Contract.

8. INSURANCE REQUIREMENTS

General Contractor agrees to comply with all applicable City ordinances and state and federal laws and regulations.

Without limiting any obligations or liabilities of Contractor, must purchase and maintain, at its own expense, this Contract’s stipulated minimum insurance with insurance companies properly licensed by the State of Arizona (admitted insurer) with an AM Best, Inc. rating of B ++ 6 or above or an equivalent qualified unlicensed insurer by the State of Arizona (non-admitted insurer) with policies and forms satisfactory to City of Scottsdale. Failure to maintain insurance as specified may result in termination of this Contract at City of Scottsdale’s option.

No Representation of Coverage Adequacy By requiring the insurance stated in this Contract, the City of Scottsdale does not represent that coverage and limits will be adequate to protect Contractor. City of Scottsdale reserves the right to review any and all of the insurance policies and/or endorsements required by this Contract but have no obligation to do so. Failure to demand any evidence of full compliance with the insurance requirements stated in this Contract or failure to identify any insurance deficiency does not relieve Contractor from, nor may it be construed or considered a waiver of Contractor’s obligation to maintain the required insurance at all times during the performance of this Contract.

Coverage Term All insurance required by this Contract must be maintained in full force and effect until all work or services required to be performed under the terms of this Contract are satisfactorily performed, completed and formally accepted by The City of Scottsdale, unless specified otherwise in this Contract.

Claims Made In the event any insurance policies required by this Contract are written on a “claims made” basis, coverage shall continue uninterrupted throughout the term of this Contract by keeping coverage in force using the effective date of this Contract as the retroactive date on all “claims made” policies. The retroactive date for exclusion of claims must be on or before the effective date of this Contract and can never be after the effective date of this Contract. Upon completion or termination of this Contract, the “claims made” coverage shall be extended for an additional three

(3) years using the original retroactive date, either through purchasing an extended reporting option; or by continued renewal of the original insurance policies. Submission of annual Certificates of Insurance, citing the applicable coverages and provisions specified herein, shall continue for three (3) years past the completion or termination of this Contract.

Policy Deductibles and or Self-Insured Retentions The policy requirements may provide coverage which contains deductibles or self-insured retention amounts. Any deductibles or self-insured retention are not applicable to the policy limits provided to City of Scottsdale. Contractor is solely responsible for any deductible or self-insured retention amount. City of Scottsdale, at its option, may require Contractor to secure payment of any deductible or self-insured retention by a surety bond or irrevocable and unconditional letter of credit.

Use of Subcontractors If any work under this Contract is subcontracted in any way, Contractor must execute a written agreement with Subcontractor containing the same Indemnification Clause and Insurance Requirements as stated in this Contract protecting City of Scottsdale and Contractor. Contractor will be responsible for executing the agreement with Subcontractor and obtaining Certificates of Insurance verifying the insurance requirements.

Evidence of Insurance and Required Endorsements Before starting any work or services under this Contract, Contractor must furnish City of Scottsdale with Certificate(s) of Insurance, or formal endorsements as required by this Contract, issued by Contractor’s insurer(s) as evidence that policies are placed with acceptable insurers as specified in this Contract and provide the required coverage, conditions, and limits of coverage and that this coverage and the provisions are in full force and effect. If a Certificate of Insurance is submitted as verification of coverage, City of Scottsdale will reasonably rely upon the Certificate of Insurance as evidence of coverage, but this acceptance and reliance will not waive or alter in any way the insurance requirements or obligations of this agreement. If any of the above cited policies expire during the life of this Contract, it is Contractor’s responsibility to forward renewal Certificates within ten (10) days after the renewal date containing all the aforementioned insurance provisions. Certificates must specifically cite the following provisions endorsed to the Contractor’s policy:

1. City of Scottsdale, its agents, representatives, officers, directors, officials and employees must be named an Additional Insured under the following policies:

a) Commercial General Liability

b) Auto Liability

c) Excess Liability - Follow Form to underlying insurance as required.

2. Contractor’s insurance must be primary insurance as respects performance of subject contract. Is this standard language or does it need some grammatical correction?

3. All policies, except Professional Liability Insurance, if applicable, waive rights of recovery (subrogation) against City of Scottsdale, its agents, representatives, officers, directors, officials and employees for any claims arising out of work or services performed by Contractor under this Contract.

4. If the Contractor’s receives notice that any of the required policies of insurance are materially reduced or cancelled, it will be Contractor’s responsibility to provide prompt notice of same to the City, unless such coverage is immediately replaced with similar policies.

Required Coverage

Commercial General Liability Contractor must maintain “occurrence” form Commercial General Liability Insurance with a limit of not less than $1,000,000 for each occurrence, $2,000,000 Products and Completed Operations Annual Aggregate, and a $2,000,000 General Aggregate Limit. The policy must cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury and advertising injury. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Vehicle Liability If any vehicle is used in the performance of the Scope of Work that is the subject of this Contract, the Contractor must maintain Business Automobile Liability Insurance with a limit of $1,000,000 each occurrence on Contractor’s owned, hired, and non-owned vehicles assigned to or used in the performance of the Contractor’s work or services under this Contract. If any hazardous material, as defined by any local, state or federal authority, is the subject, or transported, in the performance of this contract, an MCS 90 endorsement is required providing $5,000,000 per occurrence limits of liability for bodily injury and property damage. If any Excess insurance is utilized to fulfill the requirements of this section, the Excess insurance must be “follow form” equal or broader in coverage scope than underlying.

Workers’ Compensation Insurance Contractor must maintain Workers’ Compensation Insurance to cover obligations imposed by federal and state statutes applicable to Contractor’s employees engaged in the performance of work or services under this Contract and must also maintain Employers’ Liability Insurance of not less than $100,000 for each accident, $100,000 disease for each employee and $500,000 disease policy limit. If the Contractor is a sole proprietor or a single member limited liability company with no employees and has elected not to purchase Workers’ Compensation Insurance; a completed and signed Workers’ Compensation Waiver Form will substitute for the insurance requirement.

Professional Liability If the Contract is the subject of any professional services or work, or if Contractor engages in any professional services or work adjunct or residual to performing the work under this Contract, Contractor must maintain Professional Liability Insurance covering errors and omissions arising out of the work or services performed by Contractor or anyone employed by Contractor or anyone for whose acts, mistakes, errors and omissions Contractor is legally liable, with a liability insurance limit of $1,000,000 each claim and $2,000,000 all claims

9. INVOICING

All invoices submitted for work done under the scope of this Contract MUST BE ITEMIZED.

Itemized invoices shall contain a MINIMUM of the following information:

• Vendor Name

• Remit to Address

• Purchase Order Number

• Invoice Date

• Invoice Number

• Date service/work was completed

• Complete description of work completed

• Location where service/work was performed

• Itemized list of all charges (quantity, description, unit pricing per the contract)

• Tax Amount (if applicable)

• Total Invoice Amount

The Contractor shall submit invoices with all supporting documentation within thirty (30) days after the service/work is completed and approved by the Contract Administrator.

10. KEY PERSONNEL

The Contractor shall provide an adequate staff of experienced personnel capable of and devoted to the successful accomplishment of Contract work. The Contractor shall assign the specific individuals identified in its proposal to key positions. The Contract is predicated, in part and among other considerations, on the utilization of the specific individual(s) and/or personnel qualification(s) identified and/or described in the Contractor’s offer. Therefore, no substitution of such specified individuals and/or personnel shall be made without prior written approval of the CA. Any substitution of personnel under this Contract shall be equal or better than those identified in the Contract. The City’s approval of a personnel substitution shall not be construed as an acceptance of the substitution’s performance potential. No approval shall be unreasonably withheld of a proposed substitution of personnel. The Contractor shall bear all transitional expenses incurred for any costs associated with removing or replacing Key Personnel who are performing work under the Contract.

11. MULTIPLE AWARDS

If deemed to be in the City of Scottsdale’s best interests, the City reserves the right to award multiple Contracts as a result of the solicitation process. While multiple awards are possible, the preferred procedure is to make a single award for each commodity or category of commodity.

12. OWNERSHIP OF PROJECT DOCUMENTS

All documents, including but not limited to notes, records, data compilations, studies, and reports in any format, including but not limited to, written or electronic media, prepared in the performance of this Contract will remain the property of the City and must be delivered to the Contract Administrator before final payment is made to the Consultant.

When the work detail covers only the preparation of preliminary reports or documents, there will be no limitations upon the City concerning use of the ideas or recommendations in the reports or documents. The City will release the Consultant from any liability for the preparation and use of preliminary reports or documents.

Any use of the project documents for purposes other than intended under this Contract will be at the sole risk of the City, and the Consultant will not be liable for any losses or injuries arising out of that use.

13. PRICE ADJUSTMENTS

Price increases may only be requested by the Contractor, thirty (30) days prior to the anniversary date of the Agreement. Failure to do so may result in the denial of any increase requested.

A requested price increase will become effective only after approval by the Contract Administrator and the Purchasing Director. Once approved the price increase will be adjusted into a new base price for the remainder of the contract period. Any future requested price increases to the base price will only be reviewed at annual renewal time and require the approval of the Contract Administrator and Purchasing Director.

The proposed increased rate shall be based upon presentation by the Contractor and review by the Contract Administrator; however, the Contract Administrator shall evaluate the Contractor's performance, services and records documentation to determine the appropriateness of the increase requested.

14. PRICING

Pricing shall be listed on the Pricing Proposal Form. Prices quoted by the Offerors shall be applicable during the entire initial term of the Contract.

For reasons of clarity all submissions of pricing shall be priced in the same unit (size, volume, quantity, weight, etc.) as requested on the Pricing Proposal Form herein. Offerors failing to comply with this requirement may be declared non-responsive.

All charges associated with this Contract MUST be shown on the Pricing Proposal Form returned by the Offeror or other supporting documentation. Any charges not listed on the Pricing Proposal Form or supporting documentation submitted with the Offeror’s proposal response shall not be allowed during the Contract period and any applicable extensions.

The Offeror is strongly encouraged to offer additional pricing for related items, products and services, which are not specifically addressed as line items in this solicitation but are directly related to the items and products requested by the City herein and offered by the Offeror.

Additional items, products and services proposed pricing should be noted on the Pricing Proposal Form or a separate attachment to Offeror’s submittal document.

15. REVIEW OF CONTRACTOR’S WORK

Work performed by the Contractor shall be subject to periodic reviews and partial acceptance at various stages. The Department may make such reviews and pass upon the acceptability of Contractor’s work. Partial acceptance shall not relieve the Contractor of its obligation to correct, without charge, any errors in the work on this project.

The City reserves the right to perform background checks on the Contractor and their employees who will be conducting onsite activities and have direct contact with the City’s client

16. . TERM OF AGREEMENT

The term of this Contract shall be for a one (1) year period from the effective date of the contract award.

The City and Contractor may mutually agree to extend this Contract for four (4) additional one (1) year periods, upon the recommendation of the Contract Administrator, concurrence of the Purchasing Director and/or City Council, depending on the Contract.

17. THIRD PARTY BENEFICIARY

Nothing under the Contract Documents will be construed to give any rights or benefits in the Contract Documents to anyone other than the City and the Consultant, and all duties and responsibilities undertaken in accordance with the Contract Documents will be for the sole and exclusive benefit of the City and the Consultant and not for the benefit of any other party.

18. VALUATION OF CONSULTANT’S PERFORMANCE

The Consultant will be evaluated regarding its performance of this Contract. This evaluation will include, but not be limited to, the following consideration for:

Completeness Accuracy

Technical Expertise Organization

Working Relationship with City Staff and Others Availability Communication Skills (meetings, correspondence, etc.)

This evaluation will be prepared by the staff and used to evaluate the desirability to proceed with negotiations for additional services.

SECTION 4 – EVALUATION CRITERIA

A. EVALUATION CRITERIA

GENERAL

After receipt of all proposals, each submittal shall be screened to determine if any shall be deemed non-responsive. Unsigned proposals, incomplete proposals, non-conformance with mandatory requirements, etc., may result in the determination of non-responsive.

Subsequent to the initial review, all remaining proposals shall be reviewed by the Proposal Evaluation Committee.

PROPOSAL EVALUATION

All responsive proposals shall be evaluated by the Proposal Evaluation Committee using the criteria listed below. The recommendation for contract award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the City.

The following is the criteria that will be used to review the proposals:

DESCRIPTION

Firm and Staff Qualifications & Experience Method of Approach, Local Knowledge, Sample Documents Pricing Exceptions, References, Client List

The following items may be used by the Proposal Evaluation Committee to evaluate each proposal submitted:

1. Cost factors associated with performing the work required by the contract.

2. The Offeror’s demonstrated experience on similar types of projects, including satisfactory reference checks relating to past work relationships, past performance on projects of similar scope and size, level of knowledge, reliability, flexibility and ability to meet project deadlines.

3. The ability and willingness of the Offeror to meet or exceed the specifications and standards of this solicitation and Offeror’s understanding and perceived perception of the scope of work contained herein.

4. The content and quality of the Offeror’s proposal and other presentation materials.

Each proposal will be reviewed in entirety and assigned a score with respect to each of the criteria. The proposals will be ranked by the evaluation committee. Offeror may be invited to make a presentation, but Offeror should not rely on a possible presentation to present their qualifications and offered services.

If invited, the Offeror will be notified of the date and time of the presentation by the Contract Administrator.

Results of any presentation may be used to determine the contract award.

The evaluation committee may establish a short list of those proposals considered most advantageous to the City of Scottsdale.

Short-listed Offerors may be invited to make presentations. At the presentation, the evaluation committee will score each Offeror.

At the conclusion of all presentations, an overall ranking of proposals will be performed.

The City of Scottsdale intends to enter into negotiations with the top ranked Offeror determined to provide the most advantageous combination of product and services as determined by the proposal and presentation.

Should negotiations with the top ranked Offeror fail to reach a satisfactory conclusion, the City of Scottsdale may at its sole discretion enter into negotiations with the second ranked vendor, or the City of Scottsdale may determine that no further negotiations will be conducted.

SECTION 5 – SUBMITTAL PREPARATION REQUIREMENTS

RFP# 26RFP014

All required documents shall be submitted electronically through the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com). Offerors are expected to download the solicitation documents from the Bonfire procurement portal at City of Scottsdale, AZ (bonfirehub.com). To prepare your electronic submission please do the following:

Review the solicitation document downloaded from the procurement portal and navigate to Section 5 – Submittal Preparation Requirements. This page is provided to give Offerors a list of the items that will be required to be submitted as a part of their official proposal. We have designated in the description of each item how Offerors are to respond:

• COS (City of Scottsdale) Form means there is a corresponding form that needs to be completed by the Offeror and saved as a PDF.

• If COS Form is not listed this means the Offeror shall prepare their information as detailed in Section 5 – Submittal Preparation Requirements. For example, Offerors are required to prepare their own Project Approach response, making sure they provide all of the information requested in that specific section below. Offerors could write the document using Word or Google Docs and then save the document as a PDF.

• Once the Offeror has PDF documents for all of the items listed in the Section 5 – Submittal Preparation Requirements checklist they will upload those file as noted within the Requested Information section of the City of Scottsdale procurement portal at: City of Scottsdale, AZ (bonfirehub.com).

• In the case of pricing, there may or may not be a form to be completed, we provide instructions on how to provide the pricing information for each solicitation. In some instances, Offerors will fill out a pricing form and upload them as a PDF document. In some instances, Offerors will download a pricing spreadsheet from the procurement portal, enter in their pricing information, and the upload the completed spreadsheet into the procurement portal. Some solicitations will have a browser-based pricing sheet that Offerors will complete directly in the procurement portal.

https://scottsdaleaz.bonfirehub.com/portal/?tab=login https://scottsdaleaz.bonfirehub.com/portal/?tab=login

Firm and Staff Qualifications & Experience – The Offeror shall submit a Firm and Staff Qualifications document which illustrates the Offeror’s understanding of the objectives of this solicitation, as well as the qualifications, experience, training and other credentials that illustrate the Offeror and employee’s abilities to successfully complete the scope of work represented in this solicitation. The Firm and Staff Qualifications document should include a MINIMUM of the following items:

Offeror’s document shall contain a synopsis of the firm’s history, including a statement indicating the length of time the Offeror has been doing business:

Offeror’s document shall contain information containing full company contact information, including but not limited to: Company Name, Main office business address, local office business address (if different), Office phone, fax and email address and Company web page address (if available) Offeror’s document shall demonstrate previous experience performing work similar to the size and scope of the work identified herein.

Offeror’s document shall demonstrate an understanding of the goals identified herein for this contract and provide a basic overview for the accomplishment of these goals.

Offeror’s document shall identify the key issues and potential obstacles with respect to the scope of work identified herein. Offeror’s documents should provide a basic methodology to address and overcome all identified issues and obstacles.

Offeror’s document shall contain a comprehensive description of all services that shall be provided.

Resumes of all key project personnel shall be submitted separately at the end of the Offeror’s proposal. All resumes shall be limited to one page and include a brief summary of past accomplishments, academic credentials, Professional Certifications, Professional Association Memberships, etc.).

Offeror’s document shall contain availability and capacity of workload. Offeror’s document shall list all sub-consultants (if any) that will be used in the completion of projects identified herein, and the sub-consultants envisioned role in each project

Method of Approach – Offeror’s document shall demonstrate an understanding of the goals identified herein for this project and provide a basic overview for the accomplishment of these goals. Offeror’s proposal shall address a MINIMUM of the following key project areas:

• Offeror’s proposal shall demonstrate that the firm is capable of delivering all services identified in the scope of work. Describe the firm’s approach to fulfilling each component of the scope of work, including staffing, strategy development, monitoring, reporting and representation.

• Offeror’s proposal shall demonstrate the firm’s ability to build and maintain bipartisan relationships. Provide specific, recent examples where the firm successfully advanced legislation or secured support across party lines.

• Offeror’s proposal shall demonstrate an understanding of current and emerging state legislative issues that may impact or be of interest to the City of Scottsdale. Offeror should describe how they track, analyze and advise on such matters, including examples of past performance.

• Offeror should provide a summary of relevant experience and notable successes advocating for clients before the Arizona State Legislature, the Arizona Governor’s Office and regulatory bodies in Arizona. Highlight any major outcomes or policy changes that demonstrate effective strategy and execution.

• Offeror shall submit a current client list detailing all entities the firm represents and note any potential conflicts of interest.

Local Knowledge – Offeror’s proposal shall identify the Offeror’s familiarity with the City of Scottsdale local environment, economy, and other local issues pertinent to this project which enhances your qualifications to successfully represent the City.

Sample Documents – Offeror’s proposal shall contain samples/examples of reports and/or other written information you have provided to other clients, which would be similar in scope to the report requirements detailed in the consultant responsibilities identified herein.

Pricing Proposal (COS Form) – Offeror’s proposal shall include a total not to exceed pricing for your proposal including any reimbursable expenses. Include an itemization of all pricing as it relates to the proposed tasks and/or deliverables specified herein.

Exceptions – Offeror shall include all exceptions taken in regard to the terms and conditions as specified in this solicitation document, any award documents, or attached contracts. All exceptions taken by the Offeror shall be clearly defined and the changes requested clearly identified in their submittal document. Exceptions taken by the Offeror shall be used in the evaluation process. If the Offeror does not indicate exceptions in their submittal document this will signify to the City that the Offeror is in full agreement with all areas of the solicitation document, attached award documents and contracts, and agree to all terms as stated.

Reference List (COS Form) – Offeror’s proposal shall demonstrate previous experience performing work similar to the size and scope of the work identified herein. Offeror shall provide a MINIMUM of three (3) recent and/or current, business references for which the Offeror has participated in projects with a similar scope and size to the project referenced herein.

References supplied shall not be City of Scottsdale employees. The reference list provided should include a MINIMUM of:

Organization Name Contact Name Contact Phone Number Contact Fax Number Contact Email Address (if available) Project Date

Client list- Offeror shall include a list of current clients.

INFORMATION ONLY - Sub-Consultants if applicable – Offeror shall provide a complete list of all the anticipated sub-consultants (if any) that will be used in the completion of services and projects identified herein, and the sub-consultants envisioned role in each service or project.

NOTE:

“Please do not return a copy of the solicitation/addenda(s) with your proposal/submittal. Return only the required documents as referenced on the Submittal Checklist.”

All submittals are to be completed on the City of Scottsdale (COS) forms without any alterations; failure to do so may result in your submittal being rejected

COS RFP Template

SECTION 6 – REQUIRED FORMS

FORMAL REQUEST FOR PROPOSAL

STATE LOBBYING SERVICES

RFP# 26RFP014

Proposal Signature Page (COS Form) - Fully completed Proposal Signature Page, signed in ink.

Pricing Proposal (COS Form) – Fully completed Pricing Proposal Form.

General Disclosure Form (COS Form) – Fully completed General Disclosure Form, signed in ink.

Litigation Disclosure Form (COS Form) – Fully completed Litigation Disclosure Form, signed in ink.

References (COS Form) – Fully completed Reference Form.

Bidder Questionnaire Form(s) Company Information (COS Form) – Fully completed Bidder Questionnaire Form(s) Company Information.

INFORMATION ONLY Subconsultant List if applicable- Document shall list all sub-consultants (if any) that will be used in the completion of services and projects identified herein, and the sub-consultants envisioned role in each service or project.

PROPOSAL SIGNATURE PAGE

The undersigned hereby offers and agrees to furnish the material, or service, in compliance with all the terms and conditions, instructions, specifications, and any amendments contained in this Request for Proposal document and the attached Professional Services contract and any written exceptions in the offer accepted by the City.

The Offeror also certifies it is in compliance with the Non-Collusion and the Immigration Compliance and Federal and Arizona State Immigration Laws requirements of the solicitation.

Company Name Signature of Authorized Person

Address Printed Name

City State Zip Title

Telephone Number Fax Number

Date E-Mail Address

If Applicable, Contractor’s License Number and Classification:

The Offeror hereby acknowledges that the proposal pricing is based on all of the addenda that were issued by the City prior to opening of this proposal.

Proposal must be signed by a duly authorized representative eligible to sign contract documents for the firm. Consortiums, joint ventures, or teams submitting proposals will not be considered responsive unless it is established that all contractual responsibility rests solely with one contractor or one legal entity. The Proposal must indicate the responsible entity.

Offerors should be aware that joint responsibility and liability will attach to any resulting contract and failure of one party in a joint venture to perform will not relieve the other party or parties of total responsibility for performance.

NO BID: If no bid please state reason:

PRICING PROPOSAL FORM – PAGE 1 of 1

DESCRIPTION MONTHLY

RETAINER

TOTAL ANNUAL

FIRM FIXED PRICE

Calendar Year 2026 $ $

Calendar Year 2027 $ $

Calendar Year 2028 $ $

Calendar Year 2029 $ $

Calendar Year 2030 $ $

**TAXES

ADDENDA

If Applicable, Contractor’s License Number and Classification:

COMPANY NAME:

1. Do not include any use, or federal excise tax in your bid. The City is exempt from the payment of federal excise tax and will add use tax as applicable.

The Bidder hereby acknowledges that his bid/proposal pricing is based on all of the addenda that were issued by the City prior to the opening of this bid/proposal.

YES NO

BIDDER GENERAL DISCLOSURE FORM

Bidder shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Debarment / Suspension Information – Has the Respondent or any of its principals been debarred or suspended from contracting with any public entity?

If “YES”, in an attachment to this form identify the public entity and the name and current phone number of a representative of the public entity familiar with the debarment or suspension and state the reason for or circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension.

Surety Information – Has the Respondent or any of its principals ever had a bond or surety cancelled or forfeited?

If “YES”, in an attachment to this form identify the name of the bonding company, date, amount of bond and reason for such cancellation or forfeiture.

Bankruptcy Information – Has the Respondent or any of its principals ever been declared bankrupt or filed for protection from creditors under State or Federal proceeding in the last seven (7) years?

If “YES”, in an attachment to this form identify the date, court, jurisdiction, case number, amount of liabilities and amount of assets.

Signature Title

Printed Name Date

BIDDER LITIGATION DISCLOSURE FORM

Bidder shall respond to each of the questions below by checking the appropriate box and provide supplemental information as needed. Failure to fully and truthfully disclose the information required by this disclosure form may result in the disqualification of your submittal from consideration or termination of the contract, once awarded.

Have you or any member of your Firm or Team to be assigned to this contract ever been indicted or convicted of a felony or a misdemeanor involving theft or moral turpitude in the last five (5) years?

H…