2025-339 Advocacy RFP.pdf

Request for Proposals

Legislative Advocacy 2025-339

Due Date: 2:00 PM, October 31st, 2025

427 Rio Grande Place

Aspen, CO 81611

(970) 920-5059

Aspen, CO | Official Website https://www.aspen.gov/

City of Aspen

REQUEST FOR PROPOSALS

Sealed proposals will be received by the City of Aspen Purchasing Department through the Bidnet Direct website, www.bidnetdirect.com, until 2:00p.m., October 31st, 2025, at which time the proposals will be opened and reviewed, for the following City of Aspen project:

2025-339 Legislative Advocacy

The City of Aspen is seeking proposals from firms with expertise in developing policy strategy for municipal governments, lobbying at the Colorado General Assembly and which will have a fulltime presence as the Colorado State Capitol during the 2026 legislative session.

A non-mandatory pre-proposal conference will be held Tuesday, October 14th, 2025 at 10:00AM via Microsoft Teams.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2 /0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07- 8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d

Meeting ID: 221 114 962 155 6 Passcode: 7WL7uE7K

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Non-Discrimination Policy Any business that enters into a contract for goods or services with the City of Aspen or any of its boards, agencies, or departments shall:

a. Implement an employment nondiscrimination policy prohibiting discrimination in hiring, discharging, promoting or demoting, matters of compensation, or any other employment-related decision or benefit on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

b. Not discriminate in the performance of the contract on account of actual or perceived race, color, religion, national origin, gender, physical or mental disability, age, military status, sexual orientation, gender identity, gender expression, or marital or familial status.

c. Incorporate the foregoing provisions in all subcontracts hereunder.

Diversity and Inclusion The City shall acquire its goods and services in a manner that integrates fiscal responsibility, social equity, women and minority business opportunity, and environmental stewardship. Bidders should provide any additional information and or certifications describing the above.

Sustainability Considerations One of the City of Aspen’s values is stewardship, and the City has taken significant strides in embedding sustainable practices into our operations. In 2022, Aspen City Council set new greenhouse gas reduction goals (science-based targets) of 63% by 2030 and 100% by 2050 based on 2017 emissions levels. While not a requirement for this contract (unless otherwise stated http://www.bidnetdirect.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d in the scope of work or criteria list), the City encourages all vendors to share in their proposals how their products and services are supporting the City’s climate initiatives and goals. For more information on the City’s sustainability efforts and the Aspen Sustainability Action Plan, visit www.aspen.gov/climate.

Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

Discussion may be conducted with responsible Offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

In addition to price, the criteria set forth in the Instruction to Offerors and any specific criteria listed below, may be considered in judging which Proposal is in the best interests of the City:

• Firm Experience: 20%

• Understanding of the city’s legislative priorities and project scope: 25%

• Team Qualification: 35%

• Costs: 20%

BY ORDER OF THE CITY OF ASPEN, COLORADO

Asal Vojdani, Purchasing http://www.aspen.gov/climate

Table of Contents

1.0 Introduction

1.1 Project Description and Background

1.2 Project Goals Objectives

2.0 RFP Process

2.1 Communication

2.2 Pre-Proposal Meeting

2.3 Proposal Submission

2.4 Schedule

2.5 Selection Criteria

3.0 Scope of Work

4.0 Proposal Format

5.0 Legal

6.0 Exhibits

1.0 Introduction

The purpose of this Request for Proposals (RFP) is to solicit professional services for advocacy leading up to and during the Colorado General Assembly 2026 legislative session.

The City of Aspen was incorporated in 1879 and on January 1, 1972, the City became a Colorado home rule city. The City of Aspen encompasses 3.9 square miles and is located within the relatively flat valley floor surrounded on three sides by Aspen Mountain, Smuggler Mountain, and Red Mountain. The City of Aspen is a full-service municipality, which provides services including police, community development, recreation, open space and climate action, as well as running electric and water utilities.

1.1 Project Description and Background

The City of Aspen is seeking proposals from political advocacy firms that have extensive experience lobbying before members of the Colorado General Assembly, with other state policy makers, the Colorado congressional delegation and federal agencies. The city is looking for a contract lobbyist to represent the city’s adopted policy agenda through the year 2026.

The successful team will:

• Demonstrate expertise in the following policy priority areas of affordable housing, water availability, and transportation. Other areas of policy interest for the city of Aspen include: water conservation, water rights, climate action and resource conservation, public lands, public health and safety, and telecommunications.

• Demonstrate experience in representing municipal clients.

• Demonstrate an approach to advising and consulting with designated City officials to take action to mitigate potentially harmful and promote helpful legislation or policies.

1.2 Project Goals Objectives

The objectives are to ensure the City is fully engaged in legislative activities and will work to ensure the City’s legislative priorities are achieved in the specific areas of affordable housing, water availability, and transportation. The vendor anticipates using the City of Aspen Policy Agenda as the guiding resource. The selected vendor will work to identify the most effective and efficient strategy based on the legislative makeup and legislative climate to accomplish City goals. This includes tracking proposed and pending legislation, successful advocacy and/or assistance to City staff to communicate City positions directly to legislators, before legislative committees, state executive branch departments and the Colorado congressional delegation, by arranging for testimony at hearings, conducting face-to-face lobbying, and negotiating with other interested parties on matters of interest policy advocacy committees of organizations to which the City belongs.

2.0 RFP Process

2.1 Communication

Questions must be posted on the Bidnet Direct website, www.bidnetdirect.com. Answers are posted online for all Offerors to review and consider. It is the Vendor’s responsibility to check the website for Q&As, addendums, and other important information.

Vendors may contact Procurement at procurement@aspen.gov or 720-589-4943 for questions regarding the procurement process or uploading proposals.

mailto:procurement@aspen.gov

2.2 Pre-Proposal Meeting

A non-mandatory pre-proposal conference will be held Tuesday, October 14th, 2025 at 10:00AM via Microsoft Teams.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2 /0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07- 8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d

Meeting ID: 221 114 962 155 6 Passcode: 7WL7uE7K

2.3 Proposal Submission

Electronic submission is to be uploaded on the Bidnet Direct website, www.bidnetdirect.com. The electronic submission must be compiled into a single pdf or Word document. The name of the document must contain the City project number and firm’s name.

The deadline for submitting responses to this RFP is 2:00pm, October 31st, 2025.

2.4 Schedule

The proposal, evaluation and selection schedule is as follows:

• Non-Mandatory Pre-Bid Meeting via Microsoft Teams Tuesday, October 14th at

10AM

• Final Questions Due Friday, October 23rd, 2025.

• Proposal packages due by 2:00PM, Friday, October 31st, 2025

2.5 Selection Criteria

The criteria for selection shall include but may not be limited to the following:

Firm Experience: 20%

• Experience in advocacy at the Colorado General Assembly and other policymakers in the state

• Demonstrated effective working relationship with members of the Colorado General Assembly, the governor’s office, executive branch staff, various interest groups, and the Colorado congressional delegation

• Demonstration of existing relationships with federal governmental staffers at governmental agencies, and with other industry lobbyists.

• Demonstration of successful project or infrastructure advocacy that resulted in built or shovel ready projects

• Demonstration of experience with Colorado water plan, conservation programming, and/or advocacy with water interests east and west of the Continental divide.

• Established rapport with the Colorado Municipal League https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Yjk1NzllYzktYWNkMS00Nzc0LTg1ZDItMDE0NGI4YjZlNDQ3%40thread.v2/0?context=%7b%22Tid%22%3a%22c4570712-a4ca-4c34-bc07-8437c5f0c65e%22%2c%22Oid%22%3a%22b6258069-396b-40b0-9141-b9e7ba401971%22%7d http://www.bidnetdirect.com/

Understanding of the city’s legislative priorities and project scope: 25%

• Demonstrated understanding of the city’s policy principles and priorities

• Approach to the scope of work

• Familiarity with municipal and other local government policies and operations, and with the City of Aspen government and Legislative Policy Agenda and priorities

• Sensitivity to Community Values

Team Qualification: 35%

• Team organization

• No conflicts of interest in serving as a lobbyist for the city of Aspen

• Registered lobbyist in good standing in accordance with state/federal law

Costs: 20%

The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

Discussion may be conducted with responsible offerors who submit Proposals determined to be reasonably susceptible to be selected for award for purpose of clarification to assure full understanding of, and responsiveness to the solicitation requirements.

3.0 Scope of Work

The scope of work will include, but will not be limited to, the following:

Policy Analysis

• Identify, review, and analyze state legislative, and executive branch matters of potential importance in the specific areas of affordable housing, water availability and transportation. The city has specific interest in any legislation in the 2026 Colorado General Assembly related to land use policies that pre-empt local control or that have an impact on housing affordability.

Lobbying

• Accurately and persuasively present the city’s views and initiatives

• Communicate the City’s perspective, interests, and positions on legislation to state legislators, the Governor’s office and other state policy leaders as necessary.

• Provide advice, recommendations, and support services including but not limited to correspondence, briefing papers, talking points, written summaries, fact sheets and materials to the City on proposed legislation that may have financial or operational impacts to the city of Aspen in the specific policy areas identified.

• Meet with state legislators as necessary

• Comply with all public disclosure requirements for lobbying activities

Strategy

• Review the city’s previous year’s policy agenda in advance of the 2026 legislative session and the City Council’s adoption of the 2025 policy document with a specific focus on affordable housing, water availability, and transportation.

• Pre-session planning

• Identifying opportunities for city officials and staff to testify on matters related to the City of Aspen’s policy agenda principles and priorities as well as other matters that impact the city

• Develop strategies around the advancement of key legislative priorities for the city and monitor other policy areas on the policy agenda not specifically identified for advocacy

• Identify and specify other opportunities besides bill tracking software to be impactful and strategic

• Once the City takes a position on a piece of legislation, the vendor will work with the State House District 57 and State Senate District 5 and all pertinent delegations, legislators, members and other interested parties to make them aware of the City’s position, and then develop the proper strategy to ensure the bill passes or is defeated

• Vendor will work to educate legislators on impacts and implications of specified bills and further ensure they understand the importance of said bill, identify vote counts to ensure the bill successfully or unsuccessfully passes every stage of the legislative process

• Track appropriate interim committee activities and watch for legislation during the session that proposes studies, task forces, and committee reviews during the interim

Communication

• Regular communication with the designated city representative, further identified the Assistant City Manager within the City Manager’s Office and in-person attendance to meetings as needed.

• May be asked to brief City Council in advance of or during the legislative session regarding legislative proposals.

• Provide the city of Aspen with a written summary of legislative activities every two weeks during the legislative session on proposed state policies and bills that may have financial or operational impacts to the city.

4.0 Proposal Format

All proposals will follow the format as outlined below. Failure to do so may result in disqualification.

1. Cover sheet: Including company name, principal contact person, contact information

2. Cover letter: Describes the firm's understanding of the intent of the project. The letter must be signed by a person who is authorized to commit the respondent to perform the work included in the proposal.

3. Team qualifications: Provide a description of the principal and key staff for all people to be involved in the work, including a resume, contact information, identification of the roles and responsibilities for this project.

4. Project Experience:

• Examples of proven results in lobbying in Colorado

• Examples of proven results in lobbying on behalf of home rule governmental entities

• Client list

5. Scope of Work: A proposal that outlines the approach to each task within the scope of work and a proposed timeline for the legislative session.

6. Cost Proposal

a. Detail the project price proposal, broken down by task area

b. Break out expenses in detail including but not limited to travel, hard costs, soft costs.

Detail inclusions and exclusions for clarity.

c. Separate price for add alternate scope of work

7. References and Supplemental Materials

a. Include references from at least 3 projects of similar scope that have been completed in the past 5 years.

5.0 Legal

5.1 The City reserves the right to reject any or all Proposals or accept what is, in its judgment, the Proposal which is in the City's best interest. The City further reserves the right, in the best interests of the City, to accept a late submittal or to waive any technical defects or irregularities in any and all Proposals submitted.

5.2 Pursuant to the Colorado Open Records Act, C.R.S. Section 24-72-200.1 (CORA), any and all of the documents that are submitted to the City of Aspen may be deemed public records subject to examination and inspection by third parties. The City of Aspen reserves the right, at its sole discretion, to release for inspection or copying any document, plan, specification, proposal or other writing submitted pursuant to this request. Candidates should identify any portion of their proposals which they consider confidential.

5.3 In order to fully understand the legal parameters of the City’s procurement process and contractual requirements, Respondents must review Exhibit A Instructions for Offerors of Professional Services

5.4 By participating in the City’s procurement process, you are agreeing to the terms and conditions of the procurement process and the legal parameters of doing business with the City without change.

6.0 Exhibits

The following files are attached for your use and reference as needed to properly respond to the RFP request:

• Exhibit A – Instructions to Offerors of Professional Services

• Exhibit B - 2025 City of Aspen adopted Policy Agenda o A policy agenda for 2026 will likely be adopted in December 2025 or January 2026 by the City Council and will feature slight differences from the 2025 policy agenda.