5-RFSQ - Federal Government Relations - SOW.pdf

Request for Supplier Qualifications (RFSQ) for

Federal Government Relations

City of Little Rock, Arkansas

City of Little Rock, 500 W. Markham St., Little Rock Arkansas 72201 (501) 371-4510

City of Little Rock RFSQ – Federal Government Relations

This bid solicitation was issued by the City of Little Rock Procurement Division.

Product or Service Federal Government Relations

Department Offices of Executive Administration

Release to Prospective Vendors

08/18/2025 Time 10:00 AM

Proposal Due Date 09/08/2025 Time 10:00 AM

Deadline for Vendor Questions

09/02/2025 Time 10:00 AM

Tentative Proposal Evaluation Date

09/22/2025

Pre-Bid Discussion Meeting

N/A

Bid Opening Teams Meeting

09/08/2025 @

10:15AM

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3 YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3- 4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95- 9ca7-449438c919bf%22%7d

Tentative Consensus Meeting

09/15/2025

Procurement Website Little Rock Business Portal | City of Little Rock

The City of Little Rock has issued this Request for Supplier Qualifications (RFSQ) to businesses authorized in the State of Arkansas and qualified to provide the requested service(s) outlined in this bid document.

Bidders must submit responses to this request online at LRProcure on or before the designated due date and time. Any responses received after this deadline will be considered late and returned to the Bidder without further review.

Responses should comply with all requirements stated in this bid request. If a conflict is found to apply to a key term (for example, quantity or type of work to be done) of this bid, the Bidder's response shall be disqualified at the City of Little Rock's sole discretion.

The City reserves the right to revise the RFP before the proposal submission deadline. If the City needs to make changes or revisions, an addendum will be posted on the Organization Portal. Only questions and answers in an addendum shall be considered part of the Request for Supplier Qualifications.

The City has worked hard to make sure this request is correct, but it is up to you to check everything carefully because the City and its team are not responsible if there are mistakes or missing information. The responsibility for determining the full extent of the exposure to risk and verifying all https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?context=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca-5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d https://www.littlerock.gov/business/little-rock-business-portal/ http://www.littlerock.bonfire.hub.com/ information herein shall rest solely on those parties’ making proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this RFSQ, nor shall they be responsible for any Bidders or representatives' failure to verify the information herein and to determine the full extent of that exposure.

1. Background – City of Little Rock

Little Rock is the State Capital and the largest city in Arkansas. It was chartered in 1835 and is in the central part of the state, approximately 135 miles west of Memphis, Tennessee. The city has a population of 202,591 according to the 2020 census certified by the Arkansas State Treasurer. The 2025 operating budget revenues as approved by Ordinance No. 22079 are $338,231,579 including the General Fund revenue budget of $263,108,099.

It is also a major cultural, economic, and governmental center in central Arkansas. Several cultural institutions are in Little Rock, such as the Arkansas Museum of Fine Arts, the Arkansas Repertory Theatre, the Arkansas Symphony Orchestra, The Museum of Discovery, William J. Clinton Presidential Library & Museum, and the Mosaic Templars Cultural Center, including a diverse array of outdoor recreational opportunities.

2. Definitions

The City has made every effort to use industry-accepted terminology in this solicitation and will further clarify any point or item in question as indicated in the Questions and Clarifications section.

a) The words “must” and “shall” signify a requirement of this solicitation and that vendor’s agreement to and compliance with that item is mandatory.

b) “Prospective Vendor” means a person who submits a bid in response to this solicitation.

c) “Vendor” means a person who sells or contracts to sell commodities and/or services.

d) “Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this RFSQ.

e) “Bid Submission Requirement” means a task a Prospective Vendor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

f) “Requirement” means a specification that a Vendor’s product and/or service must perform during the term of the contract. These specifications will be distinguished by using the term “shall” or “must” in the requirement.

g) “City” means the City of Little Rock, Arkansas. When the term “City” is used herein to reference any obligation of the City under a contract that results from this solicitation.

3. Desired Outcome

A. To alert the City and its partners regarding federal legislation that will impact the City and/or its partners significantly, including issues related to infrastructure, transportation, public safety, quality of life, and economic development.

B. To identify and pursue federal funds that further the mission of the City and/or its partners.

C. To be knowledgeable about federal funding opportunities and what opportunities align with the goals and needs of the City and its partners; to help the City and its partners navigate the pursuit of such federal funds.

D. To regularly update all parties on issues of importance.

E. To use existing relationships to influence outcomes to the benefit of the City and its partners.

F. To ensure that the City of Little Rock and its partners are informed and positioned to pursue opportunities at the federal level.

4. Scope of Services

4.1 Goal

The City of Little Rock seeks Federal Government Relations Services to provide representation and advice to management and elected officials regarding federal legislation and federal funding opportunities that impact the City of Little Rock, Bill and Hillary Clinton National Airport, Little Rock Port Authority, Little Rock Water Reclamation Authority, and/or Rock Region METRO. This includes issues involving infrastructure, transportation, public safety, quality of life, and economic development.

4.2 Terms of Award

A. The term of this agreement will be for one (1) year from time of award. Upon mutual agreement the contract may be extended for up to three (3) additional one (1) year terms or a portion thereof.

B. The award will be made to the most qualified responsive, responsible vendor that provides the best value for the City and its partners.

C. The vendor must have a business license to operate in the State of Arkansas.

D. The City reserves the right to reject any and all bids and to waive any informality or irregularity in any bid.

E. Bidder must provide a signed copy of the Combined Certification for Contracting with the City of Little Rock form prior to contract award.

F. The City of Little Rock Treasury Management Division will determine validity of all business licenses

4.3 Minimum Qualifications

To be considered for selection, your proposal must meet the guidelines and follow the format outlined in the Technical Proposal Elements section of this document. Your proposal must show that you can do everything the City is requesting.

A. Statement of Qualifications (SOQ). The statement of qualifications shall include the following, but not limited to:

1. License to Practice in the State of Arkansas. Proof of current business license shall be included that the business and all assigned professional staff are properly licensed or registered to practice in Arkansas.

2. Company Background and Experience. The Bidder shall state the size of the business and the office location from which the work on this project will be performed. This section shall also establish the Bidder’s ability to satisfactorily perform the required work through past successes that demonstrate competency in the services to be performed, strength and stability of the organization, and staff expertise in meeting the expectations. The City may request additional information or clarification.

3. Staff Qualifications. Identify management staff, including partners, managers, other supervisors, and specialists, who would be assigned to the project. Provide information and resumes on the experience of each person, including information on relevant continuing professional education for the past three (3) years and membership in professional organizations relevant to the performance of this project. Nonprofit organizations must include a board members list.

4. Organizational Chart. Provide an organizational chart for the portion of your business that will be involved with the project, complete with names and titles. On the chart mark the persons who will be involved in this project.

5. Business Operation. If the Bidder has operated under any other names within the last ten

(10) years, provide those business names.

6. Ownership Changes. If the Vendor anticipates any mergers, ownership transfer, management reorganization, or departure of key personnel within the next twelve (12) months, describe the anticipated changes and how that could impact work on this project if awarded the contract.

B. Cover Letter. Tell the City why you are the best choice. A signed cover letter briefly stating the Bidder’s understanding of the work to be done and a statement as to why the firm believes it to be the best qualified to perform the work.

C. Executive Summary. Write a brief narrative describing the proposal.

D. Vendor must have a proven track record of working with federal officials in the legislative and executive branches of government on behalf of local governments.

E. Vendor must have three (3) years of experience in federal government relations.

F. Vendor must have three (3) references of experience providing federal government relations for similar municipalities and local governmental entities.

4.4 General Requirements

These requirements are the basic things you must have or do to be considered for the work. If you don’t meet these requirements, you won’t be allowed to move forward.

A. Vendor shall provide input to management regarding federal advocacy strategy and help execute strategy; this applies to both relevant legislation and funding opportunities.

B. Vendor shall use existing relationships to influence outcomes to the benefit of the City.

5. Performance Metrics and Contract Management

5.1 The City seeks to collaborate with the Vendor and other stakeholders to enhance accountability and contract management, improve results, and adjust the delivery of products and/or services based on learning what works.

Metric Data Source Data Frequency Responsibility Review Cadence

1. Did the vendor provide advance notice of federal policy changes, funding announcements, or legislative deadlines?

Department Records

Completion of Project

City of Little Rock Offices of Executive

Administration

Completion of Project

2. Did the vendor identify federal funding opportunities that are relevant to city needs?

Department Records

Completion of Project

City of Little Rock Offices of Executive

Administration

Completion of Project

3. Did the vendor have an acceptable responsive rate to city requests for information or action?

Department Records

Completion of Project

City of Little Rock Offices of Executive

Administration

Completion of Project

4. Did the vendor provide reports that connect activities to measurable progress toward city goals?

Department Records

Completion of Project

City of Little Rock Offices of Executive

Administration

Completion of Project

5. Vendor Performance Report (Ad-hoc)

Vendor Performance Review Form

As Needed – At Least Once Per

Contract

City of Little Rock Procurement

Division

Annually

6. Vendor Performance Review Bonfire Annually City of Little Rock Procurement

Division

Annually

6. Contract Management

6.1 Communication Plan

A. To manage this contract and the goals outlined in sections herein, the City will collect performance data and regularly discuss performance metrics with selected Vendors.

B. The Vendor update meeting shall occur monthly at an agreed-upon time and date. Upon mutual agreement, the parties may move this meeting if necessary to avoid scheduling conflicts, holidays, or similar occurrences. Any changes or cancellations to a meeting shall be communicated at least twenty-four (24) hours in advance.

6.2 Joint Ventures

A. A joint proposal submitted by two or more Vendors is acceptable.

1. In the event of a joint venture, documentation must be submitted with the proposals identifying all participating business entities.

2. Prior to award, a binding agreement between the participants must be provided. The City will recognize both companies as one entity.

3. The City shall have a single point of operational contact with the entity that is formed pursuant to this provision.

4. Two companies with the same physical address or with a single point of operational contact will be considered one entity.

6.3 Procurement Selection Team

A. All responses will be scored by the Evaluation Selection Committee appointed by the Mayor and City Manager. The score will be based on the overall responsiveness to the SOQ requirements, and the reference accounts provided.

B. Pursuant to Arkansas Code § 19-11-802, qualifications and performance data for Vendors who meet the City’s minimum qualifications for this professional service will be kept on file for one

(1) year and evaluated to select the most qualified Vendor for a particular project, as City projects are initiated.

C. The City shall have the right, in its sole discretion, to determine what constitutes a minor deviation or informality and to waive minor deviations and informalities.

7. Evaluation Process

The inquiry made through this RFSQ implies no obligation on the part of the City.

7.1 This RFSQ does not constitute an offer or a contract with any Bidder or other party.

7.2 The City reserves the right to reject any or all proposals, in whole or in part, and to waive any informality in proposals received, deemed to be in the best interest of the City or to accept or reject all or any part of any Proposal.

7.3 The City may reject any proposal that is not responsive to all the material and substantial terms, conditions, and performance requirements of this RFSQ.

7.4 Proposals shall be in English.

7.5 Reference Checks

The City may employ a process of contacting references provided through the Bidder’s proposal.

The City reserves the right to conduct reference checks at any point in the evaluation process, and to contact other known clients beyond just those references provided.

7.6 Clarification and Discussion of Proposal

The City may request clarifications and conduct discussions with any Bidder that submits a proposal, including requesting additional information. The City reserves the right to select the proposal that it believes is the most responsive as determined by the Evaluation Selection Committee, which will best serve the City business and operational requirement considering the evaluation criteria set forth.

7.7 Technical Proposal Elements

A. The Technical Proposal outlines the Bidder’s qualifications and proposed plan for addressing the requested item(s) or service(s).

B. Technical Proposals should specifically address each of the elements listed under the Technical Proposal Subsection Category matrix below.

1. In each category, items and questions have been assigned a maximum point value of points. The total point value for each category is reflected in the table below as the Maximum Raw Score Possible.

2. The City has assigned Weighted Percentages to each category according to its significance.

C. Subsections and Scoring

Technical Proposal Subsection

Maximum Raw

Points

Weighted Percentage

Final Points

Available

Qualifications of the Vendor 20 20% 200

Past Relevant Experience 35 45% 450 Understanding of Multiple Levels of Government and of Various Sectors of Municipal Governmental Entities, and Ability to Work Well with Government Personnel

20% 200

Availability and Ability to Prioritize Multiple Tasks 15 15% 150 Total Technical Score 85 100% 1000

D. Calculation of Technical Score

1. The Final Score will be calculated based on the following formula:

2. In each sub-section, items and/or questions have been assigned a maximum value of five

(5) points. The scoring rubric for the five (5) point scale is listed below.

Rating Rating Category

Response in Technical Proposal Confidence

Excellent Meets the requirements. Outstanding knowledge, creativity, ability, or other exceptional characteristics. Extremely well written and thorough.

Very High

Good Meets the requirement. Better than merely acceptable. High

3 Acceptable Meets the requirement. Acceptable quality. Moderate

2 Marginal Does not meet the requirement. Inadequate. Low

1 Poor Does not meet the requirement. Inferior. Very Low

0 Unacceptable Does not meet the requirement. Blank or unresponsive. No Confidence

D. The Bidder’s weighted scores for each category will be added to determine the Total Technical

Score for the Proposal.

a. Responses that do not receive a minimum weighted score of 700 may not move forward in the bid process.

b. Pricing information shall not be included in the Technical Proposal.

(A/B) x C = D A = Actual Raw Points Received B = Maximum Raw Points C = Final Points Available D = Final Technical Score Received

• Pricing information includes any information by which the cost is set out, may be computed, or may be compared to that of another Vendor, for example

• “At no additional cost;”

• “Free of charge;”

• “For an additional fee.”

c. Pricing information includes any information by which the cost is set out, may be computed, or may be compared to another Vendor.

d. Failure to follow this guideline in any manner will result in disqualification of the proposal

E. Evaluation Criteria

Category 1. Qualifications of Vendor Maximum Points

Possible

1.1 List of all persons who will provide services to the City of Little Rock and the role each would play, including who will serve as primary point of contact.

• High scoring proposals will list individuals whose roles are essential for providing federal government relations.

1.2 Provide a brief history of the firm represented by the individuals listed above, including date established, total number of staff, and office location. 5

• High scoring proposals will provide the information requested and the information will demonstrate the firm’s commitment to being located in Washington, D.C.

1.3 Provide detailed resumes showing relevant training and work experience of each person listed. 5

• High scoring proposals will demonstrate relevant experience and positive outcomes in federal government relations.

1.4 Provide a description of the vendor’s experience of working with federal elected officials and federal agencies. 5

High scoring proposals will list individual federal efforts or projects that demonstrate the vendor’s qualifications to advocate on behalf of the City and its partners at the federal level of government.

The individual efforts or projects may or may not be listed in the resumes from 1.3.

Category 2. Past Relevant Experience Maximum Points

Possible

2.1 Describe a time in which the vendor was successful at securing federal funding. What was the approach? What was effective? What was ineffective? How can the vendor’s experience benefit the City?

• High scoring proposals will highlight a meaningful experience. If the experience is already described in 1.4 above, 2.1 should provide additional information and insights.

2.2 Describe an instance in which the vendor was not successful in meeting a goal for a government relations client. What was the approach? What was effective? What was ineffective? How can the vendor’s experience help the City?

High scoring proposals will highlight a meaningful experience. This instance will likely describe an experience with legislation, budget, or an issue campaign. If the experience is already described in 1.4 above, 2.2 should provide additional information and insights.

2.3 Describe an instance in which the vendor was successful with federal legislation.

What was the approach? What was effective? What was ineffective? How can the vendor’s experience benefit the City?

High scoring proposals will highlight a piece of legislation that was somewhat challenging to pass. If the experience is already described above in 1.4, 2.3 should provide additional information and insights.

2.4 What experience does the vendor have with the issues of infrastructure, transportation, public safety, quality of life, and/or economic development? 5

High scoring proposals will highlight any other experience not mentioned in 2.4-2.7 that illustrates the vendor’s ability to assist the City and its partners on municipal issues ranging from infrastructure, transportation, public safety, quality of life, and economic development. .

Experience can include legislative efforts, but responses can include other types of experience as well.

2.5 How has the vendor’s experience prepared the vendor to assist the City of Little Rock and its partners with its federal goals regarding municipal issues ranging from infrastructure, transportation, public safety, quality of life, to economic development?

• High scoring proposals will highlight experience in municipal issues ranging from infrastructure, transportation, public safety, quality of life, to economic development.

2.6 What experience does the vendor have working with members of Congress? 5

• High scoring proposals will highlight experience working with members of Congress.

2.7 What experience does the vendor have in navigating federal agencies? 5

• High scoring proposals will highlight experience working with federal agencies.

Category 3.

Understanding of Multiple Levels of Government and of Various Sectors of Municipal Governmental Entities, and Ability to Work Well with Government Personnel

Maximum Points Possible

3.1 Please describe why the vendor believes his or her selection would best fulfill the needs of the City and its partners and how the vendor would approach working with the City and its partners.

• This response should be in addition to experience with the legislative process that is outlined in 2.4. Please do not use more than 350 words.

3.2 Provide a statement to acknowledge vendor's intent to comply with State and Federal law. 5

• This response will be scored on an all or none basis.

3.3

List all current government relations clients and any previous municipal, infrastructure, transportation, and economic development government relations clients from the past five years, including names and telephone numbers of contact persons.

• The City may contact current and former clients listed to inquire about their experience with the vendor.

Category 4.

Availability and Ability to Prioritize Multiple Tasks Maximum Points

Possible

4.1 Statement to acknowledge vendor’s presence in Washington, D.C. at least 75% of the time. 5

• High scoring proposals will have a presence in the nation’s capital.

4.2 Explain how the vendor handles conflicts that may arise between clients. For instance, Bill 100 is in Client A’s legislative agenda, but Client B is vehemently opposed to Bill 100. How does the vendor approach these situations?

• Provide an example of how conflicts are handled.

4.3 Any relevant resources available to the vendor not mentioned elsewhere 5

• Examples may include legislative tracking tools, reports, etc.

8. Acceptance of Evaluation Technique

You must follow all the rules for how your bid will be judged. By sending in a bid, you understand and agree that the committee will decide how good your bid is. Bidder must agree to all evaluation processes and procedures as defined in this solicitation. Submission of a responsive bid signifies the Bidder’s understanding and agreement that subjective judgments will be made during the evaluation and scoring of the responses.

9. Contract

9.1 Negotiations

A. If the City so chooses, negotiations may be conducted with the highest-ranking prospective

Vendor. Negotiations are conducted at the sole discretion of the City.

B. If negotiations fail to result in a contract, the City may begin the negotiation process with the next highest ranking prospective Vendor. The negotiation process may be repeated until the anticipated successful Vendor has been determined, or until such a time the City decides not to move forward with an award.

9.2 Issuance of Contract.

A. Any resultant contract of this bid solicitation is subject to City approval processes which may include board review.

9.3 Cooperative Use

A. The City of Little Rock, as the issuing office for this solicitation, shall be the lead agency for this contract. Other governmental entities may participate in any contract resulting from this solicitation that falls under its scope of work throughout the life of the contract.

B. The vendor shall agree to offer the same pricing, terms, and conditions to participating governmental entities as outlined in this solicitation.

C. There is no obligation for any agency to purchase from the awarded contractor, nor does it guarantee any additional orders will result. However, it does allow entities at their discretion, to make use of the City of Little Rock’s competitive procurement process directly from the awarded contractor. All purchases made shall be understood to be transactions between that entity and the awarded vendor.

9.4 The City of Little Rock shall not assume liability or obligation on behalf of any other governmental entity that may use any contract resulting from this solicitation. All purchases and payment transactions shall be made directly between the vendor and the requesting entity.

10. Inquiries and Submission Instructions

10.1 The responsive bid must be submitted through online bidding at LRProcure .

http://www.littlerock.bonfire.hub.com/

10.2 Any system-related questions, technical errors or help, please contact Bonfire Technical Support or using the Help Button or at support@gobonfire.com Mon-Fri 8:00am-8:00pm EST.

10.3 For all other assistance, staff is available at (501) 371-4560. Bidder acknowledges that support may not be readily available the day of or the hours/minutes prior to a bid closing date/time.

10.4 When the City is closed due to inclement weather or experience a system network outage, the bid opening will be re-scheduled to the next available business day at the same time as the original scheduled bid opening.

10.5 All responsive bids will be subject to public information pursuant to the Arkansas Freedom of

Information Act.

Opening Bid Teams Meeting link:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDAyZjlmNWUtYjJhOC00NzE0LWI4MzgtYjZmZTg5MjA3YmQy%40thread.v2/0?contex t=%7b%22Tid%22%3a%2284d336e2-3cb3-4ee8-91ca- 5e4f107776ce%22%2c%22Oid%22%3a%220482e7ca-b0e2-4a95-9ca7-449438c919bf%22%7d

Terms and Conditions

10.6 All prospective Vendors who submit a proposal agree to be bound by the City of Little Rock

Standard Terms and Conditions for Bidders and the online Bonfire Terms & Conditions.

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