ESBD_408813_1744149445484_RFP #25-30 Federal and State Government Relations and Consulting Services.pdf

RFP 25-30 Federal and State Government Relations and Consulting Services 1

REQUEST FOR PROPOSALS (RFP) #25-30

FEDERAL AND STATE GOVERNMENT RELATIONS AND CONSULTING SERVICES

PROPOSED SOLICITATION SCHEDULE

This schedule may be modified or changed at the sole discretion of SJCCD.

DATE ACTION

April 9, 2025 RFP issued.

April 17, 2025

Questions and/or Clarifications Deadline

Requests for questions and clarifications regarding RFP documents shall be submitted through the Questions tab in IonWave by 5:00 p.m. Central Time to be considered.

April 21, 2025 Issuance of final addendum, if necessary.

April 25, 2025

Proposal Submission Deadline

All proposal documents shall be submitted before 2:00 p.m. Central Time in IonWave.

The RFP opening will take place digitally through IonWave immediately following time due. A list of vendors who submitted will be made available upon written request to the Procurement Contact.

May/June 2025 Recommendation of award and approval to enter into contract. Award will be announced after approval received.

E-Bidding Website: IonWave:

https://sanjac.ionwave.net

PROCUREMENT CONTACT

Farrah Khalil, Buyer 281-998-6326 farrah.khalil@sjcd.edu https://sanjac.ionwave.net/ mailto:farrah.khalil@sjcd.edu

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SCOPE OF WORK

San Jacinto Community College District (“SJCCD” or “College”) is soliciting sealed proposals from qualified firms to provide Federal and State Government Relations and Consulting Services.

All work performed must be in compliance with existing federal, state and local codes, statutes and requirements.

SJCCD is a public community college district organized under Chapter 130 of the Texas Education Code and is tax exempt in the State of Texas.

This scope of work covers the requirements to provide SJCCD with federal and state government relations and consulting services. Services shall include, but are not limited to the following:

1. Government Relations and Consulting Services

a. STRATEGY

i. Assist the College in the development and implementation of its legislative agenda, proposals, and policy positions.

ii. Monitor and analyze all legislation and its impact on the duties and responsibilities of the College.

iii. Identify or recommend legislation that could impact the College.

iv. Propose an annual strategic advocacy and political engagement plan designed to achieve legislative goals and support College objectives.

v. Work to achieve the College’s goals on legislation by educating members of the Texas legislature and legislative staff.

vi. Attend committee and rulemaking hearings.

vii. Assist in the preparation of testimony and submissions.

viii. Increase funding from all government sources.

ix. Expand collaboration opportunities statewide with other governmental and educational entities, especially those in higher education, workforce, biomanufacturing, cybersecurity, community development and economic development, manufacturing, maritime, aerospace, etc.

x. Participate in government policy development with other governmental entities, especially those in the higher education and workforce development fields.

xi. Support public affairs efforts by coordinating SJCCD’s marketing, public and government relations efforts that seek to expand SJCCD’s positive impact.

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xii. Attain a positive and higher profile with the Federal and Texas elected officials.

xiii. As appropriate, coordinate meetings for trustees, the Chancellor and staff in Washington D.C. and Austin with lawmakers.

xiv. Coordinate all activities with the SJCCD Vice Chancellor, External Relations, and maintain appropriate correspondence files with copies provided to SJCCD staff and trustees, as appropriate.

xv. Provide follow-up communications to policy makers and their respective staffs.

Continue to strengthen relationships and expand knowledge of and interest in the future of SJCCD.

xvi. Perform other services reasonably related to the provision of federal and state legislative and policy consulting services.

b. DELIVERABLES

i. Identify, track and report on legislation and proposals that could impact the College.

ii. Provide talking points / draft letters, as deemed appropriate.

iii. Provide updates regarding federal and state funded opportunities.

iv. Deliver a monthly written report of activities related to SJCCD initiatives no later than the second Wednesday of every month for prior month’s activities or as otherwise directed.

v. Provide a briefing to the Vice Chancellor of External Relations by the first of the month (or on the first working day following the first day of the month) to report on all activities and to seek direction.

vi. Provide a roster of contacts, upon request, that have been contacted on the College’s behalf to all applicable College employees.

c. REQUIRED KNOWLEDGE AND EXPERIENCE

The awarded firm shall have the following knowledge and experience in regards to federal and state government relations and consulting.

i. Knowledge of and at least five (5) years’ experience in the provision of federal and state government, legislative, and/or regulatory policy and/or services.

ii. Knowledge of the principles and practices of public administration.

iii. Knowledge of public administration, research, and report techniques.

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iv. Knowledge of governmental legal, budgeting, appropriations, tax, and accounting procedures.

v. Knowledge of and experience in positive communication techniques with legislative individuals and groups.

vi. Knowledge of institutes of higher learning similar to SJCCD, its demographics, and the issues that directly affect the College.

vii. Specific past experience/involvement of members of the firm on issues of direct importance to SJCCD (e.g., Maritime matters, Workforce Development, Petrochemical matters, Texas Space Commission, etc.).

viii. Specific past experience/involvement of the firm and/or its members with associations of direct importance to SJCCD (e.g., TACC, AACC, ACCT, HACU).

ix. Knowledge of and professional contact with relevant decision makers and major political parties.

x. Knowledge of and familiarity with TELICON or other bill tracking programs.

2. College Locations

a. District Offices – 4620 Fairmont Parkway, Pasadena, TX 77504

b. Central Campus – 8060 Spencer Hwy, Pasadena, TX 77505

c. North Campus – 5800 Uvalde, Houston, TX 77049

d. South Campus – 13735 Beamer Road, Houston, TX 77089

e. Maritime – 3700 Old Hwy 146, La Porte, TX 77571

f. Generation Park Campus – 13455 Lockwood Rd., Houston, TX 77044

g. Edge Center – 13150 Space Center Blvd., Houston, TX 77059

3. Supplier Diversity Reporting

SJCCD does not give preference to historically underutilized or small business in the awarding of contracts. However, if the awarded contractor utilizes a subcontractor(s) to fulfill the proposed requirements, the contractor will be required to track and report the amount paid to each subcontractor along with the subcontractor’s supplier diversity classification. This information will only be used for the purpose of statistical tracking. The reportable classifications include:

• African American

• Asian Pacific American

• Caucasian

• Hispanic American

• Native American

• Small Business

• Veteran Owned

• Minority Owned

• Woman Owned

• LGBTQ

• Other / Non-disclosed

RFP 25-30 Federal and State Government Relations and Consulting Services 5

4. Special Requirements

Proposals from firms not currently representing another community college and not actively seeking legislative appropriations for said community college will receive higher consideration for award.

5. Contract Term

The contract term, if any, for contract(s) awarded from this solicitation will be two (2) years with renewal options of three (3) one-year time periods subject to the termination provisions as further described in the sample contract terms and conditions on the Attachments tab section of this solicitation.

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EVALUATION CRITERIA

An Evaluation Committee will review all proposals according to the criteria stated herein. The committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews/presentations, reports, discussions, reference checks, and other appropriate review.

Proposals will be evaluated using the following criteria:

Factor Points

Section 1: Qualifications and Experience of Firm 20

Section 2: Qualifications and Experience of Personnel 20

Section 3: Scope Understanding, Approach, and Management 20

Section 4: References 5

Section 5: Exceptions to Terms and Conditions 5

Section 6: Price Proposal* 30

Total 100

* The price proposal for each firm will be evaluated in comparison with the other firms’ price proposals; however, the number of points possible may be evaluated in proportion to each respondent’s evaluation score received for Section 3: Scope Understanding, Approach, and Management

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PROPOSAL RESPONSE REQUIREMENTS

All proposal response requirements must be submitted through IonWave. The system does not allow a proposal submission unless all requirements have been met, including Attributes and Response Attachments. These requirements include, but are not limited to, the following:

Written Proposal:

Written Proposal shall be submitted as a Response Attachment in IonWave and shall include responses to Section 1 – 3. Written Proposals shall be a single PDF document with a maximum of twenty (20) pages (numbered 1-20). Sections must be in order and clearly labeled as outlined below.

Include a coversheet that includes your firm’s name, representative, and contact information.

Coversheet does not count towards the 20-page limit.

1. Qualifications and Experience of Firm

a. Include a description of the firm including firm’s history and size. Provide information regarding how long the proposer has provided the services requested in this RFP.

b. Describe previous experience with SJCCD or other entities, and/or colleges within the past five (5) years. Include how many entities and/or college accounts are in your current client base. Did your company perform satisfactorily to the terms and conditions of the last award given to your company? Were there any discrepancies, issues or complaints reported concerning your organization’s performance?

c. Address if your firm is currently representing another community college and not actively seeking legislative appropriations for said community college.

2. Qualifications and Experience of Personnel

a. Include a project-staffing plan and organizational chart for all proposed key staff members who will be assigned to this project. Identify their respective responsibilities for this project. If personnel substitutions are contemplated on a contingency basis, they should also be identified.

b. Provide brief resumes for key staff members outlining the qualifications and experience directly related to this RFP.

c. Describe how your firm’s personnel differ from other competitors who may be submitting proposals. What are their strengths? How do you perceive that their service philosophy differs from other organizations?

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3. Scope Understanding, Approach, and Management

a. Describe how your services meet the scope listed in this RFP. Address any variances between your proposal and the scope.

b. Include details pertaining to your firm’s management approach and capabilities as are relevant to this proposal.

c. Describe your knowledge of TELICON or other bill tracking programs.

d. Briefly summarize any other appropriate factors, not already provided in response to the questions and requests listed above, about the Respondent’s qualifications that are relevant to the consideration of the Respondent for this project.

4. References

Include references in the Attributes tab in IonWave for the following:

a. The proposer shall provide at least five (5) references on recent projects for which the proposer's company is currently providing or has provided the same type and level of service required in this RFP within the past three years. Include the name, telephone number, and valid email address of a reference person who may be contacted for further information. It is highly preferable that these references are other colleges or public sector accounts comparable in size or larger.

b. All references will be contacted by email. Evaluations will be based on responses received from references. It is advisable to notify your references ahead of time that a reference will be requested by email.

5. Exceptions to Terms and Conditions

An exception includes any addition, deletion, or other modification. Submit exceptions to terms and conditions as an attachment in the Response Attachment tab in IonWave as follows:

a. If you select Yes to “EXCEPTIONS TO TERMS AND CONDITIONS” under the Attributes tab, you must submit a written summary of each exception to this RFP, including the scope, specifications, and/or sample contract, as applicable. The summary shall include supporting justification that clearly identifies the specific reference, page, section, and sub-section of the change, relevance of the change, the vendor’s rationale for the change, and benefit to the College for accepting the change for the submitted exceptions to be considered in the evaluation.

b. The College’s evaluation of submitted exceptions will address the quantity of exceptions, type of exceptions, and justification(s) for exceptions. Fewer exceptions and/or exceptions with a lower risk to the College, if accepted, will equate to a higher score.

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c. Any exceptions not explicitly stated may not be considered during contract negotiations, if any. The submittal of exceptions to terms and conditions does not guarantee the College’s acceptance of exceptions. The College reserves the right to accept or reject any exceptions as necessary to negotiate a mutually beneficial contract.

6. Price Proposal*

Include pricing on the Line Items tab in IonWave for the following:

a. Federal and State Government Relations and Consulting Services monthly rate, inclusive of all applicable expenses, outside of state legislative sessions.

b. Federal and State Government Relations and Consulting Services monthly rate, inclusive of all applicable expenses, during state legislative sessions.

*Travel w ill be reimbursed at cost w ithout mark-up.

Upload a Response Attachment document, if needed, to provide details of any costs not listed in the Line Items section. Any costs not explicitly stated in a proposal response shall not be charged to the College.

The College reserves the right to consider pricing submitted through Line Items, Line Notes, and Response Attachments. If there is a discrepancy among the Line Items, Line Notes, and Response Attachments, the Line Items pricing shall prevail.

List of Response Attachments:

Include the following documents in the Response Attachments tab in IonWave.

All forms are available to download under the Attachments tab in IonWave. Except when listed as Optional, all Response Attachment documents are required and failure to provide a required document may deem the proposer non-responsive and disqualify the response from consideration for award.

1. Written Proposal

2. Conflict of Interest Form

3. Proof of Insurance Requirements

4. Exceptions to Terms and Conditions (optional)

5. Additional Costs Not Included in Pricing (optional)

1. Government Relations and Consulting Services