Municipal_Government_Relations_&_Lobbying_Services.pdf

undefined Title: Municipal Government Relations & Lobbying Services

Informal Proposal Request (IPR) for Exempt Professional Services

A voluntary best-value process for exempt professional services

Attachments:

A - Exhibit A Professional Service Agreement

Project Overview

Reissued Solicitation Notice

This solicitation replaces the Town's previous Municipal Government Relations & Lobbying Services request

(Project No. 2027-02), which was closed without award.

The Town has revised the scope to focus on Arizona state government relations and legislative advocacy.

Federal lobbying and grant-related services are now optional and must be priced separately, if offered.

All qualified firms, including previous respondents, are encouraged to submit proposals under this revised solicitation.

Item Information

Project Municipal Government Relations & Lobbying Services

Procurement Method Informal Proposal Request (Exempt Professional Services)

Contract Term One-Year Term with Four Annual Renewal Options

Responses Due Monday, November 9, 2026

Procurement Administrator Monique Harris

Department Administration

Estimated Start Date November 17, 2026

Questions

Submit all questions regarding this request through the OpenGov Procurement Portal by the deadline identified in the Schedule.

All questions regarding this Informal Proposal Request (IPR) must be submitted electronically through the

Town of Cave Creek's OpenGov Procurement Portal by the deadline identified in the solicitation schedule.

Responses to questions, clarifications, and any addenda will be published through OpenGov and made available to all participating firms. Firms are responsible for monitoring the portal for updates and acknowledging any required addenda before submitting their proposals.

Purpose

Provides an overview of the Town's objectives for this request and the basis for evaluating qualified firms.

The Town of Cave Creek is seeking qualifications, proposed service approaches, and pricing from experienced firms to provide Arizona State Government Relations and Lobbying Services in support of the Town's legislative priorities.

The selected firm will provide state legislative monitoring, advocacy, strategic guidance, and communication with Town leadership. Federal government relations and lobbying services, grant coordination, and grant writing are optional services that firms may propose and price separately. Firms are not required to offer these optional services to be considered for award.

This Informal Proposal Request (IPR) is intended to assist the Town in identifying a qualified firm offering the best overall value based on experience, qualifications, service approach, responsiveness, and pricing for the required services.

This IPR is not a formal competitive solicitation and does not constitute an Invitation for Bids (IFB), Request for

Proposals (RFP), or Request for Qualifications (RFQ). Issuance of this request does not obligate the Town to award a contract, reimburse proposal preparation costs, or enter into negotiations with any respondent. The

Town reserves the right to reject any or all responses, request additional information, negotiate with one or more firms, or cancel this request when determined to be in the Town's best interest.

Authority

Describes the Town's authority and discretion in evaluating responses, negotiating with qualified firms, and determining the approach that best serves the Town's interests.

This Informal Proposal Request (IPR) is issued to obtain information and evaluate professional services. The

Town is seeking information regarding qualifications, experience, proposed service approaches, and pricing to assist in identifying the solution that represents the best overall value.

This IPR is intended to inform the Town's decision-making process and does not limit the Town's ability to negotiate directly with a qualified firm or use another procurement approach if determined to be in the

Town's best interest.

The Town reserves the right to:

• Select any responding firm;

• Negotiate with one or more firms;

• Reject any or all responses;

• Cancel this request at any time; and

• Award without further discussions.

Procurement Philosophy

Outlines the Town’s commitment to transparency, fiscal responsibility, best value, and responsible stewardship in evaluating professional services.

Although this service is being acquired outside of a formal competitive solicitation, the Town remains committed to transparency, fiscal responsibility, best value, open competition whenever practical, and good stewardship of taxpayer dollars.

Accordingly, the Town is voluntarily requesting information from multiple qualified firms to compare experience, proposed services, pricing, and overall value before making a selection.

Scope of Services

The selected firm may be requested to provide services including, but not limited to:

Required Services – Arizona State Government Relations and Lobbying

The selected firm shall provide the following services in support of the Town's legislative priorities:

• Monitor Arizona state legislation affecting municipalities and Town operations.

• Provide legislative advocacy and representation before the Arizona Legislature and relevant state agencies.

• Develop legislative strategies aligned with the Town Council's approved Legislative Policy Agenda.

• Maintain relationships with state legislators, agencies, municipal organizations, and other stakeholders.

• Provide timely legislative alerts and analysis of proposed legislation.

• Submit weekly legislative reports during the legislative session.

• Provide updates and presentations to the Town Council, as requested.

• Attend legislative hearings and meetings, as needed.

• Provide time-sensitive advocacy and strategic guidance on emerging legislative issues.

• Assist with the development and implementation of the Town's annual legislative strategy.

• Participate in monthly coordination meetings with Town leadership.

• Coordinate with the League of Arizona Cities and Towns and other relevant stakeholders.

Optional Services – Separately Priced

Firms may propose any of the following services:

A. Federal Legislative Monitoring and Lobbying: Monitor federal legislation affecting municipalities, provide federal legislative analysis, and assist with advocacy involving Arizona's Congressional

Delegation and federal agencies.

B. Grant Coordination: Identify relevant funding opportunities, provide strategic guidance, and coordinate with agencies or funding partners.

C. Grant Writing: Prepare grant applications and related supporting documentation, as requested.

Optional services are not required for consideration or award of the core contract. Firms may propose one, multiple, or none of these services.

All optional services must be separately priced and will be performed only upon written authorization from the Town.

Firm Information

Provide:

• Company overview

• Years in business

• List of municipal clients and other governmental entities

• Arizona municipal and state government relations experience

• Office location

• Primary contact

Qualifications

Please provide:

• Relevant municipal experience

• Lobbying team

• Resumes

• Similar Arizona municipalities

• References

Method of Approach

Describe:

• Legislator relations

• Bill analyses

• Communication methods

• Reporting frequency

• Client meetings

• Crisis response

• Technology tools

• Strategic planning process

Cost Proposal

Provide one annual fixed not-to-exceed fee for all required Arizona State Government Relations and Lobbying

Services. The proposed fee shall include labor, routine travel, meetings, reporting, administrative expenses, and all other costs necessary to perform the required services.

Firms may also provide separate pricing for optional federal legislative services, grant coordination, and grant writing. Optional services shall not be included in the required annual fee.

Indicate "Not Offered" for any optional service the firm does not provide. Identify any proposed reimbursable expenses separately.

Description Proposed Fee

Required: Arizona State Government Relations & Lobbying Services $_____ annually

Optional: Federal Legislative Monitoring & Lobbying $_____ / pricing basis

Optional: Grant Coordination $_____ / pricing basis

Optional: Grant Writing $_____ / pricing basis

Exhibit

The following exhibit is incorporated into and made part of this request.

• Exhibit A – Professional Services Agreement

Evaluation

Because this is not a formal competitive procurement, responses will be evaluated based on overall value rather than the lowest price.

The Town may consider qualifications, municipal experience, proposed service approach, responsiveness, references, pricing, and any other factors deemed to be in the Town's best interest. Selection, if any, will be based on the response determined to provide the best overall value to the Town. The Town is not obligated to select the lowest-priced response.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Governmental Relations and

Lobbying Experience

Governmental Relations and

Lobbying Experience

Evaluate the firm's demonstrated experience providing government relations and lobbying services, with particular emphasis on representing Arizona municipalities and other public-sector entities.

Consider the firm's knowledge of

Arizona's legislative and regulatory environment, experience addressing municipal issues, relationships with policymakers and key stakeholders, and successful performance on engagements of similar scope and complexity.

Evaluation Clarification – Required and Optional Services

All proposals will be evaluated and scored exclusively on the required

Arizona State Government

Relations and Lobbying Services.

Optional federal lobbying, grant coordination, and grant writing services, including associated pricing, will not be scored or considered in determining proposal rankings. Firms will not receive additional points or be penalized for offering or declining optional services.

N/A N/A

2. Qualifications of Team

Evaluate the qualifications, experience, and capabilities of the personnel proposed to serve the

Town. Consider each team member's relevant governmental relations and lobbying experience, municipal expertise, professional background, assigned responsibilities, and demonstrated ability to effectively represent the

Town's interests.

N/A N/A

3. Method of Approach

Evaluate the firm's proposed approach to providing the requested services, including legislative monitoring and analysis, advocacy strategies, stakeholder engagement, strategic planning, reporting, client meetings, crisis or emerging-issue response, and use of technology or other tools.

Consider the firm's understanding of the Town's needs and its ability to provide proactive and strategic support.

4. Communication & Responsiveness

Evaluate the firm's proposed communication practices and ability to provide timely, accurate, and proactive information to Town leadership. Consider reporting frequency, legislative alerts, availability, responsiveness to urgent matters, coordination with

Town staff and elected officials, and the firm's approach to maintaining regular communication throughout the engagement.

N/A N/A

5. Pricing

Evaluate the proposed annual fixed not-to-exceed fee for the required

Arizona State Government

Relations and Lobbying Services in relation to the firm's qualifications, experience, proposed approach, and overall value to the Town.

The lowest-priced proposal will not necessarily receive the highest score. Pricing for optional federal lobbying, grant coordination, and grant writing services will be reviewed separately and will not affect the evaluation score.

Required Response

Respondents shall provide complete responses to each item below. The information submitted will be used by the Town to evaluate qualifications, experience, proposed services, and overall value. All required items must be submitted through the OpenGov Procurement Portal.

Cover Letter *

*Response required

Qualifications *

Team Members*

Provide resumes and assigned responsibilities.

*Response required

Relevant Experience *

*Response required

References*

Provide three references.

*Response required

Sample Reports*

*Response required

Proposed Services*

*Response required

Cost Proposal*

Provide one annual fixed not-to-exceed fee for all required Arizona State Government Relations and Lobbying

Services. The fee shall include all labor, travel, meetings, reporting, administrative expenses, and other costs necessary to perform the required services.

Pricing for optional federal lobbying, grant coordination, and grant writing services shall be identified separately and will not be included in the evaluation of the required-service fee or proposal rankings.

*Response required

Acknowledgment of Request*

By submitting a response, the Respondent acknowledges that it has reviewed and understands all requirements of this Informal Proposal Request and agrees to comply with its terms and conditions.

☐ Please confirm

*Response required

Addenda Acknowledgment*

The Respondent acknowledges that it has reviewed all addenda issued through the OpenGov Procurement

Portal prior to submitting its response.

☐ Please confirm

Pricing Certification*

The Respondent certifies that the proposed pricing includes all costs necessary to perform the requested services.

☐ Please confirm

*Response required

Conflict of Interest*

The Respondent shall disclose any actual, potential, or apparent conflicts of interest, including existing client relationships that may affect its ability to represent the Town. The Respondent shall identify any proposed measures to manage or resolve such conflicts. The Town reserves the right to evaluate disclosed conflicts when determining the Respondent's ability to perform the required services.

☐ Please confirm

*Response required

Authorized Representative*

The individual submitting this response certifies that they are authorized to bind the Respondent and submit this proposal on its behalf.

☐ Please confirm

*Response required

Public Records and Confidentiality*

Responses submitted to the Town may become public records subject to the Arizona Public Records Law

(A.R.S. § 39-121 et seq.).

If a respondent believes portions of its response contain confidential or proprietary information, those portions shall be clearly identified. The Town will evaluate requests for confidentiality in accordance with applicable law but cannot guarantee that information will be withheld from disclosure.

☐ Please confirm

*Response required

Submission Instructions

Responses must be submitted electronically through the Town of Cave Creek's OpenGov Procurement Portal no later than the date and time identified in the schedule. Late submissions may not be considered.

Reservation of Rights

The Town reserves the right to:

• Request additional information

• Conduct interviews

• Negotiate scope and pricing

• Select the firm offering the best overall services and value

• Reject any or all responses

• Cancel this request without award

Insurance Requirements

The selected firm may be required to provide evidence of insurance that meets the Town's minimum insurance requirements before the execution of any agreement. Specific insurance requirements will be included in the final contract, if applicable.

Submission Instructions

Provides the requirements and deadline for submitting a complete response electronically through the Town of Cave Creek’s OpenGov Procurement Portal.

Interested firms shall submit an electronic PDF containing all requested information.

Submission Deadline: Monday, November 9, 2026

Responses received after the deadline may not be considered.

Submission Instructions