REQUEST FOR PROPOSALS

Issue Date: 10/20/2026

Solicitation Title: Federal Lobbying Services

Issuing Office: City of Williamsburg

Finance-Purchasing Department Attn: Cindy Webber 401 Lafayette Street, Williamsburg, Virginia 23185 cwebber@williamsburgva.gov

Location of where work will be performed: City of Williamsburg

Proposals will be received until the Date and Time noted above for furnishing the

Goods/Services described herein. Any Proposal received after due date and time will not be considered.

All questions must be submitted in writing to Cindy Webber at least SEVEN Business days prior to the closing date of November 19, 2026 @ 2:00PM which is November 10, 2026, at 2:00PM. All inquiries for information should be directed to Cindy Webber at cwebber@williamsburgva.gov

IF PROPOSALS ARE MAILED, SEND DIRECTLY TO ISSUING OFFICE NOTED ABOVE WITH PROPSAL

INDENTIFING INFORMATION ON THE PACKAGE. IF PROPOSALS ARE HAND DELIVERED, DELIVER TO:

City of Williamsburg – Finance-Purchasing Department, Attn: Cindy Webber, 401 Lafayette Street, 1st floor Williamsburg, VA 23185

Name and Address of Firm:

Date:

__________________________________ By: _______________________________

__________________________________ (Signature in Ink)

Zip Code: ________________________ Name: ____________________________

FEI/FIN NO. ______________________ (Please Print)

Fax Number: (____) ______________________ Title: _____________________________

E-Mail Address: _________________________ Telephone Number: ________________

Pre-Proposal Conference: N/A

RETURN THIS PAGE WITH YOUR BID OFFER

RFP NO:

01 1201 27

Pre-Proposal Conference:

N/A

CLOSING DATE:

11/19/2026

CLOSING TIME:

2:00 P.M. Local time

PROCUREMENT OFFICER:

Cindy Webber cwebber@williamsburgva.gov

PHONE:

757-220-6181

Request for Proposal Federal Lobbying Services

TABLE OF CONTENTS

Section Description Page

1.0 Purpose & Introduction 3

2.0 Background Information 5

3.0 RFO Administration and Definitions 5

4.0 Offeror’s Minimum Qualifications 6

5.0 Scope of Services 9

6.0 Terms of Contract 16

7.0 Proposal Submission Format 16

8.0 Proposed Budget & Compensation 19

9.0 Instructions for Submitting Proposals 21

10.0 Evaluation of Proposals & Selection Process 24

11.0 Performance Expectations 26

12.0 Proposal Schedule 28

13.0 Compliance, Ethics and Transparency 29

Attachment 1 – Standard Contract Agreement

Attachment 2 – Contract Standard General Terms and Conditions

CITY OF WILLIAMSBURG, VIRGINIA

REQUEST FOR PROPOSALS

Federal Lobbying and Government Relations Services

RFP No.: 01 1201 27 Issue Date: 10/20/2026 Proposal Due Date and Time: 11/19/2026 2:00PM Issuing Department: Finance-Purchasing Department Procurement Contact: Cindy Webber

1.0 PURPOSE AND INTRODUCTION

1.1 Purpose

The City of Williamsburg, Virginia (the “City”), invites qualified firms and individuals (each an “Offeror”) to submit proposals to provide federal lobbying and government relations services. The City intends to select a qualified consultant (the “Consultant”) to assist in advancing the City’s legislative, policy, funding, and strategic priorities before the United States Congress, federal agencies, and other appropriate federal entities.

The City anticipates conducting a competitive negotiation process in accordance with applicable provisions of the Virginia Public Procurement Act, including Virginia Code § 2.2- 4302.2, as applicable to the services sought. The City reserves the right to conduct discussions with Offerors, request clarifications or additional information, negotiate with the highest-ranked Offeror, and take other actions permitted under applicable law and the terms of this RFP.

1.2 Objectives

The City seeks a Consultant that can provide proactive, strategic, and results-oriented federal advocacy and government relations services. The principal objectives are to:

A. Represent and advance the City’s federal legislative, policy, and funding priorities.

B. Identify, evaluate, and pursue appropriate federal funding opportunities, including discretionary grants, formula funding, appropriations requests, and other federal programs.

C. Develop and maintain productive relationships with Virginia’s congressional delegation, relevant congressional committees and staff, federal agencies, and other key decision-makers.

D. Monitor federal legislation, regulations, administrative actions, funding announcements, and policy developments that may affect the City.

E. Provide timely strategic advice to City leadership concerning federal policy, legislative developments, funding opportunities, and advocacy strategies.

F. Coordinate federal advocacy with appropriate regional, state, local, public-sector, and community partners when authorized by the City.

G. Establish measurable objectives, provide regular progress reports, and document advocacy activities and outcomes.

H. Support the City’s long-term priorities through a bipartisan, professional, and transparent approach to federal engagement.

1.3 Contract Term

The anticipated contract term will consist of an initial two-year period, with the option for the City to renew the contract for up to three additional one-year periods. The maximum potential contract term, including all renewals, will be five years.

Renewal options will be exercised at the City’s sole discretion, subject to satisfactory performance, continued need, available funding, mutually agreed compensation where applicable, and compliance with the contract and applicable law.

1.4 No Guarantee of Award

Issuance of this RFP does not obligate the City to award a contract, reimburse any Offeror for proposal preparation expenses, or proceed with the procurement. The City reserves the right to reject any or all proposals, cancel or amend the RFP, request additional information, waive minor informalities to the extent permitted by law, or take other actions consistent with applicable procurement requirements.

2.0 BACKGROUND INFORMATION

The City of Williamsburg is an independent city in the Commonwealth of Virginia with a distinctive historic character, an active civic and economic environment, and regional connections throughout the Greater Williamsburg area and the broader Hampton Roads and Virginia regions.

The City pursues federal engagement to support municipal services, infrastructure, public safety, economic development, community facilities, cultural and historic resources, recreation, transportation, and other priorities established by City Council and City leadership.

Federal legislative, regulatory, and funding processes can present opportunities as well as challenges for local governments. The City seeks professional assistance to navigate these processes, identify relevant opportunities, develop effective advocacy strategies, and maintain consistent communication with federal decision-makers.

The Consultant will be expected to understand the City’s priorities, work collaboratively with designated City representatives, and tailor advocacy activities to the City’s needs, available resources, and approved legislative agenda.

The City may revise its priorities during the contract term in response to changing federal policies, funding opportunities, community needs, or direction from City Council.

3.0 RFP ADMINISTRATION AND DEFINITIONS

3.1 Definitions

For purposes of this RFP, the following terms apply:

City: The City of Williamsburg, Virginia.

Consultant: The successful Offeror awarded a contract under this RFP.

Contract Manager: The City employee or representative designated to administer the contract and coordinate the Consultant’s work.

Offeror: A firm, organization, partnership, individual, or other eligible entity submitting a proposal in response to this RFP.

Proposal: The complete submission provided by an Offeror in response to this RFP, including all required forms, attachments, and supporting documentation.

Federal Advocacy: Authorized legislative, policy, funding, and government relations activities conducted on behalf of the City before Congress, federal agencies, and other appropriate federal entities.

3.2 Official Point of Contact

All communications concerning this RFP must be directed to the City’s designated procurement contact identified on the cover page. Offerors must not contact other City employees, elected officials, evaluators, or representatives concerning this procurement except as expressly authorized by the City.

3.3 Questions and Clarifications

Offerors must submit questions concerning this RFP in writing to the designated procurement contact by the deadline specified in Section 12.0.

Questions should identify the relevant section, subsection, or requirement and clearly state the requested clarification. The City may issue written responses, addenda, or other clarifications as appropriate.

Only written addenda issued by the City may modify the requirements of this RFP. Oral statements or informal communications are not binding on the City.

3.4 Addenda

The City may amend, supplement, or clarify this RFP by written addendum. All known Offerors will be provided access to addenda through the distribution method identified in the solicitation.

Offerors are responsible for monitoring the City’s designated procurement website or portal for addenda and acknowledging receipt as required.

4.0 OFFEROR’S MINIMUM QUALIFICATIONS

Offerors must demonstrate the experience, professional capability, staffing, and compliance necessary to perform the services described in this RFP. Proposals must address each requirement below.

4.1 Federal Lobbying Experience

The Offeror must demonstrate a minimum of five years of relevant experience providing federal lobbying, government relations, legislative advocacy, or substantially similar services.

The Offeror must describe its experience representing local governments, public-sector organizations, or comparable clients before Congress, federal agencies, and other federal decision-makers.

4.2 Federal Lobbying Registration and Compliance

The Offeror must identify its applicable federal lobbying registration status and demonstrate compliance with all registration, disclosure, reporting, and ethics requirements applicable to the proposed services, including the Lobbying Disclosure Act, as amended, and other applicable federal laws.

The Offeror must disclose any material compliance findings, sanctions, or unresolved matters relating to lobbying activities during the preceding five years, or state that no such matters exist.

4.3 Washington, D.C. Presence

The Offeror must maintain an office in the Washington, D.C. metropolitan area or demonstrate an established and reliable operational presence in the region sufficient to support regular engagement with congressional offices, federal agencies, and other relevant decision-makers.

The proposal must identify the location of the office or operational presence and explain how it will support the City’s needs.

4.4 Bipartisan Advocacy Capability

The Offeror must demonstrate the ability to work effectively with members of both major political parties, congressional leadership, committee staff, the Virginia congressional delegation, federal agencies, and relevant executive branch officials.

The City seeks a Consultant capable of advancing municipal priorities through professional, nonpartisan, relationship-based advocacy.

4.5 Federal Funding and Public-Sector Experience

The Offeror must demonstrate experience identifying, evaluating, and pursuing federal funding opportunities relevant to local governments. Experience may include appropriations advocacy, competitive grant programs, formula funding, infrastructure programs, economic development initiatives, public safety funding, community development, and other applicable federal programs.

The Offeror should describe its experience helping public-sector clients assess funding eligibility, prepare for funding opportunities, coordinate advocacy, and engage appropriate federal officials.

4.6 Personnel and Organizational Capacity

The Offeror must identify the principal individual responsible for the City’s account and the other personnel who would perform services under the contract.

The proposal must describe each proposed team member’s role, qualifications, relevant experience, anticipated level of involvement, and availability. The Offeror must demonstrate that it has sufficient capacity to respond promptly to the City’s needs and meet the reporting and performance requirements of this RFP.

4.7 Conflicts of Interest and Client Disclosure

The Offeror must disclose actual, potential, or reasonably foreseeable conflicts of interest that could affect its representation of the City. The disclosure must identify relevant current clients, engagements, or business relationships that may conflict with the City’s interests, subject to applicable legal and confidentiality obligations.

The Offeror must explain how any identified conflict would be managed and must agree to notify the City promptly if a conflict arises during the contract term.

The City may determine that a disclosed conflict is unacceptable or cannot be adequately mitigated, consistent with applicable law and the terms of this RFP.

4.8 Required Documentation

The Offeror must provide:

A. A firm profile, including ownership or organizational structure and principal office location.

B. A description of relevant federal lobbying and government relations experience.

C. Resumes or professional biographies of proposed key personnel.

D. A description of experience with local governments and federal funding programs.

E. References as required by Attachment D.

F. Disclosure of applicable lobbying registration and compliance information.

G. Disclosure of actual or potential conflicts of interest as required by Section 4.7.

H. Completed forms and other documents identified in Section 7.0.

Failure to meet a mandatory minimum qualification or provide a required submission may result in a proposal being deemed nonresponsive or otherwise excluded from further consideration, subject to applicable law and the City’s procurement procedures.

5.0 SCOPE OF SERVICES

The Consultant will provide federal lobbying, government relations, strategic advocacy, legislative monitoring, funding opportunity identification, and related advisory services. All services must be performed in coordination with the City’s designated representatives and within the scope of authority established by the City.

The duties described below establish the anticipated scope of work. The City may refine priorities and assign specific tasks during contract administration, provided such tasks are consistent with the contract and applicable procurement requirements.

5.1 Initial Federal Advocacy Priorities

The Consultant will work with the City to develop, refine, and advance an initial federal advocacy agenda. The final agenda will be approved by the City and may be updated during the contract term.

The Offeror must explain how it would assess the City’s priorities, identify appropriate federal programs and decision-makers, develop advocacy strategies, and measure progress.

The City’s initial federal advocacy priorities will include the following City-designated initiatives:

A. Pedestrian Safety Infrastructure

B. Water Treatment and Stormwater Infrastructure

C. Public Safety Infrastructure

D. Safer, Walkable and Pedestrian-Friendly City

For each priority, the Consultant will be expected to identify relevant federal agencies, congressional committees, legislative or administrative pathways, funding programs, potential partner organizations, anticipated milestones, and recommended advocacy actions.

The Consultant will also advise the City regarding the feasibility, timing, eligibility considerations, and relative prospects associated with each priority. The City retains final authority over its legislative agenda and the allocation of resources to specific initiatives.

5.2 General Requirements and Strategic Advocacy

The Consultant will perform the following services, as directed and authorized by the City.

A. Legislative and Policy Monitoring

Monitor federal legislation, proposed regulations, executive branch actions, agency guidance, appropriations developments, and other policy matters that may affect the City’s operations, priorities, funding, or interests.

Provide timely notice of significant developments, including an explanation of potential implications and recommended actions.

B. Federal Funding Identification

Identify and monitor relevant federal funding opportunities, including discretionary grants, formula-based programs, earmark or congressionally directed spending opportunities where available and legally permissible, appropriations opportunities, and other federal funding mechanisms.

Provide information concerning program objectives, eligibility, application timelines, funding levels where available, matching requirements, deadlines, and anticipated competition.

C. Funding Strategy and Coordination

Assist the City in developing strategies to position its priorities for potential federal support.

Coordinate with City staff regarding the timing of funding opportunities, agency engagement, congressional outreach, and other appropriate advocacy efforts.

The Consultant may provide strategic guidance concerning funding applications and related coordination but will not replace City staff or specialized grant writers unless those services are expressly included in the contract.

D. Congressional Engagement

Develop and maintain productive working relationships with members of Virginia’s congressional delegation, congressional committee staff, leadership offices, and other relevant congressional personnel.

Arrange and support meetings, briefings, site visits, correspondence, and other authorized interactions intended to advance the City’s priorities.

E. Federal Agency Engagement

Identify and engage appropriate federal agencies, program administrators, policy officials, and other decision-makers when authorized by the City.

Help the City understand agency processes, program requirements, policy developments, and opportunities for technical or programmatic engagement.

F. Strategic Planning and Advocacy Materials

Prepare or assist with legislative agendas, issue briefs, talking points, meeting materials, background memoranda, policy summaries, funding fact sheets, correspondence, and other advocacy materials as needed.

Materials must accurately represent the City’s approved positions and must be submitted to the City for review or approval when appropriate.

G. Bipartisan and Intergovernmental Coordination

Pursue a bipartisan approach to federal advocacy and coordinate, as authorized, with state and local governments, regional organizations, public-sector associations, nonprofit partners, educational institutions, and other relevant stakeholders.

The Consultant must identify opportunities for coordinated advocacy where doing so would support the City’s objectives and remain consistent with the City’s interests.

H. Legislative and Appropriations Strategy

Advise the City regarding relevant legislative calendars, appropriations cycles, committee processes, legislative vehicles, agency decision points, and other procedural considerations that may affect the advancement of City priorities.

Provide recommendations concerning the timing and sequencing of advocacy activities.

I. Meetings, Briefings, and Representation

Attend meetings, hearings, briefings, conferences, and other relevant events on behalf of the City when requested and authorized.

The Consultant must accurately communicate the City’s approved positions and must not commit the City to a policy position, expenditure, undertaking, or agreement without prior authorization.

J. Advice to City Leadership

Provide timely, practical advice to City Council, the City Manager, and other designated City representatives, as appropriate, concerning federal legislative, policy, and funding developments.

The Consultant will help City leadership assess risks, opportunities, potential impacts, and alternative advocacy strategies.

K. Records and Documentation

Maintain accurate records of lobbying activities, meetings, contacts, correspondence, funding opportunities, advocacy materials, and other work performed under the contract.

Provide records and documentation to the City in accordance with the reporting requirements, contract terms, applicable lobbying disclosure obligations, and applicable records-retention and public-records laws.

L. Ethics, Conflicts, and Compliance

Perform all services in accordance with applicable federal, state, and local laws, regulations, ethics requirements, lobbying registration and disclosure requirements, and the contract.

Promptly disclose actual or potential conflicts of interest in accordance with Section 4.7 and notify the City of any material compliance issue that may affect the Consultant’s performance or representation of the City.

5.3 Intergovernmental Relations and Relationship Development

The Consultant will support the City in developing and maintaining an effective network of federal government and intergovernmental relationships.

Services will include:

A. Identifying relevant congressional offices, committees, federal agencies, and officials based on the City’s approved priorities.

B. Developing and maintaining a strategic contact plan for key federal decision-makers and stakeholders.

C. Facilitating introductions, meetings, briefings, site visits, and other engagement opportunities.

D. Advising the City regarding appropriate methods and timing for communicating its priorities to federal officials.

E. Coordinating, as authorized, with the Virginia congressional delegation and relevant regional, state, and local partners.

F. Identifying opportunities for the City to participate in appropriate federal policy discussions, stakeholder meetings, working groups, and other forums.

G. Maintaining professional relationships with federal officials and stakeholders in a manner that reflects positively on the City.

H. Providing the City with timely updates on significant contacts, discussions, commitments, and follow-up items.

The Consultant must obtain the City’s approval before making material commitments or representing that the City has adopted a position not previously authorized by the City.

5.4 Reporting, Deliverables, and Performance Accountability

The Consultant will provide regular, substantive reporting that allows the City to evaluate progress, understand current federal developments, and determine whether advocacy efforts are advancing the City’s priorities.

A. Initial Work Plan

Within 30 days after the contract start date, or another period agreed to by the City, the Consultant will submit a proposed work plan identifying:

1. The City’s approved federal advocacy priorities.

2. Recommended strategies and principal actions for each priority.

3. Relevant congressional offices, committees, federal agencies, and other stakeholders.

4. Potential funding opportunities and applicable deadlines.

5. Anticipated milestones, deliverables, and target dates.

6. Proposed methods for tracking progress and reporting results.

The City will review the work plan and may request revisions.

B. Regular Activity Reports

The Consultant will provide written reports at least monthly unless the City approves a different reporting frequency.

Reports should include:

1. Advocacy activities performed during the reporting period.

2. Meetings, calls, briefings, and other contacts with federal officials or stakeholders.

3. Legislative, regulatory, appropriations, and agency developments affecting the City.

4. Funding opportunities identified, evaluated, or pursued.

5. Progress toward each approved priority and related milestones.

6. Issues requiring City direction or approval.

7. Planned activities for the next reporting period.

8. Risks, obstacles, emerging opportunities, and recommended next steps.

Reports must be specific enough to demonstrate the work performed and its relevance to the City’s objectives.

C. Quarterly Strategy Reviews

At least quarterly, the Consultant will meet with the City’s designated representatives to review progress, assess the effectiveness of current strategies, discuss new developments, and recommend adjustments to the advocacy agenda.

The Consultant will provide supporting materials in advance when requested by the City.

D. Legislative and Funding Alerts

The Consultant will promptly notify the City of significant legislative, regulatory, appropriations, or funding developments that require timely attention or a City decision.

Alerts should explain the issue, its potential effect on the City, relevant deadlines, and recommended actions.

E. Annual Performance Review

The Consultant will participate in an annual performance review with the City. The review may address responsiveness, quality of work, effectiveness of advocacy strategies, accuracy and usefulness of reporting, relationship development, progress toward approved priorities, and compliance with contractual obligations.

The City may use the results of the review when determining whether to exercise a renewal option.

F. Performance Measures

The City may assess performance using measures such as:

1. Timeliness and quality of required reports and deliverables.

2. Responsiveness to City requests.

3. Identification of relevant funding and policy opportunities.

4. Completion of agreed-upon advocacy activities and milestones.

5. Quality and usefulness of strategic advice.

6. Effective engagement with appropriate federal officials and stakeholders.

7. Accuracy and completeness of activity records.

8. Compliance with applicable laws, ethics requirements, and contract terms.

The parties recognize that federal legislative, administrative, and funding decisions are outside the Consultant’s control. Performance will therefore be evaluated based on the quality and execution of the Consultant’s work, documented progress, and contribution to the City’s objectives, rather than on a guarantee of funding awards or legislative outcomes.

5.5 Contract Administration and Transition

A. Contract Manager

The City will designate a Contract Manager to serve as the principal point of contact for routine contract administration, work coordination, and performance oversight.

The Consultant must designate a primary account representative and an alternate representative.

B. Authorization of Work

The Consultant will perform work consistent with the approved scope, work plan, and directions issued by the City’s authorized representatives. Any material change in scope, deliverables, staffing, or compensation must be approved in writing by the City through the appropriate contracting authority.

C. Personnel Changes

The Consultant must notify the City promptly of any proposed change to key personnel.

Substitution of the principal account representative or other key personnel requires prior written approval from the City.

The City may request replacement of personnel when it reasonably determines that the individual’s performance, availability, or conduct does not meet contract requirements.

D. Confidentiality and Records

The Consultant must protect nonpublic information received from the City and use it only for authorized contract purposes, subject to applicable law and disclosure requirements.

All records created or maintained in performing the services must be handled in accordance with the contract and applicable records-retention, public-records, and disclosure laws. The Consultant must cooperate with reasonable City requests for contract records.

E. Transition and Closeout

At the end of the contract, or upon earlier termination, the Consultant will provide reasonable transition assistance as directed by the City. This may include transferring work products, status reports, contact information, advocacy records, funding opportunity information, calendars, pending action items, and other materials prepared or maintained for the City.

Transition assistance must be performed in accordance with the contract and any applicable compensation provisions.

6.0 TERM OF CONTRACT

The initial contract term will be two years from the effective date stated in the executed contract, unless terminated earlier in accordance with the contract.

The City may renew the contract for up to three additional one-year periods. The maximum potential contract term will be five years, including the initial term and all renewals.

Renewal will be at the City’s sole discretion and will depend on continued need, available funding, satisfactory performance, and compliance with the contract. Any required adjustment to compensation must be addressed in accordance with the contract and approved by the City.

The City does not guarantee renewal or any minimum level of services or expenditure unless expressly provided in the executed contract.

7.0 PROPOSAL SUBMISSION FORMAT

Offerors must organize proposals using the tabs identified below. Proposals must be complete, clear, concise, and responsive to the requirements of this RFP. The City may request clarification or additional information as permitted by applicable law and procurement procedures.

Tab 1 — Transmittal Letter

Include a signed letter on the Offeror’s letterhead that:

A. Identifies the Offeror’s legal name, business address, telephone number, and email address.

B. Identifies the principal contact authorized to communicate with the City regarding the proposal.

C. Confirms that the proposal is submitted in response to this RFP.

D. Confirms that the Offeror has reviewed the RFP and acknowledges any addenda.

E. States the period for which the proposal will remain valid, which must be at least 90 days after the proposal due date unless another period is specified by the City.

F. Identifies any exceptions, assumptions, or requested deviations from the RFP.

G. Confirms the Offeror’s authority to submit the proposal and, if selected, enter into a contract with the City.

The letter must be signed by an individual authorized to bind the Offeror.

Tab 2 — Firm Qualifications and Relevant Experience

Provide:

A. A firm profile and description of the Offeror’s organizational structure.

B. A summary of relevant federal lobbying and government relations experience.

C. Experience representing local governments or comparable public-sector clients.

D. Experience with federal appropriations, funding programs, legislative advocacy, and agency engagement.

E. Information regarding the Offeror’s Washington, D.C. metropolitan-area office or operational presence.

F. Applicable federal lobbying registration and compliance information.

G. Examples of relevant assignments, including the client’s objectives, services provided, and outcomes or progress achieved, subject to applicable confidentiality obligations.

H. Disclosure of actual or potential conflicts of interest consistent with Section 4.7.

Tab 3 — Approach and Methodology

Describe the Offeror’s proposed approach to performing the services in Section 5.0.

The response must address:

A. Understanding of the City’s federal advocacy and government relations needs.

B. Method for developing and updating the City’s federal legislative and advocacy agenda.

C. Approach to identifying, evaluating, and pursuing federal funding opportunities.

D. Strategy for engagement with Congress, congressional committees, federal agencies, and other stakeholders.

E. Proposed approach to bipartisan advocacy and intergovernmental coordination.

F. Method for monitoring legislative, regulatory, appropriations, and agency developments.

G. Proposed work plan for the first 90 days of the contract.

H. Proposed reporting, communication, and performance-tracking methods.

I. Approach to managing urgent issues, funding deadlines, and requests requiring a rapid response.

J. Anticipated challenges and recommendations for addressing them.

Tab 4 — Proposed Personnel and References

Identify the proposed account lead and all key personnel who will perform services under the contract.

For each person, provide a resume or professional biography, relevant experience, responsibilities, and anticipated level of involvement.

Identify any subcontractors or other outside resources proposed for use and describe their roles.

Provide at least three relevant client references using Attachment D. References should, where possible, include public-sector clients or organizations for which the Offeror has provided federal lobbying, government relations, or related advocacy services.

The City may contact references and other sources of information as permitted by applicable law and procurement procedures.

Tab 5 — Cost and Fee Proposal

Submit the completed Cost and Fee Proposal using Attachment A.

The cost proposal must clearly identify the proposed annual fee, monthly billing amount, services included, any additional charges, and any proposed reimbursable expenses.

The cost proposal must be sufficiently detailed to permit the City to understand the full anticipated cost of the services.

Tab 6 — Required Forms and Supporting Documents

Include all required forms and supporting documents, including:

A. Completed Attachment B — Offeror Certifications and Disclosures.

B. Completed Attachment C — Conflict of Interest and Related Disclosures, if provided as a separate form.

C. Completed Attachment D — References.

D. Required lobbying registration and compliance information.

E. Required insurance information or written confirmation of the Offeror’s ability to meet the insurance requirements stated in the final RFP or executed contract.

F. Any other forms or documents expressly required by this RFP or a written addendum.

If the City consolidates the required certifications or conflict disclosures into a single attachment, Offerors must complete the consolidated form rather than submitting duplicate forms.

8.0 PROPOSED BUDGET AND COMPENSATION

8.1 Budget

The City reserves the right to negotiate the final scope, fee, and contract terms in accordance with applicable procurement requirements.

Offerors must submit a complete cost proposal using Attachment A.

8.2 Fee Structure

The Offeror must propose a clear and predictable fee structure for the services described in Section 5.0. The proposal must identify:

A. The proposed annual fee.

B. The proposed monthly fee.

C. The services included in the proposed fee.

D. Any services excluded from the fee.

E. Any additional hourly rates or other charges that may apply, including the circumstances under which they would be incurred.

F. Any proposed annual fee adjustments during the contract term, including the basis and timing of the adjustment.

The City prefers a fixed annual or monthly retainer that provides predictable costs for the anticipated scope of services. Any alternative fee structure must be fully explained and separately itemized.

8.3 Invoicing and Payment

The Consultant will submit itemized invoices monthly unless otherwise specified in the executed contract.

Each invoice must identify the billing period, applicable contract or purchase order number, services performed, significant activities or deliverables completed, and any authorized reimbursable expenses.

The City may request reasonable supporting documentation before approving an invoice.

Payment will be made in accordance with the executed contract and applicable City payment procedures.

8.4 Reimbursable Expenses

Reimbursable expenses must be identified in the proposal and require prior written authorization from the City.

Unless otherwise expressly approved in writing, reimbursable expenses will be limited to actual, reasonable, documented costs without markup. The Consultant must provide receipts or other supporting documentation as requested by the City.

The Consultant must not incur travel, lodging, event registration, or other material expenses on the City’s behalf without prior approval from the City’s authorized representative.

8.5 No Contingency Fees

The Consultant must not condition compensation on the award of a grant, appropriation, contract, or other government funding or benefit.

The Consultant must disclose any proposed incentive, success-based, or contingent compensation arrangement. Any such arrangement will be subject to review by the City and may be prohibited by the final contract or applicable law.

8.6 Cost Proposal Evaluation

The City will evaluate proposed compensation in conjunction with the quality, qualifications, experience, and overall value of the proposal.

The lowest-priced proposal will not necessarily receive the highest evaluation score or be selected for award.

9.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS

9.1 Submission Deadline

Proposals must be received no later than:

Date: November 19, 2026 Time: 2:00PM Local Time

Proposals received after the deadline may be rejected, subject to applicable law and the City’s procurement procedures.

The City is not responsible for delays caused by delivery services, electronic transmission, or other circumstances outside its control.

9.2 Submission Method and Delivery Instructions

Proposals must be submitted using the following method:

Submission Method: eVA and physical submissions:

The delivery address is:

City of Williamsburg Finance - Purchasing Department 401 Lafayette Street Williamsburg, Virginia 23185 Attention: Cindy Webber RFP No.: 01 1201 27

If physical submission is required, Offerors must provide one signed original, three copies, and one electronic copy in searchable PDF format on a USB drive, unless the City specifies otherwise by addendum.

If electronic submission is required, the City will identify the designated procurement portal, file format, file-size limitations, and submission procedures. Offerors are responsible for ensuring that their electronic submissions are complete and successfully transmitted before the deadline.

Offerors must follow the final submission instructions published by the City. If electronic and physical submission requirements conflict, the City’s written addendum or formal procurement instructions will control.

9.3 Proposal Preparation Costs

All costs associated with preparing, submitting, presenting, or negotiating a proposal will be borne by the Offeror. The City will not reimburse proposal preparation or presentation expenses.

9.4 Questions and Requests for Clarification

Questions must be submitted in writing to:

Contact: Cindy Webber Email: Cwebber@williamsburgva.gov Question Deadline: 11/10/2026 2:00PM

Questions received after the deadline may not be answered. The City may consolidate similar questions and issue written responses or addenda to all known Offerors.

Offerors must not rely on verbal explanations or informal statements as modifications to the RFP.

9.5 Restrictions on Contact and Lobbying

From the issuance of this RFP until the City announces a selection or otherwise concludes the procurement, Offerors and their representatives must communicate about this procurement only through the designated procurement contact, except as expressly authorized by the City.

Offerors must not attempt to influence the procurement process through unauthorized communications with City Council members, evaluators, City employees, or other representatives.

This restriction does not prohibit communications expressly authorized by the City or otherwise permitted by applicable law. A violation may result in disqualification or other action permitted by law and the terms of this RFP.

9.6 Proposal Changes and Withdrawal

An Offeror may modify or withdraw its proposal before the submission deadline by written notice delivered in accordance with the City’s submission instructions.

After the deadline, proposals may not be modified or withdrawn except as permitted by the City and applicable procurement law.

9.7 Public Records and Confidential Information

Proposals and related procurement records may be subject to disclosure under the Virginia Freedom of Information Act and other applicable laws.

An Offeror seeking protection for specific proprietary information must clearly identify the particular information claimed to be exempt from disclosure and provide the legal basis for the claim, in accordance with applicable law and the City’s instructions.

Blanket confidentiality designations may not be sufficient. The City will determine the treatment of requested information in accordance with applicable law and is not able to guarantee that information marked confidential will be withheld from disclosure.

Offerors should not include sensitive information that is not necessary to evaluate the proposal.

9.8 Addenda Acknowledgment

Offerors must acknowledge all addenda in the manner specified by the City. Failure to acknowledge an addendum may result in the proposal being deemed non-responsive if the omission is material or otherwise cannot be addressed under applicable procurement procedures.

9.9 Reservation of Rights

The City reserves all rights available under applicable law and this RFP, including the right to:

A. Reject any or all proposals.

B. Cancel, suspend, or amend the solicitation.

C. Request clarification or additional information from one or more Offerors.

D. Conduct interviews, presentations, discussions, or negotiations as permitted by law.

E. Request revised proposals or best-and-final offers if permitted by the procurement process.

F. Waive minor informalities that do not affect material requirements or the integrity of the procurement.

G. Negotiate contract terms and compensation with the highest-ranked Offeror.

H. Make no award if the City determines that doing so is in its best interest.

The City will exercise these rights in accordance with applicable procurement law and the requirements of this RFP.

10.0 EVALUATION OF PROPOSALS AND SELECTION PROCESS

10.1 Evaluation Process

Proposals will be evaluated by the City Manager, Interim City Manager and Chief Information Officer. The evaluation will consider the extent to which each proposal satisfies the requirements of this RFP and provides the best overall value to the City.

The City anticipates using a competitive negotiation process consistent with the Virginia Public Procurement Act and other applicable requirements. The precise evaluation, discussion, negotiation, and award procedures will be administered in accordance with applicable law.

10.2 Evaluation Criteria

Proposals will be evaluated using the following criteria, for a total of 100 possible points:

Evaluation Criterion Maximum Points

A. Experience and Qualifications 25

B. Understanding of City Priorities and Advocacy Strategy 25

C. Proposed Personnel and Relationships 15

D. Federal Funding and Appropriations Expertise 15

E. Cost and Overall Value 15

F. References and Demonstrated Performance 5

Total 100

A. Experience and Qualifications — 25 Points

The City will consider the Offeror’s relevant federal lobbying and government relations experience, history of representing public-sector clients, knowledge of federal legislative and administrative processes, and demonstrated capacity to perform the required services.

B. Understanding of City Priorities and Advocacy Strategy — 25 Points

The City will consider the Offeror’s understanding of the City’s objectives, the quality and practicality of the proposed advocacy strategy, the approach to prioritizing initiatives, and the proposed methods for tracking and communicating progress.

C. Proposed Personnel and Relationships — 15 Points

The City will consider the qualifications, experience, availability, and proposed involvement of key personnel, as well as the Offeror’s established relationships with congressional offices, federal agencies, and other relevant stakeholders.

D. Federal Funding and Appropriations Expertise — 15 Points

The City will consider the Offeror’s experience identifying and pursuing federal funding opportunities, understanding appropriations and grant processes, assessing eligibility and timing, and advising public-sector clients on federal funding strategy.

E. Cost and Overall Value — 15 Points

The City will consider the proposed fee, clarity and predictability of the cost structure, the services included, any proposed additional charges, and the overall value offered in relation to the City’s needs.

F. References and Demonstrated Performance — 5 Points

The City will consider the relevance and quality of references, demonstrated responsiveness, quality of service, and the Offeror’s record of performance on comparable assignments.

10.3 Clarifications, Discussions, and Presentations

The City may request clarifications, conduct discussions, invite presentations or interviews, and seek additional information from Offerors as permitted by applicable law and the procurement process.

If presentations or interviews are conducted, the City may consider the quality of the responses, the proposed team’s knowledge and communication, and the Offeror’s ability to address the City’s needs.

10.4 Ranking and Negotiation

Following evaluation, the City anticipates ranking Offerors in accordance with applicable procurement requirements and the evaluation criteria stated in this RFP.

The City may negotiate with the highest-ranked Offeror to establish a final scope of services, fee, schedule, and contract terms. If the City is unable to reach an agreement with that Offeror, the City may discontinue negotiations and proceed as permitted by applicable law.

No Offeror will be entitled to an award unless and until a contract is properly approved and executed by the City.

10.5 Award

The City intends to award a contract to the Offeror whose proposal is determined to provide the best overall value and otherwise satisfies the requirements of the RFP and applicable law.

The City may make no award if it determines that no proposal adequately meets its needs or that proceeding with the procurement is not in the City’s best interest.

10.6 Notice of Selection

The City will provide notice of its selection or award in accordance with applicable law and its procurement procedures.

Any contract resulting from this RFP will be subject to final approval, execution, and any other requirements established by the City.

11.0 PERFORMANCE EXPECTATIONS

The Consultant will be expected to deliver professional, proactive, responsive, and transparent services throughout the contract term.

11.1 Strategic Advocacy

The Consultant must maintain an up-to-date understanding of the City’s approved federal priorities and use that understanding to guide legislative monitoring, congressional and agency engagement, funding opportunity identification, and strategic recommendations.

Advocacy efforts must be purposeful, coordinated, and consistent with the City’s authorized positions.

11.2 Responsiveness

The Consultant must respond promptly to City requests, acknowledge communications within a reasonable period, and advise the City when a request requires additional research or coordination.

The parties may establish specific response-time expectations in the final work plan or contract.

Time-sensitive legislative, funding, or policy developments must be communicated promptly when they may require City action.

11.3 Quality and Accuracy

All reports, briefings, recommendations, and other work products must be accurate, professional, relevant to the City’s needs, and submitted within deadlines agreed.

The Consultant must identify material assumptions or uncertainties and distinguish confirmed information from preliminary or developing information.

11.4 Reporting and Documentation

The Consultant must provide the reports and documentation required under Section 5.4 and any additional reporting expressly established in the contract.

Reports must document substantive activities and progress rather than consist solely of general descriptions of federal developments.

11.5 Relationship Management

The Consultant must maintain professional working relationships with congressional offices, federal agencies, and other relevant stakeholders while representing the City’s approved positions accurately and appropriately.

The Consultant must coordinate with City staff before significant meetings or advocacy activities when requested and provide follow-up information after substantive engagements.

11.6 Performance Review and Corrective Action

The City may review the Consultant’s performance periodically and identify areas requiring improvement.

If performance does not meet contractual requirements, the City may request a corrective action plan with specific actions and timelines. Failure to remedy material performance deficiencies may result in contractual remedies, nonrenewal, or termination as permitted by the executed contract and applicable law.

11.7 No Guarantee of Federal Outcomes

The Consultant is expected to use its professional expertise and reasonable efforts to advance the City’s approved priorities. However, the Consultant cannot guarantee the passage of legislation, adoption of a policy, approval of an appropriation, or award of a grant or other federal funding.

The City will evaluate performance based on the quality and timeliness of services, adherence to the approved strategy, responsiveness, documented advocacy activity, and demonstrated progress toward agreed-upon objectives.

12.0 PROPOSAL SCHEDULE

The anticipated procurement schedule is provided below. The City reserves the right to modify dates and deadlines by written addendum.

Procurement Milestone Date

RFP Issued 10/20/2026

Deadline for Written Questions 11/10/2026

Responses to Questions/Addendum Issued 11/12/2026

Proposal Submission Deadline 11/19/2026

Initial Proposal Evaluation 11/24/2026

Interviews or Presentations, if Required 12/01/2026

Negotiations with Highest-Ranked Offeror 12/03/2026

Anticipated Contract Award 12/10/2026

Anticipated Contract Start Date 1/15/2027 (approximately)

All dates are subject to change by written addendum. Offerors are responsible for monitoring the City’s designated procurement website or portal for updates.

13.0 COMPLIANCE, ETHICS, AND TRANSPARENCY

13.1 Compliance with Applicable Law

The Consultant must comply with all applicable federal, state, and local laws, regulations, and requirements relevant to the services, including applicable lobbying registration and disclosure laws, ethics requirements, procurement rules, and record-retention obligations.

The Consultant must promptly notify the City of any legal or regulatory development that may affect its ability to perform the…