RFP 25-549 Federal Lobbying Consulting Service FINAL.docx

SECTION I – SCOPE OF WORK:

1.1 SUMMARY OF REQUEST

Roswell Park Cancer Institute Corporation d/b/a Roswell Park Comprehensive Cancer Center seeks to engage a full-service federal lobbying firm based in Washington, D.C., to support and advance its mission and strategic priorities. The selected firm will play a critical role in advocating for policies that benefit cancer patients, promote cancer research, and strengthen Roswell Park’s position as a national and international leader in oncology.

1.2 SCOPE OF REQUEST

1.2.12 Perform any other tasks or services requested by Roswell Park.

1.3 MINIMUM QUALIFICATIONS and EXPERIENCE

1.3.1 Extensive expertise in U.S. healthcare policy, with a strong understanding of federal regulatory frameworks and legislative processes.

1.3.2 Specialized experience in cancer-related policy, including familiarity with relevant federal agencies (e.g., NIH, NCI, CMS) and legislative initiatives impacting oncology care and research.

1.3.3 Direct Capitol Hill experience, such as working for a Member of Congress, Congressional Committee, or federal agency, with established relationships and a deep understanding of the legislative landscape.

1.3.4 Strong interpersonal and communication skills, with the ability to effectively advocate, build coalitions, and influence policy outcomes.

1.3.5 Proven ability to navigate complex political environments, including bipartisan engagement and strategic policy development.

1.4 REQUIREMENTS

NOTE: Your organization must be able to meet the following requirements. If there are any requirements you cannot meet, you must provide a detailed explanation in the table provided below.

(enter X)

NO

(provide detailed explanation)

Demonstrated expertise in your organization’s sector or related industries including healthcare and cancer policy knowledge.

1.5 QUESTIONS FOR BIDDERS

legislative or regulatory goals?

1.6 TERM

The term of the Resultant Agreement(s) will be for a 3-year initial term (the “Initial Term) which shall automatically renew for two (2) successive one (1) year renewal terms (each a “Renewal Term”) unless written notice of nonrenewal by Roswell Park is given at least thirty (30) days prior to the expiration of the Term. The Initial Term and each Renewal Term shall be collectively referred to as the “Term”.

1.7 PRICING

Please provide all-inclusive pricing for services which will be quoted as a monthly firm fixed fee. Any incurred expenses (i.e. travel) during contract performance will be billed separately, require supporting documentation, and require prior approval from Roswell Park.

1.8 REFERENCES

Successful Proposals will include at least two (2) references with work performed in the last three (3) years. References should be of similar size and complexity to Roswell Park, with similar federal government relations needs.

1.9 POST-BID INTERVIEWS

After evaluation of the RFP responses, it may be necessary to complete a Phase II evaluation consisting of presentations, interviews, etc. Respondents moving on to the next round will be asked to complete a Phase II evaluation consisting of interviews, presentations, post-bid demonstrations, etc. Those invited to participate in Phase II will be provided information on the format, attendance, and additional information that is required.

1.10 EVALUATION CRITERIA

1.11 PROPOSAL CHECKLIST FOR COMPLETE SUBMISSION

NOTE: Please clearly label each section of your proposal to correspond with the sections of the RFP.

Each Respondent’s Proposal must be submitted via email to jennifer.gaenzler@roswellpark.org and must include the following unless other instructions have been provided by Roswell Park:

1.11.1 Proposal format

a. Provide a company coversheet including:

1. Full legal name

2. Address

3. Contact information including name, title, phone, and email address

4. Provide the address of your office located in the Washington DC area if different from Address in number 2 above

5. Brief description of business

6. Year founded/established

7. Type of business (i.e. Corporation, LLC, etc.)

8. State of incorporation

9. Resumes of the proposed team that would be working directly with Roswell Park

10. Number of employees

11. Federal tax ID number

12. D&B number (if applicable)

13. Business certifications (i.e. MBE, SDVOB, etc. if applicable)

b. Confirm compliance with the Minimum Qualifications and Experience in Section 1.3

c. Provide a response to the Requirements in Section 1.4

d. Provide answers to Question for Bidders in Section 1.5

e. Submit Pricing in Section 1.7

f. Provide References in Section 1.8

g. List all the addendums issued by Roswell Park and acknowledge that they have been read and incorporated into your proposal (if applicable).

1.11.2 Non-Collusion Affidavit

Each Proposal must include a signed, completed “Non-Collusion Affidavit” from Section IV – Required Forms, a copy of which is attached to this RFP.

1.11.3 Disclosure Form

Each Proposal must include a signed, completed “Disclosure Form” from Section IV – Required Forms, a copy of which is attached to this RFP.

1.11.4 EEO Requirements

Roswell Park is required to implement the provisions of NYS Executive Law Article 15-A regarding equal employment opportunities (“EEO”) for minority group members and women (the Rev. Oct. 2018 3 “EEO Requirements”) for all contracts with a value in excess of: (i) $25,000.00 for labor, services (including legal, financial, and other professional services), travel, supplies, equipment, materials, and/or any combination of the foregoing, with the exception of the acquisition, construction, demolition, replacement, major repair, and/or renovation of real property and/or improvements thereon; and (ii) $100,000.00 for the acquisition, construction, demolition, replacement, major repair, and/or renovation of real property and/or improvements thereon (each an “EEO Requirement Threshold”).

a. EEO Policy Statement

If the value of any Vendor’s Proposal and Resultant Agreement, if awarded by Roswell Park, will meet an EEO Requirement Threshold, then each such Vendor’s Proposal must include an EEO policy statement as described in Section 3.2 of this RFP. If any Vendor does not have an existing EEO policy statement and/or prefers to use the Roswell Park-Provided EEO Policy Statement from Section IV – Required Forms, then each such Vendor shall complete and submit such as part of its Proposal.

b. EEO Staffing Plan

If the value of any Vendor’s Proposal and Resultant Agreement, if awarded by Roswell Park, will meet an EEO Requirement Threshold, then each such Vendor’s Proposal must include a completed EEO Staffing Plan from Section IV – Required Forms to document the composition of the proposed workforce to be utilized in the performance of the Resultant Agreements, if awarded by Roswell Park, in accordance with the criteria set forth in Section 3.3 of this RFP.

1.11.5 Certificates of Insurance

Each Proposal must include a sample certificate of insurance evidencing its compliance with the insurance requirements set forth in the Sample Agreement. If any Vendor is unable to meet any of the insurance requirements, then such Vendor shall detail such as further indicated in Section 1.11.9 of this RFP.

1.11.6 W-9 Form

Each Proposal must include a signed, completed Request for Taxpayer Identification Number and Certification form.

1.11.7 EO 16 Certification Form

Each Proposal must include a signed, completed “Certification Under Executive Order No. 16, Prohibiting State Agencies and Authorities from Contracting with Businesses Conducting Business in Russia” from Section IV – Required Forms, a copy of which is attached to this RFP.

1.11.8 Sample Resultant Agreement(s)

Each Proposal must include all of the legal documents required from Section V – Sample Agreements and Required Language.

1.11.9 Exceptions

Attached to this RFP is a draft Consultant Services Agreement (the “Sample Agreement”). Subject to the below restrictions, if any Vendor has any exceptions to the Sample Agreement, then such exceptions shall be submitted in the form of redlined changes within the document and included as part of each Vendor’s Proposal. In addition, subject to the below restrictions, if any Vendor has any exceptions to any other terms and conditions in this RFP, then such exceptions shall be documented on a separate attachment and included as part of each Vendor’s Proposal. Any and all exceptions must be included as part of each Proposal, and Roswell Park will not negotiate changes if such were not included as part of the applicable Vendor’s Proposal. If any Vendor does not include exceptions as part of its Proposal, then each such Vendor shall be deemed to have accepted the terms of the Sample Agreement and this RFP. The exceptions taken by Vendors will be a factor in Roswell Park’s evaluation and determination of award. Notwithstanding any language to the contrary, Roswell Park will not entertain exceptions to the Sample Agreement or RFP that are of a material and substantive nature. Roswell Park reserves the right to negotiate and/or reject any proposed changes submitted by any Vendor. All exceptions are to be submitted in a Microsoft Word format as part of Vendors’ electronic Proposal copy.

1.11.10 Other Supporting Documentation (if applicable)

Each Proposal must include any additional supporting documentation if applicable.

SECTION II – GENERAL INFORMATION

2.1 DEFINED TERMS

All defined terms in this Request for Proposal (this “RFP”) in the singular form will be construed to include the plural and vice versa.

2.2 ABOUT ROSWELL PARK

Roswell Park Cancer Institute Corporation d/b/a Roswell Park Comprehensive Cancer Center (“Roswell Park”) was founded in 1898 by Dr. Roswell Park in Buffalo, New York. Roswell Park is a nationally and internationally recognized leader in cancer care, research, and education. As one of the first institutions designated a “Comprehensive Cancer Center” by the National Cancer Institute (NCI) in 1974, Roswell Park has maintained this prestigious designation continuously. Roswell Park is also a member of the National Comprehensive Cancer Network (NCCN), an alliance of the world’s leading cancer centers that sets the gold standard for clinical oncology guidelines.

Roswell Park is a New York State Public Benefit Corporation and, together with its research affiliate Health Research, Inc., employs over 4,200 professionals. Roswell Park is one of only 11 centers in the U.S. solely dedicated to cancer treatment and research. The institution offers a full spectrum of inpatient and outpatient services, conducts groundbreaking research, and leads public and professional education initiatives. Its global footprint continues to expand through international clinical and research partnerships.

Many of Roswell Park’s faculty serve on NCCN panels that develop the Clinical Practice Guidelines in Oncology—internationally recognized as the most comprehensive and frequently updated standards in cancer care.

2.3 RFP DATES/MILESTONES

2.3.1 Issue Date: August 21, 2025 at 8:00 am EST

2.3.2 Question Due Date: September 3, 2025 before 12:00 pm EST

2.3.3 Proposal Due Date: September 12, 2025 before 2:00 pm EST

2.4 QUESTIONS

Roswell Park will accept questions from Respondents regarding this RFP until the time indicated in Section 2.3.2. Questions must be submitted via email to Jennifer M. Gaenzler at jennifer.gaenzler@roswellpark.org. Roswell Park will share ALL Respondents’ questions and the associated answers collectively with all Respondents.

2.5 ADDENDA

If it becomes necessary to clarify and/or modify any portions of this RFP, as determined by Roswell Park, in its sole discretion, then Roswell Park will issue individually numbered addenda to the Respondents which shall contain such clarifications and/or modifications (each an “Addendum”).

2.6 VALIDITY OF PROPOSALS

Proposals must remain open and valid for a period of at least one hundred and eighty (180) days from the due date of the Proposals as indicated in this RFP (the “Proposal Validity Period”). During the Proposal Validity Period, the price quoted and the proposed offering in each Proposal must remain unchanged unless otherwise directed, in writing, by Roswell Park. If a Respondent is selected as a successful Respondent by Roswell Park (the “Successful Respondent”) and awarded a resultant agreement by Roswell Park (the “Resultant Agreement”) within the Proposal Validity Period, then, once accepted, the price quoted and the proposed offering in the Successful Respondent’s Proposal must remain unchanged and in effect and will be stated as such in the Resultant Agreement.

2.7 PROCUREMENT LOBBYING

Pursuant to Chapter 1 of the Laws of 2005, as amended by Chapter 596 of the Laws of 2005, as of the date this RFP is issued by Roswell Park, any direct and/or indirect contacts, communications, lobbying, and/or other attempts of any kind by any Respondent to influence the RFP award process are prohibited by NYS law.

2.8 RESTRICTIONS ON CONTACT DURING THE PROCUREMENT PROCESS

Pursuant to State Finance Law §139-j, as amended by Chapters 56 and 395 of the Laws of 2006, Chapter 501 of the Laws of 2007, Chapter 169 of the Laws of 2009 and Chapter 4 of the Laws of 2010, this RFP includes and imposes certain restrictions on communications between Roswell Park and any Respondent during the procurement process. All Respondents are restricted from making contacts from the earliest notice of this RFP through the final award and approval of the Resultant Agreement by Roswell Park to any other person at Roswell Park other than Jennifer M. Gaenzler unless it is a contact that is included among certain statutory exceptions set forth in State Finance Law §139-j(3)(a).

2.9 ROSWELL PARK’S RIGHTS

This RFP is a request for proposal and does not constitute an offer by Roswell Park. Roswell Park reserves the right, in its sole discretion, to: (i) award a Resultant Agreement to a single Respondent, to multiple Respondents, or to not award a Resultant Agreement at all; (ii) reject any or all Proposals; (iii) award only a portion of the RFP to any Respondent; (iv) adjust and/or correct any arithmetical error in any Proposal following notification to the applicable Respondent; (v) waive minor irregularities in any Proposal following notification to the applicable Respondent; (vi) adopt, as Roswell Park property, all submitted Proposals and corresponding attachments, and to use any portions thereof which are not specifically noted as proprietary by a Respondent; (vii) change any portion of this RFP following issuance of an Addendum to the Respondents; (viii) cancel and/or limit the scope of this RFP; (ix) consider and accept modifications in any Proposal at any time before the RFP award is made, if such action is in the best interest of Roswell Park, as determined by Roswell Park, in its sole discretion; (x) negotiate with any Respondent to serve the best interests of Roswell Park; and/or (xi) award a Resultant Agreement to any Respondent based on Roswell Park’s RFP evaluation criteria listed in Section 1.10 of this RFP, and not simply based on lowest bid.

2.10 INSURANCE REQUIREMENTS

Throughout the Term, Vendor shall, at its expense, and shall ensure that any Subcontractors, at their expense, maintain the minimum insurance coverages as outline in the Sample Resultant Agreement, with insurers licensed to do business in New York State and having an A.M. Best rating of A- or greater.

2.11 COSTS TO PREPARE BID RESPONSES

Roswell Park is not responsible, and will not reimburse any Respondent, for any costs incurred by any Respondent in preparing and/or submitting a Proposal, in making any presentations to Roswell Park in relation to this RFP, in providing any demonstrations to Roswell Park in relation to this RFP, and/or in performing any other activities relative to this RFP prior to award of a Resultant Agreement. Furthermore, unless otherwise specified in writing by Roswell Park, Roswell Park is not liable for any costs incurred by the Successful Respondent following award of the RFP until a Resultant Agreement is fully executed, and all required approvals have been obtained by the Successful Respondent from Roswell Park.

2.12 MODIFICATIONS

Except as otherwise provided in this RFP and/or in any bid form and/or attachment hereto, Respondents shall not modify this RFP and/or any RFP forms and/or attachments without the express written approval of Roswell Park.

2.13 DISCREPANCIES

The Respondents are responsible for bringing discrepancies found in this RFP to the attention of Roswell Park.

2.14 LATE PROPOSALS

Late Proposals will not be opened and/or evaluated by Roswell Park. Each Respondent is responsible for assuring that its Proposal is received by Roswell Park by the due date and time indicated in this RFP.

2.15 FINAL AWARD

Final Award would be contingent upon both parties reaching an agreement and/or terms and conditions.

SECTION III – EEO REQUIREMENTS

3.1 EEO REQUIREMENTS OVERVIEW

Roswell Park is required to implement the provisions of NYS Executive Law Article 15-A regarding equal employment opportunities (“EEO”) for minority group members and women (the Rev. Oct. 2018 3 “EEO Requirements”) for all contracts with a value in excess of: (i) $25,000.00 for labor, services (including legal, financial, and other professional services), travel, supplies, equipment, materials, and/or any combination of the foregoing, with the exception of the acquisition, construction, demolition, replacement, major repair, and/or renovation of real property and/or improvements thereon; and (ii) $100,000.00 for the acquisition, construction, demolition, replacement, major repair, and/or renovation of real property and/or improvements thereon (each an “EEO Requirement Threshold”).

Should the EEO Requirement Threshold be met, the Successful Respondent and its subcontractors (each a “Subcontractor”) agree to, in addition to any other non-discrimination provisions set forth in the Resultant Agreement, and at no additional cost to Roswell Park, fully comply and cooperate with Roswell Park in the implementation of the EEO Requirements. These provisions will be deemed supplementary to, and not in lieu of, the non-discrimination provisions required by NYS Executive Law Article 15 (the “Human Rights Law”) and/or any other applicable Federal, State, and local statutory and/or constitutional non-discrimination laws.

The Successful Respondent and its Subcontractors shall: (i) comply with the provisions of the Human Rights Law, and all other Federal, State, and local statutory and constitutional non-discrimination provisions; (ii) not discriminate against any employee and/or applicant for employment because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status; and (iii) follow the requirements of the Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.

Separate EEO forms, plans, reports, etc., as indicated in this Section III, must be completed as instructed. Failure by any Respondent to comply with this Section III may result in such Respondent being found non-responsive, as determined by Roswell Park, in its sole discretion. Failure by any Successful Respondent and/or Subcontractor to comply with the requirements set forth in this Section III will be considered a breach of contract and may lead to the withholding of funds.

Notwithstanding any language to the contrary, the provisions set forth in this Section III must be incorporated into the Resultant Agreement. In addition, the Successful Respondent will include the provisions set forth in this Section III in every subcontract related to the Resultant Agreement in such a manner that the requirements in this Section III will be binding upon each Subcontractor in connection with the Resultant Agreement.

3.2 EEO REQUIREMENTS

The Successful Respondent and its Subcontractors will undertake or continue existing EEO programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status. For these purposes, EEO will apply in the areas of recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff, and termination, as well as rates of pay or other forms of compensation in connection with the Resultant Agreement.

To ensure compliance with the EEO Requirements, the Respondents must submit an EEO policy statement as part of their Proposals which must include the following:

1. A written statement that the Respondent and any of its proposed subcontractors (each a “Proposed Subcontractor”) will: (i) not discriminate against any employee and/or applicant for employment because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status; (ii) undertake or continue existing EEO programs to ensure that minority group members and women are afforded equal employment opportunities without discrimination; and (iii) make and document its conscientious and active efforts to employ and utilize minority group members and women in its work force.

2. A written statement that the Respondent, if selected as the Successful Respondent, and any of its Proposed Subcontractors, will state in all solicitations and advertisements for employees that, in the performance of the Resultant Agreement, all qualified applicants will be afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status.

3. A written statement from each employment agency, labor union, and/or authorized representative of workers with which the Respondent and any of its Proposed Subcontractors has/have collective bargaining agreements and/or other similar agreements and/or understandings, that such employment agency, labor union, and/or authorized representative will not discriminate on the basis of race, religion, color, national origin, sex (including gender identity and/or expression), sexual orientation, age, disability, predisposing genetic characteristic, marital status, military status, and/or domestic violence victim status, and that such employment agency, labor union, and/or authorized representative of workers will affirmatively cooperate in the implementation of the EEO Requirements under the Resultant Agreement.

If any Respondent and/or any of its Proposed Subcontractors does/do not have an existing EEO policy statement and/or prefer(s) to use the one Roswell Park has supplied with this RFP, then each such Respondent and/or Proposed Subcontractor may adopt the model statement “EEO Policy Statement” which is attached to this RFP(“Roswell Park-Provided EEO Policy Statement”).

3.3 EEO STAFFING

To ensure compliance with the EEO Requirements, the Respondents, and any of their Proposed Subcontractors, must complete and submit, as part of each Proposal, an “EEO Staffing Plan”, a copy of which is attached to this RFP (an “EEO Staffing Plan”).

3.4 QUARTERLY EEO COMPLIANCE REPORTS

The Successful Respondent will be required to submit to Roswell Park by the 10th day following each end of quarter throughout the Term, workforce employment utilization report(s) detailing updates made to the Successful Respondent’s and/or Subcontractor(s)’ EEO Staffing Plan(s), and information regarding the actual workforce utilized in the performance of the Resultant Agreement by the specified categories listed.

SECTION IV – REQUIRED FORMS

Please review the forms below and include a signed copy in your proposal/response.

SECTION V – SAMPLE AGREEMENTS and REQUIRED LANGUAGE

The following document will form the basis of the contract between Roswell Park and the successful supplier. As part of your proposal, please redline any areas that your organization is unable to agree with. The amount and content of potential redlines will be considered in the selection of the successful supplier.

PLEASE NOTE: APPENDIX A NEW YORK STATE REQUIRED CLAUSES is considered a mandatory document by New York State. As a public benefit corporation, Roswell is unable to accept modifications to this schedule.

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