State_Lobbyist_Services.pdf

REQUEST FOR PROPOSALS

25-003

STATE LOBBYIST SERVICES

October 8, 2024

OWNER:

BOARD OF COUNTY COMMISSIONERS

SANTA ROSA COUNTY, FLORIDA

SAM PARKER – DISTRICT I

KERRY SMITH – DISTRICT II

JAMES CALKINS – DISTRICT III

RAY EDDINGTON – DISTRICT IV

COLTEN WRIGHT – DISTRICT V

25-003

REQUEST FOR PROPOSALS

STATE LOBBYIST SERVICES

Solicitation advertised utilizing Santa Rosa County Procurement & Purchasing Ordinance 2023-06 adopted June 19, 2023

I. NOTICE

II. STANDARD RFP INSTRUCTIONS, SUBMITTAL REQUIREMENTS, AND GENERAL

REQUIREMENTS

III. STANDARD INSURANCE REQUIREMENTS

IV. SCOPE OF WORK

V. VENDOR QUESTIONNAIRE

VI. EVALUATION CRITERIA

VII. Evaluation Process Instructions

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1. NOTICE

1.1. Summary

MEMORANDUM

TO: Company Addressed DATE: Tuesday, October 8, 2024

FROM: Santa Rosa County Procurement Office

SUBJECT: 25-003 State Lobbyist Services

Notice is hereby given that the Santa Rosa County Board of County Commissioners is seeking qualifications for

State Lobbyist Services.

Please submit all proposals through the procurement portal at https://procurement.opengov.com/portal/santarosafl by 10:00 am on Friday, November 8, 2024, at which time will be publicly opened via Teams.

Specifications may be secured through the Santa Rosa County Procurement Portal at https://procurement.opengov.com/portal/santarosafl Questions concerning this request should be submitted through the procurement portal by 12:00 pm on Monday, October 21, 2024.

Santa Rosa County Board of County Commissioners encourages all segments of the business community to participate in its procurement opportunities, including small businesses, minority/women owned businesses, and disadvantaged business enterprises. The Board does not discriminate on the basis of race, color, religion, national origin, disability, sex, or age in the administration of contracts.

The Board of County Commissioners reserves the right to waive irregularities in bids, to reject any or all bids with or without cause, and to award the bid that it determines to be in the best interest of Santa Rosa County.

By order of the Board of County Commissioners of Santa Rosa County, Florida.

1.2. Background

The Board of County Commissioners of Santa Rosa County (County) is seeking the Professional Services of a

Lobbyist with regard to any matters in which the County may need such services before the Florida Legislature, state (and if applicable federal officials and administrative agencies), and the Florida Governor and Cabinet in whichever legal role said entities may be performing.

https://procurement.opengov.com/portal/santarosafl https://procurement.opengov.com/portal/santarosafl

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Proposals to act, as Lobbyist, for the County shall be designed to portray how to complete the range of services available through the firm that may best assist the County. The proposer chosen by the County as its Lobbyist agrees to be available at all times upon reasonable request to meet with the Board of County Commissioners, the

County’s staff, and other consultants in order to perform the responsibilities of Lobbyist.

2. STANDARD RFP INSTRUCTIONS, SUBMITTAL REQUIREMENTS, AND GENERAL

REQUIREMENTS

2.1. PRE-PROPOSAL ACTIVITY

Except as provided in this section, respondents are prohibited from contacting or lobbying the County, County

Administrator, Commissioners, County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be submitted through the Procurement Portal.

All questions or inquiries must be received by 12:00 pm on Monday, October 21, 2024. Any addenda or other modification to the bid documents will be issued through the Procurement Portal, five (5) days prior to the date and time of bid closing.

Such addenda or modification shall be part of the bid documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of all addenda when submitting their bid. No respondent may rely upon any verbal modification or interpretation.

2.2. PREPARATION OF RFP

The respondent shall submit proposals in accordance with the public notice.

Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice may be rejected.

A proposal submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature.

A proposal submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature.

A proposal submitted by an individual shall show the respondent’s name and official address.

A proposal submitted by a joint venture shall be executed by each joint venture in the manner indicated on the bid form. The official address of the joint venture must be shown below the signature.

If the respondent is an out-of-state corporation, the bid shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. A state contractor license # for the

State of Florida shall also be included on the bid form. Respondent shall be licensed in accordance with the requirements of Chapter 489, Florida Statutes.

The proposal shall be based upon the completion of the Work according to the drawings and specifications, together with all addenda thereto.

2.3. SUBMITTAL OF PROPOSAL

Proposals shall be submitted no later than 10:00 am on Friday, November 8, 2024. It is the respondent’s responsibility to assure that its proposal is submitted by the proper time and date through the Procurement Portal.

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2.4. INTEGRITY OF PROPOSAL DOCUMENTS

Respondents shall use the original documents provided by the Santa Rosa County Procurement Office and enter information only in the spaces where a response is requested. Respondents may use an attachment to the documents if sufficient space is not available. Any modifications or alterations to the original documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a bid. Any such modification or alteration that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original bid documents.

2.5. WITHDRAWAL OF SUBMITTALS

Any Respondent may withdraw its Submittal, through the Procurement Portal, at any time prior to the scheduled time for opening Submittals.

2.6. INTERPRETATION

No oral interpretation will be made to any Respondent as to the meaning of the drawings or specifications. Every interpretation made to a Respondent will be in the form of an Addendum to the specifications. Addenda will be furnished to each Respondent, through the Procurement Portal, but it shall be the Respondent’s responsibility to make inquiry as to Addenda issued. All such addenda shall become part of the contract and all Responders shall be bound by such Addenda whether received by the Responders.

2.7. PROPOSALS TO REMAIN SUBJECT TO ACCEPTANCE

All responses will remain subject to acceptance or rejection by Santa Rosa County for sixty (60) calendar days after the day of the response opening. The County may, in its sole discretion, release any response and return the response security prior to the end of this period.

2.8. CONDITIONAL & INCOMPLETE PROPOSALS

Santa Rosa County specifically reserves the right to reject any conditional response.

2.9. ADDITION/DELETION OF ITEM

The County reserves the right to add or delete any item from this response or resulting contract when deemed to be in the County’s best interest.

2.10. SPECIFICATION EXCEPTIONS

Specifications are based on the most current literature available. Respondent shall clearly list any change in the manufacturer’s specifications which conflict with the proposal specifications. Respondent must also explain any deviation from the proposal specification in writing, as a foot note on the applicable bid page and enclose a copy of the manufacturer’s specifications data detailing the changed item(s) with their bid. Failure of the respondent to comply with these provisions will result in respondents being held responsible for all costs required to bring the equipment in compliance with bid specifications.

2.11. FAMILIARITY WITH LAWS

All applicable Federal and State laws, County and municipal ordinances, orders, rules, and regulations of all authorities having jurisdiction over the project shall apply to the bid throughout, and they will be deemed to be included in the contract the same as though they were written in full therein.

2.12. EXAMINATION OF DOCUMENTS AND SITE

Before submitting their proposal, the Respondent shall familiarize themselves with the nature and extent of the work and any local conditions that may in any manner affect the work to be done and the equipment, materials, and labor required. Respondent shall also examine all drawings, specifications, addenda, and other Contract Documents to be

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2.13. RIGHT TO REJECT PROPOSAL

The Owner reserves the right to waive informalities in bids to reject any or all proposals with or without cause and accept the proposal that in its judgment is in the best interest of the County.

2.14. DISQUALIFICATION OF RESPONDENTS

Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal:

• Submission of more than one proposal for the same work from an individual, firm or corporation under the same or different name. Evidence that the respondent has a financial interest in the firm of another respondent for the same work.

• Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work of the County until such participant has been reinstated as a qualified respondent.

• Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded.

• Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. Default under previous contract.

• Listing of the respondent by any Local, State or Federal Government on its barred/suspended vendor list.

2.15. DISCRIMINATION

An entity or affiliate who has been placed on the discriminatory vendor list may not submit a response on a contract to provide goods or services to a public entity, may not submit a response on a contract with a public entity for the construction or repair of a public building or public work, may not submit responses on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

2.16. REVIEW OF PROCUREMENT DOCUMENTS

Per Florida Statute 119.071 (1) 2, sealed bids, proposals, or replies received by the County pursuant to a competitive solicitation are exempt from public disclosure until such time as the County provides notice of an intended decision or until 30 days after opening the responses, proposals, or final replies, whichever is earlier.

2.17. COMPLIANCE WITH FLORIDA STATUTE 119.0701

The Respondent shall comply with all the provisions of section 119.0701, Florida Statutes relating to the public records which requires, among other things, that the Respondent: (a) Keep and maintain public records; (b) Provide the public with access to public records on the same terms and conditions that the public agency would provide the records; (c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law; and (d) Meet all requirements for retaining public records and transfer, at no cost, to the public agency all public records in possession of the respondent upon termination of the contract.

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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,

FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING

TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (850) 983-1857,

susant@santarosa.fl.gov; 6495 CAROLINE STREET, SUITE M, MILTON, FLORIDA 32570.

2.18. SUSPENSION OR TERMINATION FOR CONVENIENCE

The County may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period as the County may determine, or to terminate all or a portion of the Contract for the

County’s convenience. Upon such termination, the Contract Price earned to the date of termination shall be paid to

Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the County orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay, or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

2.19. FAILURE OF PERFORMANCE/DELIVERY

In case of default by the Vendor, the County after due notice (oral or written) may procure the necessary supplies or services from other sources and hold the Vendor responsible for difference in cost incurred. Continuous instances of default shall result in cancellation of the award and removal of the Vendor from the response list for duration of one

(1) year, at the option of the County.

2.20. AUDIT

If requested, respondent shall permit the County or an authorized, independent audit agency to inspect all data and records of respondent relating to its performance and its subcontracts under this bid from the date of the award through three (3) years after the expiration of contract.

2.21. PUBLIC ENTITY CRIME INFORMATION

Pursuant to Florida Statute 287.133, a respondent may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity more than the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.

Note: For respondent’s convenience, this certification form is enclosed and is made a part of the bid package.

2.22. INVESTIGATION OF RESPONDENT

The County may make such investigations, as it deems necessary to determine the stability of the respondent to perform the work and that there is no conflict of interest as it relates to the project. The respondent shall furnish to the Owner any additional information and financial data for this purpose as the County may request.

2.23. FORM OF AGREEMENT

The Contract form shall be provided by the Procurement Office. The successful contractor shall, within 10 days after receipt of the Notice of Award and the contract forms or documents, sign and deliver to the County Procurement

Office all required contract documents. The awarded contractor shall also deliver the policies of insurance or insurance certificate as required. All insurance documents shall be approved by Santa Rosa County Procurement

Office before the successful contractor may proceed with the work.

3. STANDARD INSURANCE REQUIREMENTS

mailto:WANDAP@SANTAROSA.FL.GOV

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Vendor/Contractor agrees to carry and keep in force for the entire term of the contract with Santa Rosa County, and any extensions thereof, the following minimum levels of insurance coverage for any claims that may result from or relate to the services or products provided by Vendor/Contractor.

Workers’ Compensation: The contractor shall provide a workers' compensation insurance policy that meets the statutory requirements of the Florida Workers' Compensation Law. The policy shall also include employer's liability coverage with a minimum limit of $100,000 per accident, $500,000 per policy for occupational disease, and $100,000 per employee for occupational disease. The contractor shall furnish a certificate of insurance as evidence of such coverage before commencing work under this contract.

Commercial General Liability: The business shall maintain a commercial general liability insurance policy with minimum limits of $1,000,000 for each occurrence and $2,000,000 in the aggregate, covering bodily injury and property damage. The policy shall include the following coverages:

a. Premises/operations liability

b. Products/completed operations liability

c. Contractual liability

d. Liability for independent contractors

Business Auto Liability: The Contractor shall maintain a minimum amount of $500,000 for each occurrence of bodily injury and property damage liability. This amount may be provided by a Combined Single Limit policy or a Split limit policy with at least $500,000 per person, $500,000 per accident and $500,000 for property damage.

This policy shall cover the following types of vehicles:

a. Vehicles owned by the Contractor or its employees

b. Vehicles rented or leased by the Contractor for the performance of the contract

c. Vehicles operated by the Contractor or its employees but not owned, rented, or leased by them

Additionally, the Contractor shall obtain a Special endorsement to extend the coverage to any contractual liability arising from the contract.

Before signing any contract or agreement, the contractor must provide certificates of insurance that meet the following criteria:

a. Santa Rosa County must be included as an additional insured on all coverages related to the contractor's work.

b. Santa Rosa County must receive a written notice at least 30 days before any cancellation or change of any insurance policy.

c. The contractor is responsible for ensuring that all subcontractors comply with the same insurance requirements.

d. These are the minimum requirements that may be modified depending on the nature and risk of the work.

If there are any exceptional circumstances, the county administrator or his designee has the authority to adjust these requirements.

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4. SCOPE OF WORK

4.1. State Lobbyist Services for Santa Rosa County Florida

SCOPE OF SERVICES

The Consultant will represent the County before the Governor, Cabinet/Constitutional Officers, Florida State

Legislature, including its committees, state agencies, and other regional governmental entities. The goal of such representation will be to secure legislation and state funding for programs and projects that have been identified by the County as priorities.

Responsibilities:

Responsibilities of the Consultant include, but are not limited to:

• The Consultant will communicate and provide a monthly progress report to the County Administrator or designated staff who will be available to communicate the Board of County Commissioners’ priorities and provide background information/ data to assist the Consultant in advancing the County’s efforts.

• Alert the County at the earliest time of pending appropriations or actions that will impact the County and its funding posture.

• To the highest degree possible, the Consultant will represent the County’s interest in securing state assistance for various funding aspects -- including technical assistance, planning and design, infrastructure, and services -- in all areas within the state’s jurisdiction.

• Assist in establishing meetings with Governor, Cabinet/Constitutional Officers, state legislators, appropriate staff or state and regional agency members to facilitate information exchange or soliciting their aid and advice on matters impacting the County.

• The Consultant shall advocate positions before the State Legislature, its committees, and agencies that are beneficial to the County as well as oppose harmful measures, in particular the following:

o Any State legislation which passes additional cost burdens on the County o Medicaid o Criminal justice o Environmental issues o FRS o Unfunded mandates o Transportation Funding Alternatives o Economic Development Incentives o Transit o Health Insurance o Preemptions that cause loss of revenue

Revisions:

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The County may suggest revisions to this Scope of Service, highlighting or de-emphasizing certain facets or activities, as the County’s priorities emerge, and new information becomes available.

Specific Performance

Perform as a lobbyist for the County, managing the activities in accordance with County direction, and provide the full scope of lobbyist services in representing the County in matters where such representation is needed by

County. The Successful Provider will:

A. Communicate directly with the County Administrator (or designee) to secure sponsors for proposed bills or amendments to State law.

B. Required attendance at State Legislature (including, but not limited to, committee meetings and sessions) where appropriations of importance to the County are being discussed. Request attendance of County Staff

(County Administrator, Assistant County Administrator, the Board of County Commissioners or their designees) to travel to meetings to assist if needed.

C. Attend State agency meetings, when necessary, to monitor rule making proceedings.

D. Provide the County, through the County Administrator (or designee) with a weekly update on issues of importance to the County during sessions including calendars of hearings and meetings discussing County issues and providing the County with an after-session report.

E. Provide the County, through the County Administrator (or designee) with a monthly summary of legislative activities on behalf of the County in non-session months.

F. Travel to the County, as necessary, to meet with the staff and the Board in the development, review, and follow-up of legislative issues (twice per year). Travel other than the two annual required trips will be reimbursed in accordance with §112.061, Florida Statutes (2010). (The County intends to utilize video and phone conference systems as much as possible.)

G. Pursue major funding opportunities and investigate other opportunities. Consultant shall research and provide information to the County on existing and emerging legislation, availability of funding, distribution of funding, techniques to be used by the County to capitalize on opportunities, and examples of successful local government applications.

H. If possible, identify criteria for eligibility, which may include replacing or modifying existing requests.

I. Monitor legislation and forward pertinent information to the County Administrator (or designee) for distribution to appropriate staff on a weekly basis.

J. Explore rollover funding in all programs through the end of the current fiscal year. Even in cases where there are no funds identified or obligated for a particular project or program, the Consultant may recommend submitting a project for review and following the project through the appropriations process to identify potential funding.

K. Demonstrate a keen understanding of County priorities, policy objectives, project merits and supporting data.

L. Research and gather socioeconomic and other information to support the County’s issues, to heighten the state government’s awareness that the County has significant and demonstrated needs.

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M. The Consultant’s goal shall be to secure funding for priority projects identified by the County, with the support and assistance of County staff and the Board of County Commissioners, and facilitated by

Consultant’s vital connections with appropriate state agencies, elected officials and staff.

5. VENDOR QUESTIONNAIRE

5.1. Proposal Format and Content

The County discourages overly lengthy and costly responses; however, in order for the County to evaluate qualifications fairly and completely, submitters should follow the format set out herein and provide all of the information requested.

Responses shall include the complete name and address of their firm and the name, mailing address, and telephone number of the person the County should contact regarding the submittal of qualifications.

5.1.1. Qualifications*

The firm selected will be an established, experienced organization with a strong history of representing large

County governments to the Governor, Cabinet/Constitutional Officers, and the State Legislature and state agencies to secure funding and influence the enactment of beneficial appropriations on the behalf of its clients. The firm selected, however, may not currently represent entities that may compete with this County for funding and grant seeking or legislative initiatives, nor may the firm selected engage in representing those competing entities during the duration of the resulting contract.

Provide a statement of the firm’s qualifications. Explain how the firm is organized and how its resources will be utilized on the County's behalf. Include, as a minimum:

A. Staff - Names, resumes, professional credentials, experience, and a list of local, state and federal elected officials with which those who will actually perform the services for this account have direct access relative to this solicitation. This information shall also be submitted for any sub-consultants.

B. Firm - Include a summary of work and professional experience relative to the Scope of Services and documented relative experience.

C. List of all current Florida Public Entity clients and contract amounts. Include entity's contact person, telephone number and e-mail address.

D. The firm's local availability and degree of accessibility to Milton, Florida.

E. Permission to contact represented entities to discuss firm's performance.

F. Any other qualifications and experience which you consider to be significant, innovative, or otherwise relevant to the County's consideration of the firm in regard to this solicitation, including activities and positions held in state and national professional organizations.

*Response required

5.1.2. Experience with Other Governmental Entities*

Provide specific examples of successes with Governor, Cabinet/ Constitutional Officers, Legislature, state agencies and other regional governmental entities to include but not limited to the following: attracting and highlighting new funding sources, special projects and identifying opportunities to increase client's exposure

*Response required

5.1.3. Technical Approach*

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A. Provide a brief description of the firm’s approach to its lobbying process.

B. Select one of the following two examples of representative tasks the County may ask the lobbyist to accomplish in the state and within the appropriate agency on its behalf. For the example selected, describe in detail the specific actions the firm would take to accomplish the objective, including all actions up to enactment of legislation. This shall include the persons the lobbyist would contact, meetings to be attended, and all other actions the lobbyist would take.

Example 1: How your firm can work to compete for project funding or secure appropriations for the following types of County projects:

• Infrastructure

• Highways

• Environmental

• FEMA related

Example 2: Identify the process and tools you will use to monitor critical issues and how you communicate with your client and implement a strategy to be aggressive for each and all issues, projects and requests.

*Response required

5.1.4. Sworn Statement Public Entity Crimes*

Please download the below documents, complete, and upload.

• Sworn_Statement_Public_Enti...

*Response required

5.1.5. Scrutinized Contractors Certificate*

Please download the below documents, complete, and upload.

• Scrutinized_contractors_cer...

*Response required

5.1.6. Debarment Form*

Please download the below documents, complete, and upload.

• Debarment_Form.pdf

*Response required

5.1.7. Conflict of Interest Form*

Please download the below documents, complete, and upload.

• Conflict_of_Interest.pdf

*Response required

5.1.8. Non-Collusion*

Respondent confirms that it has entered into no agreement to commit a fraudulent, deceitful, unlawful, or wrongful act, or any act which may result in an unfair advantage over other respondents. See Florida Statute

838.22.

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13 | P a g e

☐ Please confirm

*Response required

5.1.9. Please provide proof of registration with State of Florida Division of Corporations* *Response required

5.1.10. Please provide copy of current insurance declaration page. * *Response required

5.1.11. Please confirm that you have read and understand the information contained herein. * ☐ Please confirm

*Response required

6. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications Points Based 42 (41.2% of Total)

2. Experience Points Based 30 (29.4% of Total)

3. Technical Approach Points Based 30 (29.4% of Total)

7. Evaluation Process Instructions

7.1. EVALUATION PROCESS

Santa Rosa County reserves the right to waive any informalities or reject any and all Responses, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this Response and to accept the Response that in its judgment will best serve the interest of the County. The County reserves the right to award the bid to the respondent submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of the County, and to reject any and all bids or to waive any irregularity or technicality in bids received. Santa Rosa County shall be the sole judge of the bid and the resulting negotiated agreement that is in its best interest and its decision shall be final.

7.2. STAFF EVALUATION AND BOARD PRESENTATIONS

Staff will evaluate the submissions based on the identified criteria and provide the scoring information to the Board for consideration. Formal presentations will be scheduled for the Board of County Commissioners.

Santa Rosa County reserves its right to reject any or all Responses, including without limitation nonconforming, nonresponsive, unbalanced, or conditional Bids. The County further reserves the right to reject the Response of any

Responder whom it finds after reasonable inquiry and evaluation to not be responsible. In evaluating Responses, the County may consider the qualifications of Responders and may consider the qualifications and experience of

Subcontractors, Suppliers, and other individuals or entities proposed for those portions of the Work for which the identity of Subcontractors, Suppliers, and other individuals or entities must be submitted with the Response.