REQUEST FOR PROPOSALS (RFP) RFP 26-27-01 FEDERAL LOBBYIST SERVICES

Description: SCOPE OF WORK: PURPOSE: The City of Hallandale Beach invites all interested, qualified Firms (Consultant) to submit a proposal to provide professional consulting services for representing the City of Hallandale Beach in legislative matters at the federal level for Projects identified by the City Commission. The City expects that interested individuals and firms will make every effort to assemble a team with the requisite expertise and qualifications capable of providing the solicited services. The services include representing and advocating for the City's position on issues considered by Congress, Federal Administrative Agencies, and their committees. The City reserves the right to select one or more Firm(s) based upon a Firm's expertise to award the contract for the service. SCOPE OF WORK: The City's Federal Lobbyist will work with the City Manager and/or designee to identify and represent legislative and funding priorities for the City. As directed by City Manager, and/or designee, the Federal Lobbyist will serve as a consistent and effective primary point of contact between the City and Federal officials and legislators. The City requires Federal Lobbyist services with an emphasis on producing measurable results in achieving federal funding and/or legislative and executive action favorable or protective to the City. The City seeks a well-informed lobbyist, capable of providing timely and frequent information to the City on these and other priorities and other issues and decisions at the federal level that may affect the City. The successful Consultant will have a strong background in issues of importance to the City and will be able to demonstrate unique relationships with members of Congress representing the City. The Consultant shall agree to be available at all times upon reasonable request to meet with the City Commission, City staff, and others as specified, to perform the responsibilities assigned. To attend meetings, represent the interests of the City, and act as liaison between the City and all branches, departments, and agencies of the Federal Government, at any legislative committee meeting or meetings with Congress, or Cabinet members, or federal agencies on matters under the scope of this Request for Proposal (RFP). It is expected that the successful Consultant will review and understand the Agendas of the House and Senate leaders in order to assist the City to strategically seek monetary funds and policy change. The City separately retains grant consulting services for the identification, preparation and submission of competitive grant applications. The Federal Lobbyist is expected to work in close coordination with assigned staff and consultants so that the City's federal legislative program, congressionally directed funding requests, and competitive grant applications are aligned and mutually reinforcing. Although legal opinions are not required as a part of the Consultant(s) responsibilities, the City will expect the Consultant to understand applicable laws and proposals under consideration by the administrative agencies or the Legislators or their committees, and the Consultant shall be expected to have the ability to interpret legal implications and advise the City accordingly. The Consultant is also expected to monitor proposals and activities in meetings regarding federal administrative and agency hearings. This would include a review of the agendas and providing notification to the City as pertinent issues arise. The Consultant would also be expected to report on the outcome of such meetings within two (2) business days, identifying outcomes, commitments, and next steps. Consultant should be prepared to lobby committee members prior to and during these meetings, to accomplish the City's desired position. SERVICES REQUIRED BUT NOT LIMITED TO: Consultation 1. Identify federal grant and discretionary funding opportunities on a continuing basis and assist designated City staff with agency meetings letters of support from the City's U.S. Senators and U.S. Representative(s), or other recommendations to enhance the efforts in the competitive proposal process. 2. Upon identification of federal grant opportunities and congressionally directed funding opportunities (Community Project Funding request in the U.S. House of Representatives and Congressionally Directed Spending requests in the U.S. Senate), the Consultant shall advocate for the City with the appropriate Congressional offices and federal agency representatives. The Consultant shall coordinate the preparation and submission of the City's Congressionally directed funding requests, including application strategy, required requests forms, review of project justifications and supporting documentation; and shall track each request through the appropriation process. For competitive grant applications, the Consultant shall support the City's grant writing consultant(s) and assigned staff with federal agency engagement, letters of support from members of the United States Congress, and Congressional delegation advocacy, and upon request, review and comment on application content within the Consultant's area of expertise. The Consultant is not responsible for preparing competitive grant applications. 3. Review on a continuing basis all existing and proposed federal policies, programs and legislation, identifying those issues that may affect the City or its citizens and regularly informing the City as to the above. 4. Review the legislative and federal agency policy statements adopted by the National League of Cities, the U.S. Conference of Mayors and other local government lobbying groups for the purpose of identifying issues which may either positively or negatively affect the City. 5. Monitor and track City issues of interest litigation, administrative hearings and proceedings, rule challenges, and representation of the City specifically in a regulatory context. 6. Assist the Mayor, City Commissioners and City staff in the coordination and development of the City's federal legislative programs. 7. Coordinate with designated City staff to develop the City's federal legislative program. 8. Coordinate with designated City staff to identify, prioritize and pursue federal funding. The Consultant shall meet (in person or virtually) with the City's designated staff as needed and no less than quarterly, participate in joint strategy sessions on the City's federal funding priorities, share intelligence on agency funding plans and notices of funding opportunities, and coordinate the timing and messaging of Congressionally directed funding requests, letters of support from members of the United States Congress, and competitive grant applications for a consistent set of priorities to the Congressional delegation and federal agencies. 9. Upon request, coordinate, and attend, appointments and meetings between the Mayor, designated representatives of the City, or other City staff and appropriate federal officials and/or members of Congress. Advocacy 1. Attend Congressional sessions, committee hearings and meetings; attending agency hearings and meetings; providing high-level consultation for and assisting with the identification of federal grant opportunities; and providing appropriate status reports on all issues activities. 2. Participate in national organization lobbying efforts and campaigns when priority concerns of the City are at stake. 3. Maximize relationships with the Florida Congressional Delegation, federal agency departments, other key members of Congress, Committee Chairs and professional Committee staff. 4. Facilitate briefings and lobbying/advocacy strategies for the City's concerns with the Florida Congressional Delegation (vote counts, delegation letters in support of the City's grants and projects, and orchestrated congressional calls to executive agencies in support of grants). 5. Maximize the City's membership in Washington-based interest groups and associations, such as the National League of Cities, so the City priorities and positions are clearly understood, reinforced, and advanced within national organization agendas. 6. Develop and evaluate strategy for the support, defeat, or amendment of pending federal legislation or agency policy initiatives. Advocate to protect existing City funding and municipal authority. Monitor proposed funding reductions, rescissions, eligibility changes, and unfunded mandates. 7. Appear and testify before legislative committees and federal agencies, as required, in order to promote and seek passage of legislation or agency policies affecting in accordance with the City's federal program(s). COMMUNICATIONS AND REPORTING: Congress is in Session 8. The individual or Firm will be responsible for providing a calendar of issues and events at the beginning of every week to the City Manager or designee while Congress is in session, including the appropriations and committee process. The individual or Firm will also be responsible for conducting conference calls to update City staff on contacts and advocacy efforts and to develop appropriate strategies as needed. At least two planning visits to the City shall be provided annually, scheduled to precede relevant legislative and funding deadlines for the annual Community Project Funding and Congressionally directed spending requests, as directed by the City Manager or designee to assist the City to develop and describe a proposed list of priorities and legislative and funding strategies. 9. Notify the Mayor, City Manager or designee, and elected officials and other City staff as directed of material developments and time-sensitive deadlines within (1) business day of discovery, or sooner when necessary to preserve the City's opportunity to act. Identify the City-specific impact, recommended action, responsible party, and decision deadline. 10. Acknowledge routine City requests within one (1) business day and provide an agreed completion date. Respond to urgent requests within the timeframe reasonably necessary to meet the applicable deadline. Designate a lead representative and backup to maintain responsiveness and continuity. 11. Provide conference calls with the Mayor, elected officials, City Manager, department directors or another designated City employee, as scheduled. 12. Provide weekly written reports on the status of legislation and federal agency policy issues of concern to designated City staff. Such reports shall be in memo format and include personal briefings and information bulletins pertinent to any legislation, rules, regulations, and federal policies or programs that affect the City and its citizens, either directly or indirectly. 13. Provide a monthly memo style written activity report by the fifth business day of the following month detailing actions taken, progress against the approved work plan, policy outcomes, unresolved barriers, and anticipated actions. 14. Provide a detailed final report on specific legislation or policies affecting the City. The report shall be provided within a reasonable time period, not to exceed 30 days, after the closing of each annual session of Congress. 15. Provide an annual performance report within sixty (60) days after the end of each contract year assessing results against the approved work plan and recommending priorities and improvements for the following year. Performance shall be assessed using documented services, progress, and outcomes on the following: the City's federal legislative priorities, congressionally directed funding requests, grant applications supported, and recommended priorities for the coming year. Congress is out of Session 1. Provide monthly memo-style written briefings on a schedule determined in consultation with City officials. 2. Provide regular legislative reports on all federal programs and legislation of most concern to the City, including specific impact analysis. 3. Provide targeted information on federal policy and regulatory actions of the federal government, which may directly affect the City, including potential plans on the Administration and executive agencies for new grant competitions or programs. LOGISTICAL SUPPORT Provide the City, the Mayor, City Manager, elected officials and designated staff with logistical support in Washington, D.C. or at national organization sessions involving critical federal-local issues. Such support will include: coordinating and scheduling strategic appointments or negotiation sessions; and prepare briefing materials and meeting agendas in advance and provide written outcomes and follow-up actions within two (2) business days after substantive meetings. FEDERAL REGISTRATION The awarded Firm(s) must comply with all applicable Lobbying Disclosure Act of 1995 requirements by the applicable statutory deadlines, including registration with the Secretary of the Senate and Clerk of the House of Representatives when required. The Consultant must maintain compliance throughout the contract term. EXHIBITS FOR THIS RFP This RFP contains the following which must be reviewed by proposing bidders: • Any addenda released PERMITS/LICENSES Pursuant to Florida Statute Section 218.80, the City hereby discloses that the following licenses, permit and fees and their costs are issued by the City for construction. Licenses, permits and fees applicable to this Project are within the Fee Booklet, and must be obtained and/or paid by the awarded Bidder. The successful Bidder is responsible to identify and obtain all applicable licenses, permit and pay all such related fees. The costs of all licenses permits and their respective fees applicable to this Project are to be secured and paid for by the awarded Bidder. TERM OF CONTRACT: The contract term shall be for five (5) years, commencing upon award by the City Commission. Contract may be cancelled by the City within thirty (30) days with a written notice by the City of Hallandale Beach. The Consultant shall not assign, transfer or sub-contract any work either in whole or in part, without prior written approval of the City. The submittal responses shall be valid until City Commission awards a contract as a result of this RFP. City reserves the right, where it may serve the City of Hallandale Beach's best interest, to request additional information or clarification from Proposers. Notwithstanding anything to the contrary contained herein, the City of Hallandale Beach reserves the right to waive formalities in any proposal and further reserves the right to take any other action that may be necessary in the best interest of the City. The City further reserves the right to reject any or all proposals, with or without cause, to waive technical errors and informalities or to accept the proposal which in its judgment, best serves the City of Hallandale Beach. MINIMUM QUALIFICATION REQUIREMENTS (MQRs): 1. This RFP contains Minimum Qualification Requirements (MQRs) which the Firm must meet for the Firm to be considered responsive. 2. If multiple firms submit under one proposal, all firms must provide and meet all MQRs. 3. Please read the MQRs to ensure the Firm meets these requirements prior to submitting a response to this RFP. 4. All Minimum Qualification Requirements (MQRs) must be submitted with Firm's response. 5. Firm(s) that do not comply with MQRs will be determined non-responsive and disqualified from the evaluation process and their Proposal will not be evaluated. 6. Firm awarded the Contract will be required to maintain Minimum Qualification Requirements during the term of the Contract and any Contract extensions. MINIMUM QUALIFICATION REQUIREMENT # 1: SUNBIZ a. Proposer must be incorporated through Sunbiz with a status of "Active". MINIMUM QUALIFICATION REQUIREMENT # 2: FIRM'S PREVIOUS EXPERIENCE Proposer must include the completed affirmation with their submittal. MINIMUM QUALIFICATION REQUIREMENT #3: FEDERAL LOBBYING EXPERIENCE a. Proposer must have a minimum of five (5) years of experience, within the last seven (7) years, representing Florida local governments (municipalities, counties, or special districts) before the United States Congress and federal agencies. b. Complete chart below to meet minimum of five (5) years of experience. c. This MQR may be satisfied with one single project and/or multiple projects. INSTRUCTIONS FOR SUBMITTAL OF RESPONSES: A. Bidders shall submit all bid documents electronically through DemandStar/Euna OpenBids (electronic submittal). An instructional guide on how to submit documents is included with this solicitation. B. The City will maintain documentation on the City's solicitation notifications page for general public information and posting requirements. C. For instructions on how to submit a response through DemandStar/Euna OpenBids an instructional document is available. LATE PROPOSALS AFTER 11:00 AM WILL NOT BE ACCEPTED.