HomeMy WebLinkAboutSigned RFP SEPTEMBER 19, 2016
REQUEST FOR PROPOSALS
LEGISLATIVE LOBBYIST SERVICES
CHRIS KUKULSKI, CITY MANAGER
BOZEMAN, MONTANA
TABLE OF CONTENTS
1. Purpose.............................................................................................................................................2
2. Background.......................................................................................................................................2
2.1. Description of Organization......................................................................................................2
2.2. Statement of Needs..................................................................................................................3
3. Specifications for Strategic Planning Facilitation..............................................................................3
3.1. Scope of Work...........................................................................................................................3
4. Proposal Preparation and Submission Instructions..........................................................................5
4.1. Proposal content.......................................................................................................................5
4.2. Delivery of Proposals................................................................................................................5
4.3. RFP Availability..........................................................................................................................6
4.4. Non-Discrimination Policy.........................................................................................................6
5. Evaluation and Award Criteria..........................................................................................................6
5.1. Review of Proposals..................................................................................................................6
5.2. Award of Professional Service Agreement ...............................................................................7
5.3. Project Timeline........................................................................................................................7
6. Attachments......................................................................................................................................7
Attachment A: Non-Discrimination Affirmation Form..........................................................................7
Attachment B:Sample Professional Services Agreement....................................................................7
�� 2015 Legislative Lobbyist Services RFP
1. PURPOSE
The purpose of this Request for Proposals(RFP) is to seek proposals regarding Legislative Lobbyist
Services for the Montana 65th Legislature 2017 Session,for the City of Bozeman.The City is interested in
soliciting information and pricing in order to establish a contract through competitive negotiation to
obtain a product of effort and expertise that can meet the needs of the City of Bozeman.
2. BACKGROUND
2.1. DESCRIPTION OF ORGANIZATION
The City of Bozeman ("COB") is a dynamic, innovative,and growing community. In fact, between 2000
and 2015 Bozeman grew by over 40%,to a population of approximately 40,000 residents. Bozeman is
also home to Montana State University,the state's largest and fastest growing university with over
15,000 students and$100M in annual research expenditures. Bozeman is the business and services hub
for a four county area,and is quickly becoming a national player.The Bozeman Yellowstone
International Airport has recently become the busiest airport in Montana for passenger service,and a
number of globally-recognized employers call Bozeman home, including Gibson Guitars,Simms Fishing
Equipment, and Oracle,to name a few.
According to Policom, Bozeman's economy has ranked among the top ten of 536 micro-politan
economies in the US for nine of the past ten years. This is a result of our diverse economy which
includes high-tech, manufacturing, photonics and optics,the outdoor industry, bioscience and
pharmaceuticals, and healthcare. Bozeman has a highly educated and extremely entrepreneurial
population; 54%of Bozeman residents earned a bachelor's degree or higher level of education and
Bozeman is host to more start-up companies per capita than anywhere else in the nation.
Integrity,leadership,service,and teamwork are the core values of our organization and provide a
framework for our employees,community volunteers, and citizens. Our professional staff is made up of
educated, licensed, and experienced accountants, attorneys, engineers, police officers,firefighters,
parks and recreation professionals,public works professionals and planners working to maintain
Bozeman's vision as the"Most Livable Place." In addition to the vision and core values,the City's
mission, "To enhance the quality of life through excellence in public service,"gives guidance to the staff
as they fulfill their commitment of providing sound professional advice to our elected officials and assist
them in their daily approach to servicing our vibrant community.
The City of Bozeman was settled in 1863 and incorporated in 1883.The City operates under a citizen-
approved charter which provides flexibility not available to all local governments in Montana. The City
of Bozeman is a Commission/Manager form of government, as established by ordinance in 1922,with
an elected Municipal Judge.These three entities form the legislative, executive,and judicial branches of
government.
As our community continues to grow,our leadership team is implementing the organization's vision of
developing Bozeman as a world-class community where students,families, and entrepreneurs choose to
live and realize their personal and professional aspirations,whatever our size.
2015 Legislative Lobbyist Services RFP
2.2. STATEMENT OF NEEDS
The City of Bozeman is seeking proposals from consultants qualified to provide professional consulting
services to represent the City of Bozeman's interests during the 2017 Montana State Legislature. The
selected lobbyist is expected to work with the City Manager and City Commission to set a clear and
realistic legislative agenda for the 2017 session. The City is an active member of the Montana League of
Cities and Towns(MLCT) board of directors as well as a voting member of the newly created
Infrastructure Coalition. Based on the two meetings the city has held with legislative candidates and
local elected officials throughout Gallatin County in 2016, 1 expect the City's focus to be specifically on
expanding our citizen's ability to exert local voter control, a strong desire to lower property taxes and
increase our investments into local infrastructure.
The successful Proposer will provide lobbying services in the interest of the City of Bozeman.The City
prefers Proposer(s) maintain an active presence in Helena, Montana,and that the Proposer(s) have a
working knowledge of the City of Bozeman issues.Additionally,the successful Proposer(s)should have
knowledge of the MLCT legislative agenda.
3. SPECIFICATIONS FOR STRATEGIC PLANNING FACILITATION
3.1. SCOPE OF WORK
The preliminary scope of work involved for this project is outlined below.Additional tasks and work
elements may be added during contract negotiations. It is also possible that tasks or elements could be
deleted through negotiation. In its proposal,the consultant may recommend addition/deletion of tasks
or modification of tasks in describing its particular understanding and approach for the project.
Proposals must also clearly identify any elements of the proposed scope of work that would not be
provided by the prime consultant.
The lobbying work must include the following elements:
Task 1—Represent and Advocate
The consultant will utilize the best available information and materials to represent and advocate for the
interests of the City. The primary point of contact will be City Manager, Chris Kukulski.
Task 2—Identify Legislative Priorities and Confirm the City of Bozeman's Policy Positions
The consultant will work with the City Manager and elected officials to identify 2017 legislative
priorities.The consultant will participate in up to three (3) pre-session meetings prior to Montana's 65tn
legislative session between October 15, 2016 and January 2,2017.
Task 3—Track Legislation
The consultant will review and monitor legislation and so advise the City of Bozeman.The consultant will
identify,track,and monitor legislative activities and provide regular weekly reports to the City of
Bozeman and extemporaneous intelligence as needed.
Task 4—Monitor Legislative Committee Meetings and Hearings
2015 Legislative Lobbyist Services RFP
The consultant will monitor legislative committee meetings and hearings of interest to the City of
Bozeman and provide immediate updates to the City of Bozeman's designated representative(s).
Task 5—Draft Public Testimony,Support Letters,Talking Points, and White Papers
The consultant will utilize best available information to draft public testimony and other written
materials for presentation by the consultant or others on behalf of the City of Bozeman.
Task 6—Advise and Counsel
The consultant will utilize best available information to advise and counsel the City of Bozeman with
respect to committee actions,regulatory changes,the political environment, and industry trends in
Montana.
Task 7—Understand and Communicate the City of Bozeman's Positions
The consultant will coordinate with the City of Bozeman to understand the City's position with respect
to legislative and regulatory issues and communicate the position to legislators, legislative committees,
state agencies, regulators,and other parties.
Task 8—Develop and Enhance Relationships
The consultant will enhance relationships between the City of Bozeman and the State of Montana,state
agencies,and other municipalities through the consultant's personal and professional networks.The
consultant will monitor key staff changes and report such changes to the City of Bozeman.
Task 9—Schedule Meetings and Appointments
Within 48 hours of receiving a scheduling request from the City of Bozeman,the consultant will make a
good faith effort to schedule meetings and appointments with appropriate parties to discuss issues of
interest to the City.
Task 10-Assist in Acclimating the City of Bozeman to Montana's Legislative Environment
The consultant will introduce the City of Bozeman representatives to key elected officials and familiarize
the City with Montana's political environment and the state legislative process. The consultant will
provide helpful background information and briefing materials upon request.The consultant will be
readily available to accompany City of Bozeman representatives to and around the Montana State
Capitol, introduce City representatives to Committee Members prior to legislative hearings, and if
necessary,the consultant will also be available to escort City representatives to state agency meetings
and other destinations.
Task 11-Summarize Legislation of Interest to the City of Bozeman and Offer Strategic Counsel
The consultant will prepare summaries of legislation affecting the City of Bozeman's interests and help
the City develop strategic approaches for accomplishing legislative priorities.
Task 12-Provide Legislative Analyses
2015 Legislative Lobbyist Services RFP
The consultant will provide the City of Bozeman with a mid-session report and a post-session analysis of
the 65th Session of the Montana State Legislature.
Task 13—Register as a Lobbyist
Register as a lobbyist with Commissioner of Political Practices Office.Timely file any and all lobbyist
reporting forms associated with representing the City of Bozeman.
Task 14-Perform Ad Hoc Duties
The consultant will be available to provide ad hoc duties as requested by the City of Bozeman within the
scope of this contract.
4. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS
4.1.PROPOSAL CONTENT
Proposals shall, at a minimum, include the following items:
• A cover letter providing a brief description of the firm or individual, name, address of consultant,
telephone number, email, and fax of principal contact person.
• Executive summary of the highlights of the proposal,which should not exceed one page in
length, but convey the consultant's understanding of the purpose and expected outcomes of the
project.
• A narrative describing the consultant's particular understanding and approach for the project.
Specific challenges should be identified along with the unique solutions proposed to complete
project tasks and achieve project goals.
• A schedule of costs for providing lobbying services, including supplies, number of onsite visits
and cost per trip, conference calls, data gathering and analysis,and other associated costs.
• Qualifications of key individuals assigned to the project,their availability during the relevant
time periods, and their recent experience on similar projects.
• References for whom key individuals of the consultant have performed similar work within the
last five years,and two examples of work produced under similar contracts including lobbying
activity with local governments.
• A completed and signed Non-Discrimination Affirmation Form (see Attachment A).
4.2. DELIVERY OF PROPOSALS
Electronic searchable PDF files must be submitted no later than 12:00 pm noon Friday September 30,
2016 to the City Clerk at agenda@bozeman.net. Proposals shall be presented in a neat and orderly
fashion. Proposals shall not exceed fifteen(15) pages in length,excepting resumes and examples of
prior projects.The proposal and these documents shall be combined into 1 single PDF. Please also
provide one additional PDF containing the cost information,for two PDF files total.Separate links and
attachments will not be reviewed. For questions related to submittal please contact the City Clerk's
Office at (406) 582-2320 or stop by during regular business hours.
2015 Legislative Lobbyist Services RFP "` i
Responses received after 12:00 pm noon Friday September 30, 2016 will not be considered.This
Request for Proposals will be published in the Bozeman Daily Chronicle on the following dates:
Sunday, September 18, 2016
4.3.RFP AVAILABILITY
This RFP will be posted on the City of Bozeman's website:www.bozeman.net
In addition,the RFP may be distributed to individual consultants.
Questions related to content should be submitted to:
Chris Kukulski,City Manager
City of Bozeman
PO Box 1230
Bozeman, MT 59771
(406) 582-2306
ckukulski@bozeman.net
4.4.NON-DISCRIMINATION POLICY
Any submitting entity under this invitation for proposal must sign and return the required affirmation
stating that they will not discriminate on the basis of race, color, religion, creed,sex,age, marital status,
national origin,or because of actual or perceived sexual orientation,gender identify,or disability in the
exercise of contract should it be awarded to that entity. Each entity submitting under this notice shall
also recognize in writing the eventual contract will contain a provision prohibiting discrimination as
described above and this prohibition on discrimination shall apply to the hiring and treatment of the
Contractor's employees and to all subcontracts.
5. EVALUATION AND AWARD CRITERIA
5.1. REVIEW OF PROPOSALS
A consultant selection committee consisting of elected officials and key COB staff will choose, in its
opinion,the most qualified consultant to provide services required for the project. The highest ranking
Proposer(s) may be asked to make formal presentations to the selection committee and administration.
Proposals will be evaluated on the following criteria.
• The consultant's specific project approach and understanding; 25%
• Qualifications of professional personnel to be assigned to the project;25%
• Related experience on similar projects; 20%
• The consultant's familiarity and understanding of Bozeman; 10%
• Location of the consultant in relation to project; 10%
• Present and project workloads; 10%
2015 Legislative Lobbyist Services RFP
A determination of finalists to be interviewed will be made by the selection committee based on an
evaluation of written proposals received.Award will be made following contract negotiations to the
most qualified consultant at a price which the City of Bozeman determines to be fair and reasonable
taking into account the estimated value of services to be rendered, as well as the scope, complexity,and
professional nature thereof.
If the City of Bozeman is unable to negotiate a satisfactory contract with the consultant initially selected
at a price the City determines to be fair and reasonable, negotiations with that consultant will be
formally terminated and the City of Bozeman will select another consultant and continue until an
agreement is reached or the process is terminated.
5.2. AWARD OF PROFESSIONAL SERVICE AGREEMENT
5.3. PROJECTTIMELINE
It is anticipated that the project can begin in October 2016,and be fully completed by the end of May
2017.
6. ATTACHMENTS
ATTACHMENT A: NON-DISCRIMINATION AFFIRMATION FORM
CL41—'e)w/ 1-- e nzp [name of entity proposing] hereby affirms it will not
discriminate on the basis of race, color, religion,creed,sex,age, marital status, national origin,or
because of actual or perceived sexual orientation,gender identity, or disability in the performance of
work performed for the City of Bozeman, if a contract is awarded to it,and also recognizes the eventual
contract, if awarded,will contain a provision prohibiting discrimination as described above and that this
prohibit' n shall apply the hiri nd tre tment of the
✓'o�,c�' e ALL [name of entity proposing] employees and to all
subcontracts it enters in o in tghq performanc the reement with the City of Bozeman.
Signature of Proposer:
Person authorized to sign on behalf 2M
roposer
ATTACHMENT B: SAMPLE PROFESSIONAL SERVICES AGREEMENT
See attached.
2015 Legislative Lobbyist Services RFP {