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HomeMy WebLinkAbout20- RFQ - Lobbying Services for 2021 Legislative SessionPage 1 of 12 REQUEST FOR QUALIFICATIONS (RFQ) LOBBYING SERVICES FOR 2021 LEGISLATIVE SESSION CITY OF BOZEMAN Bozeman, MT City of Bozeman PO Box 1230 Bozeman, MT 59771-1230 July 2020 NOTICE IS HEREBY given that the City of Bozeman (City) is seeking qualifications from firms to represent and lobby on behalf of the City of Bozeman and its interests before the Montana Legislature during its 2021 legislative session. Copies of the Request for Qualifications are available on the City’s website at http://weblink.bozeman.net/WebLink8/0/doc/216866/Electronic.aspx. All proposals must be provided as a single, searchable PDF document file and be submitted digitally as an email attachment to the RFQ Recipient email address below. Respondents are advised that Recipient’s email attachment size limit is 25MB and that only one PDF file will be allowed per response. The subject line of the transmittal email shall clearly identify the RFQ title, company name and due date/time. File sizes greater than 25MB in size may be uploaded to bzncloud.bozeman.net upon special arrangement of the Recipient; however, it is the respondent’s sole responsibility to ensure the file upload is completed, and that the Recipient is separately notified via email of completed file upload prior to the given deadline. The deadline to submit the RFQ response is Monday, August 17, 2020 at 5:00 PM Mountain Time. It is the sole responsibility of the responding individual to ensure their email transmittal is digitally timestamped as being sent to the Recipient’s email address prior to the prescribed closing time as late submittals will not be accepted. RFQ Recipient Email Address: mmaas@bozeman.net NON-DISCRIMINATION AND EQUAL PAY The City of Bozeman is an Equal Opportunity Employer. Discrimination in the performance of any agreement awarded under this RFQ on the basis of race, color, religion, creed, sex, age, marital status, national origin, or actual or perceived sexual orientation, gender identity or disability is prohibited. This prohibition shall apply to the hiring and treatment of the awarded entity’s employees and to all subcontracts. In addition, on May 18, 2020, the Bozeman City Commission adopted Resolution 5169, which established policies regarding gender pay equity and requiring certain provisions be included in contracts and agreements. Such requirements apply to work to be performed under this RFQ. As such, each entity submitting under this notice shall include a provision wherein the submitting entity, or entities, affirms in writing it will not (i) 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; and (ii) affirms compliance with the requirements of Resolution 5169. The affirmation statement contains a statement wherein the submitting entity must recognize the eventual contract will contain a provision prohibiting discrimination as described above, require compliance with Resolution 5169, and that this prohibition on discrimination and gender pay equity provisions shall apply to the hiring and treatment of the submitting entity’s employees and to all subcontracts. Failure to comply with the above may be cause for the City to deem a submittal non-responsive. Any administrative questions regarding submittal procedures should be directed to: Mike Maas, City Clerk (406) 582-2321, agenda@bozeman.net. Questions relating to the RFQ should be directed to: Mike Veselik, Economic Development Specialist, (406) 582-2919, mveselik@bozeman.net DATED at Bozeman, Montana, this 23rd day of July, 2020. Mike Maas City Clerk City of Bozeman For publication on: Sunday, July 26, 2020 Sunday, August 2, 2020 Sunday, August 9, 2020 I. INTRODUCTION The City of Bozeman (City), seeks statements of qualifications from firms or individuals to undertake representation of the City of Bozeman and to conduct lobbying services on behalf of the City before the Montana Legislature during its 2021 legislative session. The City intends to enter into a professional services agreement with the selected firm or individual that will include approximately six months working with the City to identify and set legislative priorities, and to advocate and lobby on behalf of the City of Bozeman before the Legislature. The City reserves the option to extend any professional services agreement to cover the 2023 legislative session. This RFQ shall not commit the City to enter into an agreement, to pay any expenses incurred in preparation of any response to this request, or to procure or contract for services. The City reserves the right to accept or reject all responses received as a result of this RFQ if it is in the City’s best interest to do so. This procurement is governed by the laws of the State of Montana. By offering to perform services under this RFQ, all respondents agree to be bound by the laws of the State of Montana and of the City, including, but not limited to, applicable wage rates, payments, gross receipts taxes, building codes, equal opportunity employment practices, safety, non-discrimination, etc. II. SCOPE OF PROJECT - PROJECT BACKGROUND AND DESCRIPTION Introduction The City seeks a professional lobbyist who demonstrated effective experience working with the Montana Legislature and whose other clients will not pose a conflict of interest with the priorities of the City of Bozeman. III. SCOPE OF SERVICES The successful respondent will be retained to represent and lobby on behalf of the City of Bozeman on matters before the Montana Legislature. In the past, key interests for the city have included issues such as tax increment financing, urban renewal, sustainability and renewable energy, broadband infrastructure, general revenue, human resource and pension issues, municipal water and wastewater permitting, local option sales tax, legislative redistricting, land use, and other matters affecting the City. The successful respondent must, prior to entering into a professional services agreement with the City, disclose to the Bozeman City Manager any potential conflicts of interests on key issues before the Legislature including in those key areas listed above. The City is interested in hearing detailed proposals from respondents that describe an effective lobbying strategy and related services. The proposals should consider outlining: • The methods to assist the City in establishing and maintaining effective working relationships with local legislators, chairs and vice chairs of relevant committees, party leadership in both chambers, and the Governor’s office. • The methods and frequency for reporting to the Bozeman City Manager and other City staff and officials o Key dates for reports may include, but are not limited to, introduction deadlines, committee and subcommittee hearing dates, transmittal deadlines, etc. • The methods for engaging staff to testify before relevant committees on priority issues for the City and meet with legislators individually on those issues, when necessary. • A legislative tracker for the City to utilize to monitor the progress of legislation, including the timing of hearings, transmittals, etc. • Any other suggestions or deliverables that will contribute to a successful legislative session for the City. IV. TIMELINES, DELIVERY DEADLINE, AND INSTRUCTIONS As the initial submittal to the City, he deadline to submit the RFQ response is Monday, August 17, 2020 at 5:00 PM Mountain Time. It is the sole responsibility of the responding individual to ensure their email transmittal is digitally timestamped as being sent to the Recipient’s email address prior to the prescribed closing time as late submittals will not be accepted. RFQ Recipient Email Address: mmaas@bozeman.net RESPONSES THAT ARE UNSIGNED OR SUBMITTED BEYOND THE DEADLINE SHALL NOT BE CONSIDERED AND SHALL BE REJECTED. A. Contact Information ALL QUESTIONS AND CONTACTS REGARDING THIS RFQ MUST BE SUBMITTED IN WRITING TO: Mike Veselik, Economic Development Specialist P.O. Box 1230 Bozeman, MT 59771-1230 (406) 582-2919 mveselik@bozeman.net Amendments to Solicitation Any interpretation or correction of this request will be published on the City’s webpage. The deadline for questions related to this document is 12:00 PM MST on August 12, 2020. B. Selection Timeline Advertising dates: July 26 and August 2, 2020 Receipt of RFQs: No later than 5:00 p.m. MST August 17, 2020 RFQ Review Complete by Committee: No later than August 28, 2020 Interviews: No later than September 28, 2020 Selection: October 2, 2020 With the exception of the advertising dates and advertised due date, the City reserves the right to modify the above timeline. V. SELECTION PROCEDURE A. STATEMENT OF QUALIFICATIONS Respondents must comply with the requirements provided in this solicitation. The selection process shall be conducted pursuant to all applicable Montana law and applicable City policy. 1. Evaluation of RFQs. The City’s selection committee will consist of no less than five persons representing the City. The selection committee will review conforming RFQ responses using the evaluation criteria listed below. RFQ responses that do not contain the required documentation may be deemed nonresponsive to this solicitation and may be rejected. 2. Revisions. Responses will be accorded fair and equal treatment with respect to opportunity for discussion and revision of responses, and such revisions may be permitted, after submissions and prior to award for the purpose of obtaining best and final responses. 3. Evaluation & Elimination. After evaluating all conforming responses based on the criteria herein the selection committee may eliminate one or more or all Respondents from further review if they do not meet the qualification criteria specified herein. Any respondents eliminated by the selection committee, at any time, or for any reason, will not have an opportunity to make revisions or participate further in the selection process. 4. Interviews. After reviewing conforming RFQ responses, the selection committee may decide to schedule interviews with qualified respondents. Each firm selected for an interview will be notified of the specific time for their interview. The format of the interview will be determined by the City. 5. Selection and Final Recommendation. The selection committee will tally the scores for the RFQ. A final determination on the selected respondent will be made by the Bozeman City Manager. The City Manager may determine a respondent’s potential for conflicts with its other clients on legislation affecting City priorities are of such a nature as to preclude the City from retaining the respondent. At that time, contract discussion will take place between the City and successful respondent. The City may negotiate a contract with the next highest ranked respondent if a contract cannot be made. B. RFQ – FORM AND CONTENTS Deliver one (1) original, five (5) copies, and one digital copy (via flash drive), prepared as follows: i. General Instructions: a. RFQ responses must be bound and signed by an officer or principal of your firm. b. RFQ responses must be contained in a document not to exceed 20 pages total (single or double-sided pages) including whatever pictures, charts, graphs, tables, and text the firm deems appropriate to be part of the review of the firm's qualifications. A separate transmittal letter, cover page, cover sheets, and dividers are exempted from the page limit. Page size is limited to 8-l/2 x 11 inches, with basic text information no smaller than 12-point type. c. Schedules may be submitted in addition to the page limit. ii. Firm/Individual Information: a. Experience. Respondent must demonstrate successful experience and capacity to act as a lobbyist on behalf of local governments before the Montana Legislature. Provide examples of success advancing a legislative agenda in topic areas relevant to Bozeman priorities. Deliver examples of a legislative tracker the individual or firm has operated in the past or would use during the legislative session. Describe your recent and current work for the City of Bozeman, if any. b. Firm and Individual Background. Provide information on other lobbying clients and any past positions in Montana State government or politics held by lobbyists at the firm. Provide information about the firm or individual, including location. Describe the firm’s history. Information identifying the firm’s strengths and weaknesses along with special capabilities that may be appropriate to the Project will assist in the evaluation. c. Firm Workload. Provide the status of current and anticipated work during the 2021 Montana Legislature’s 90-day session. Describe the firm’s capability to manage the needs of all its clients and past success at working for multiple clients. d. References. Provide detailed contact information for three (3) past clients or for three (3) colleagues who can speak to the firm or individual’s experience working with the Montana Legislature. C. EVALUATION CRITERIA Qualifications will be evaluated by the Selection Committee who will individually score them out of a total of 100 possible points based on the criteria below. The scoring criteria and possible point values are: 1. Respondent’s prior lobbying experience with clients of similar size and challenges: Possible Points: 40 2. Firm’s Qualifications: Possible Points: 20 3. Demonstrated capability to prioritize City interests and to effectively and timely communicate issues related to legislation. Possible Points: 20 4. Workload for clients other than the City: Possible Points: 10 5. Past projects/experience working with the City of Bozeman: Possible Points: 5 6. Office(s) location: Possible Points: 5 VI. FORM OF AGREEMENT The final form of the contract documents will be disclosed to the selected respondent during contract negotiations and will be developed from the City’s standard professional services agreement. VII. CITY RESERVATION OF RIGHTS All proposals submitted in response to this RFQ become the property of the City and are public records and, as such, may be subject to public review. A SUBMISSION IN RESPONSE TO THIS REQUEST FOR QUALIFICATIONS CONFERS NO RIGHTS UPON ANY RESPONDENTS AND SHALL NOT OBLIGATE THE CITY IN ANY MANNER WHATSOEVER. THE CITY RESERVES THE RIGHT TO MAKE NO AWARD AND TO SOLICIT ADDITIONAL REQUESTS FOR QUALIFICATIONS AT A LATER DATE. A. This RFQ may be canceled or any or all responses may be rejected in whole or in part, as specified herein, when it is in the best interests of the City. If the City cancels or revises this RFQ, all respondents who submitted will be notified by email. B. The City reserves the right to accept or reject any and all submissions; to amend the RFQ; to waive any minor irregularities, informalities, or failure to conform to the RFQ; to extend the deadline for submitting statements of qualifications; to postpone award; to award one or more contracts for services, by item or task, or groups of items or tasks, if so provided in the RFQ and if multiple awards are determined by the City to be in the public interest. C. The City reserves the right to reject the submission of any person/firm who previously failed to perform properly to the satisfaction of the City, or complete on time agreements of similar nature, or to reject the submission of any person/firm who is not in a position to perform such an agreement satisfactorily as determined by the City. D. The City reserves the sole right to determine the best qualified respondents and negotiate a final scope of service and cost, or negotiate a contract with another respondents if an agreement cannot be reached with the first selected respondent, or reject all proposals. E. This RFQ does not commit the City to award a contract. The City assumes no liability or responsibility for costs incurred by respondents in responding to this request for. The respondents, by submitting a response to this RFQ, waives all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFQ. MISCELLANEOUS A. No Oral Agreements. No conversations or oral agreements with any officer, employee, or agent of the City shall affect or modify any term of this solicitation. Oral communications or any written/email communication between any person and City officer, employee or agent shall not be considered binding. B. No Partnership/Business Organization. Nothing in this solicitation or in any subsequent agreement, or any other contract entered into as a result of this solicitation, shall constitute, create, give rise to or otherwise be recognized as a partnership or formal business organization of any kind between or among the respondent and the City. C. Employment Restriction and Indemnity. No person who is an owner, officer, employee, contractor, or consultant of a respondent shall be an officer or employee of the City. No rights of the City’s retirement or personnel rules accrue to a respondent, its officers, employees, contractors, or consultants. Respondents shall have the responsibility of all salaries, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums appurtenant thereto concerning its officers, employees, contractors, and consultants. Each respondent shall save and hold the City harmless with respect to any and all claims for payment, compensation, salary, wages, bonuses, retirement, withholdings, worker’s compensation and occupational disease compensation, insurance, unemployment compensation other benefits and taxes and premiums in any way related to each respondent’s officers, employees, contractors and consultants. D. Accessibility. Upon reasonable notice, the City will provide assistance for those persons with sensory impairments. For further information please contact the ADA Coordinator Mike Gray at 406-582-3232 or the City’s TTY line at 406-582-2301. E. Governing Law. This solicitation and any disputes arising hereunder or under any future agreement shall be governed and construed and enforced in accordance with the laws of the State of Montana, without reference to principles of choice or conflicts of laws. VII. ATTACHMENTS The following exhibits are incorporated in this RFQ: Appendix A: Non-Discrimination Affirmation END OF RFQ Attachment A NONDISCRIMINATION AND EQUAL PAY AFFIRMATION ____________________________________(name of entity submitting) 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 and acknowledges and understands the eventual contract will contain a provision prohibiting discrimination as described above and this prohibition on discrimination shall apply to the hiring and treatments or proposer’s employees and to all subcontracts. In addition, ____________________________________(name of entity submitting) hereby affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104, MCA (the Montana Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best practices” website, https://equalpay.mt.gov/BestPractices/Employers, or equivalent “best practices publication and has read the material. ______________________________________ Name and title of person authorized to sign on behalf of submitter