Electric utility lobbyist services

Solicitation
IFQ 1100
COVER SHEET EAL1001
IDENTIFICATION
Number IFQ 1100 EAL1001
Title Electric utility lobbyist services
The City of Austin seeks a qualified firm to provide professional lobbyist
Summary services on behalf of the City of Austin's municipally owned electric
utility, Austin Energy.
Type Invitation for Quotation (IFQ)
Version (Addenda) 0
CONTACT PERSON
Liz Lock, Procurement Supervisor; (512) 974-2866;
Primary
liz.lock@austintexas.gov
IMPORTANT DATES
OFFERS DUE:
Date and Time September 24, 2026, 5:00 pm CT
Submit quotes to liz.lock@austintexas.gov with the required submittal
Notes
documents listed in this solicitation.
PUBLISHED:
Date Thursday, September 17, 2026
SOLICITATION DOCUMENTS
Document name Pages Date
Solicitation Packet - IFQ 1100 EAL1001 Includes the following:
Solicitation Cover Sheet 2 09/17/2026
Solicitation Instructions - See required submittal information,
4 09/17/2026
Section 6
Terms and Conditions 23 09/17/2026
Scope of Work 3 09/17/2026
Austin Energy Data Handling Controls 11 09/17/2026
Pricing Submittal - Complete and return 1 09/17/2026
Offer and Certifications - Complete and return 6 09/17/2026

CITY OF AUSTIN Solicitation Cover Sheet
NIGP CODES
COMMODITY CODES:
Code Description
96151 Lobby Services

Solicitation
IFQ 1100
INSTRUCTIONS EAL1001
1 INVITATINO FOR QUOTATIONS (IFQ)
1.1 Invitation. The City of Austin invites you to submit a Quote to provide the goods and/or services described
in this Solicitation.
1.2 Process. Notices for this IFQ are based on the applicable commodity code(s). If the commodity code(s)
had enough certified vendors, an initial notice is sent via email only to those vendors who are certified
through the State of Texas and City as SBEs or M/WBE's. If the City receives adequate quotes from those
certified contractors, the contract will be awarded at that time. If the City does not receive adequate
quotes from the initial notice, the solicitation will then be posted online at the City's Austin Finance
Online website and a notice will be emailed to all vendors registered for the applicable commodity
code(s).
1.3 Changes. The City may change or revise any of the contents of this Solicitation through the issuance of a
written Addendum. Any explanation, clarification, interpretation or change to the Solicitation made in any
other manner is not binding upon the City, and Offerors shall not rely upon such explanation, clarification,
interpretation, or change. Oral explanations or instructions given before the award of the Contract are not
binding.
1.4 Review of Documents. Offerors shall review the entire Solicitation, as revised. Offerors shall notify the
person listed on the Cover Sheet in writing of any omissions, ambiguities, inconsistencies or errors in the
Solicitation prior to the Offer Due Date and Time. Offerors shall also notify the City of any Solicitation
contents the Offeror believes may be unreasonably restrictive.
2 COMMUNICATIONS
2.1 Questions. Offerors shall submit any questions concerning this Solicitation in writing via e-mail to the
contact person displayed on the Solicitation Cover Sheet.
3 OFFER PREPARATION
3.1 Offer Submittals. Offerors intending to respond to this Solicitation shall complete each of the Submittal
documents. At a minimum Submittals will include a Price Sheet and a signed Offer Sheet.
3.2 Proprietary and Confidential Information. All Offers received and opened by the City are subject to the
Texas Government Code, Ch. 552, and will be made available to the public. With the exception of the
Quote Sheet, which shall not be kept confidential, Offerors seeking to keep any other portions of their Offer
confidential shall mark each such portion as "Proprietary". The City will, to the extent allowed by law,
endeavor to protect such information from disclosure. The City may request a review and determination
from the Attorney General's Office of the State of Texas, of any contents marked as "Proprietary". A
copyright notice or symbol is insufficient to identify proprietary or confidential information.
3.3 Cost of Offer Preparation and Participation. Offerors are responsible for all costs related to the
preparation of their Offer and incurred while participating in this Solicitation process.
4 OFFER EVALUATION
4.1 Bases of Competition. The City may compare quotes based on the prices for individual line items, the
prices for categories of line items, the aggregate price, or other award basis that is most advantageous to
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CITY OF Solicitation
IFQ 1100 EAL1001
AUSTIN INSTRUCTIONS
the City. The City will choose the basis of competition that best meets the City's needs for the resulting
contracts. Award will be made to the lowest Offer meeting any minimum requirements set forth in the
solicitation.
4.2 Evaluation. The lowest offer will be reviewed to ensure any minimum qualifications stated in this
solicitation are met. If any minimum qualifications are not met, the City will move to the next Lowest Offer
and repeat the process. The City reserves the right to require references from the lowest offeror prior to
contract award to confirm minimum qualifications.
5 ADMINISTRATIVE MATTERS
5.1 Solicitation File. All documents included in this Solicitation, and all timely received Offers in response to
this Solicitation, except for Offer contents deemed by Offerors to be proprietary and confidential, will be
available for public inspections.
5.2 Complaints. Any complaint regarding this solicitation shall be emailed to the contact listed on the
Solicitation Cover Sheet. The complaints will be reviewed and responded to in a timely manner.
6 PROPOSAL SUBMITTALS.
The City's Scope of Work is provided as a high-level guideline for services required by the City. The Offeror's
response is expected to identify the complete approach, deliverables, milestones, resources, and anything else
required to meet the City's objectives and will become the basis for the subsequent Contract. Items required to
be identified in the Offeror's response are listed below and shall be formatted as shown below.
6.1 Executive Summary. Provide an Executive Summary that summarizes your response and confirms you will
comply with the requirements, provisions, terms, and conditions specified in this solicitation. The
Executive Summary should be in the form of a standard business letter on official business letterhead and
signed by an authorized representative of Offeror. Include the complete name and address of your firm,
telephone number, and email address of the person the City of Austin should contact regarding your firm's
response.
6.2 Authorized Negotiator: Include name, address, email, and telephone number of a person in your
organization authorized to negotiate Contract terms and render binding decisions on Contract matters.
6.3 Experience and Qualifications.
6.3.1
PERSONNEL: Offerors shall provide the names and qualifications of all personnel who will be assigned to
this Contract. Identify key people by name, title and credentials. including resumes, CVs, licenses, etc.,
and the amount of time or percentage each personnel will be assigned to the Contract (e.g. 15 hours per
week, 40 hours per week, or, 40% assigned, 100% assigned, etc.).
Offerors shall describe in detail how each personnel assigned to the Contract meet each of the Minimum
and Preferred Qualifications. Detail demonstrated experience in state and/or federal lobbying, particularly
on behalf of municipalities and/or municipally-owned electric utility; roles performed; legislative issues
worked on; and record of success/outcomes achieved in advancing legislative and funding priorities for
municipalities.
I. Minimum Qualifications Offerors with assigned personnel that do not meet the Minimum
Qualifications will not be awarded.
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IFQ 1100 EAL1001
AUSTIN INSTRUCTIONS
A. At least 10 years of experience working within the state or federal legislative processes,
understanding the complex network of agencies, positions and funding mechanisms and
governing laws and rulemaking that lead to effective outcomes for the City of Austin.
B. Lobbying experience for a municipally-owned electric utility
C. Registered with Texas Ethics Commission, including 1295 form, under the Texas Government
Code Chapter 305.
II. Preferred Qualifications
A. Successful prior experience working with the City of Austin.
B. Licensed to practice law in Texas.
6.3.2
FIRM: Provide in detail your firm's experience lobbying or providing other governmental relations services,
particularly for municipalities and municipally-owned electric utilities.
6.3.3
References: Offerors shall provide a list of five (5) current or previous clients within the last five (5) years
in which the Offerors provided state and/or federal lobbying on behalf of municipalities and/or
municipally-owned electric utilities. All client reference information shall be documented and verifiable.
Reference contacts shall be aware they are being used and agreeable to a City interview. References shall
reflect a positive performance and consist of customers to whom the Offeror has provided the same or
similar services to this Scope of Work. References shall include:
Name and state of Municipality:
Population size of the Municipality:
Contact Person/ Title:
Phone Number:
Email address:
Lobbying Services Provided (e.g., Housing, Energy, Transportation, etc.):
Number of years representing the Municipality and type of lobbying services provided (e.g., 5 years from
2018-2023)
6.4 Proposed Solution.
Offerors shall describe the proposed approach to representing Austin Energy's interests according to the
Scope of Work. Responses should demonstrate how the work will be performed, including strategy,
deliverables, milestones and resources and show command of your understanding of issues and needs
of a municipally-owned electric utility and/or a municipal government. Offerors may include any
additional information, examples, or materials they believe will assist the City in fully evaluating the
proposed solution and understanding how the work will be performed.
6.4.1 Confirm your understanding of Scope of Work and elaborate as needed.
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IFQ 1100 EAL1001
AUSTIN INSTRUCTIONS
6.4.2 Describe any challenges you may anticipate under the resulting contract and how your firm would
address them.
6.4.3 Exceptions- Indicate any exceptions you take to any part of this solicitation. Provie alternate
language and justify the reasoning. The City, at its sole discretion, may negotiate exceptions that do not
result in material deviations from the sections contained in the solicitation documents. Material
deviations, or excessive exceptions, as determined by the City, may result in the City deeming the Offer
non-responsive and thus not eligible for contract award.
6.5 Price Proposal.
The City will pay a monthly retainer rate. The monthly rate is expected to stay the same each month, since
work is expected 12 months out of the year, regardless if the legislature is in session. The monthly rate
shall be inclusive of all fees required to successfully complete the Scope of Work.
The Offeror shall not charge separately for administrative, overhead, per diem, transportation costs
including travel time, fuel surcharges, mileage, stop-fee, etc. or any other fees. The Offeror shall provide
all labor, travel, and equipment necessary to perform the services required under this contract.
Pricing should submitted on the Price Proposal form included in the solicitation package.
7 EVALUATION OF OFFERS
7.1 Evaluation Criteria
Offers will be evaluated based on the evaluation factors below, listed in order of relative importance.
Evaluation Factors
Experience and Qualifications
Proposed Solution
Price
7.2 Interviews and/or presentations, Optional. The City will evaluate Offers on the basis or bases of the
criteria listed above. The City may select a "short list" of Offerors based on those scores. "Short-listed"
Offerors may be invited for presentations or discussions with the City. The City reserves the right to re-
evaluate "short-listed" Offers as a result, and to make award recommendations on that basis or bases.
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STANDARD TERMS AND CONDITIONS
The Contractor agrees that the Contract shall be governed by the following terms and conditions.
1 GENERAL
1.1 TERM OF CONTRACT:
A. The Contract shall commence upon execution unless otherwise specified and shall continue in
effect until all obligations are performed in accordance with the Contract. Upon written notice to
the Contractor, and unless specified otherwise in the Scope of Work, the Contract may be
extended beyond the initial term at the City's sole option. If the City does not provide this notice,
the Contract will expire at the end of its current term. If the City exercises any extension option, all
terms, conditions, and provisions of the Contract shall remain in effect for that extension period,
subject only to any economic price adjustment otherwise allowed under the Contract.
B. Upon expiration of the initial term or any period of extension, the Contractor agrees to holdover
under the terms and conditions of this Contract for such a period as is reasonably necessary for
the City to re-solicit and/or complete the Deliverables due under this Contract. Any holdover
period will not exceed 180 calendar days unless mutually agreed on by both parties in writing.
1.2 INDEFINITE QUANTITY:
The quantities and/or services listed herein are estimates of the goods and services needed by the
City for the period of the Contract. The City reserves the right to purchase more or less of these
quantities and/or services as may be required during the Contract term. Quantities and/or services
will be as needed and specified by the City for each order. Unless specified in the Contract, there are
no minimum order quantities.
1.3 INVOICES:
A. The Contractor shall submit separate Invoices for each Order after each delivery or on the
schedule provided in the Contract. If partial shipments or deliveries are authorized by the City, a
separate Invoice must be sent for each shipment or delivery made.
B. Invoices shall be sent to the address on the Purchase Order or Delivery Order in the section
entitled, "BILL TO". Proper Invoices must include a unique Invoice number, the purchase Order
or delivery Order number, the master agreement number (if applicable), the Department's Name,
and the name of the point of contact for the Department. Invoices shall be itemized according to
pricing structure in the Contract. A copy of the bill of lading and the freight waybill, when
applicable, shall be attached to the Invoice. The Contractor's name and, if applicable, the tax
identification number on the Invoice must exactly match the information in the Vendor's
registration with the City. Unless otherwise instructed in writing, the City may rely on the
remittance address specified on the Contractor's Invoice. Invoices received without all required
information cannot be processed and will be returned to the vendor.
C. Invoices for labor shall include a tabulation of work-hours at the appropriate rates and grouped by
work Order number. Time billed for labor shall be limited to hours actually worked.
D. Unless otherwise expressly authorized in the Contract, the Contractor shall pass through all
Subcontracting and other authorized expenses at actual cost without markup.
E. Federal excise taxes, State taxes, or City sales taxes must not be included in the Invoiced amount.
The City will furnish a tax exemption certificate upon request.
1.4 PAYMENT:
A. All proper Invoices received by the City will be paid within 30 calendar days of the City's receipt of
the Deliverables or of the Invoice, whichever is later.
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STANDARD TERMS AND CONDITIONS
B. If payment is not timely made, (per Paragraph A), interest shall accrue on the unpaid balance at
the lesser of the rate specified in Texas Government Code 2251.025 or the maximum lawful rate;
except, if payment is not timely made for a reason for which the City may withhold payment
hereunder, interest shall not accrue until 10 calendar days after the grounds for withholding
payment have been resolved.
C. If partial shipments or deliveries are authorized by the City, the Contractor will be paid for the
partial shipment or delivery, as stated above, provided that the Invoice matches the shipment or
delivery.
D. The City may withhold or set off the entire payment or part of any payment otherwise due the
Contractor to such extent as may be necessary on account of:
i. Delivery of defective or non-conforming Deliverables by the Contractor;
ii. Third party claims, which are not covered by the insurance which the Contractor is required to
provide under the terms of this Contract, are filed or there is reasonable evidence indicating
probable filing of such claims;
iii. Failure of the Contractor to pay Subcontractors, or for labor, materials or equipment;
iv. Damage to the property of the City or the City's agents, employees or Contractors, which is
not covered by insurance required to be provided by the Contractor;
v. Reasonable evidence demonstrates that the Contractor's obligations will not be completed
within the time specified in the Contract, and that the unpaid balance would not be adequate
to cover actual or liquidated damages for the anticipated delay;
vi. Failure of the Contractor to submit proper Invoices with all required attachments and
supporting documentation; or
vii. Failure of the Contractor to comply with any material provision of the Contract Documents.
E. Notice is hereby given of Article VIII, 1 of the Austin City Charter which prohibits the payment of
any money to any person, firm or corporation who is in arrears to the City for taxes, and of 2-8-3
of the Austin City Code concerning the right of the City to offset indebtedness owed the City.
F. The Contractor agrees to accept payment by either credit card, check or Electronic Funds Transfer
for all goods and/or services provided under the Contract. The Contractor shall factor the cost of
processing credit card payments into the Offer. There shall be no additional charges, surcharges,
or penalties to the City for payments made by credit card.
G. The awarding or continuation of this Contract is dependent upon the availability of funding. The
City's payment obligations are payable only and solely from funds appropriated and available for
this Contract. The absence of appropriated or other lawfully available funds shall render the
Contract null and void to the extent funds are not appropriated or available and any Deliverables
delivered but unpaid shall be returned to the Contractor. The City shall provide the Contractor
written notice of the failure of the City to make an adequate appropriation for any fiscal year to pay
the amounts due under the Contract, or the reduction of any appropriation to an amount
insufficient to permit the City to pay its obligations under the Contract. In the event of inadequate
appropriation of funds, there will be no penalty nor removal fees charged to the City. The City shall
pay the Contractor, to the extent of funds appropriated or otherwise legally available for such
purposes, for all goods delivered and services performed, and obligations incurred prior to the
date of notice of non-appropriation.
1.5 FINAL PAYMENT AND CLOSE OUT:
A. If a Minority-Owned Business Enterprise/Women-Owned Business Enterprise (MBE/WBE)
Program Compliance Plan is required by the Solicitation, and the Contractor has identified
Subcontractors, the Contractor is required to submit a Contract Close-Out MBE/WBE Compliance
Report to the Project Manager or Contract Manager no later than the 15th calendar day after
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STANDARD TERMS AND CONDITIONS
completion of all work under the Contract. Final payment, retainage, or both may be withheld if
the Contractor is not in compliance with the requirements of the Compliance Plan as accepted by
the City.
B. The making and acceptance of final payment will constitute:
i. A waiver of all claims by the City against the Contractor, except claims (1) which have been
previously asserted in writing and not yet settled, (2) arising from defective work appearing
after final inspection, (3) arising from failure of the Contractor to comply with the Contract or
the terms of any warranty specified herein, (4) arising from the Contractor's continuing
obligations under the Contract, including but not limited to indemnity and warranty
obligations, or (5) arising under the City's right to audit; and
ii. A waiver of all claims by the Contractor against the City other than those previously asserted
in writing and not yet settled.
1.6 SPECIAL TOOLS & TEST EQUIPMENT:
If the price stated on the Offer includes the cost of any special tooling or special test equipment
fabricated or required by the Contractor for the purpose of filling this Order, such special tooling
equipment and any process sheets related thereto shall become the property of the City and shall be
identified by the Contractor as such.
1.7 AUDITS AND RECORDS:
A. The Contractor agrees that the representatives of the Office of the City Auditor or other authorized
representatives of the City shall have access to, and the right to audit, examine, or reproduce, any
and all records of the Contractor related to the performance, including security audits, under this
Contract, at the City's expense. The Contractor agrees to refund to the City any overpayments
disclosed by any such audit. The City agrees to protect from disclosure Contractor's confidential
and proprietary information disclosed during an audit to the same extent it protects its own
confidential and proprietary information, subject to the requirements of the Texas Public
Information Act, Chapter 552, Texas Government Code.
B. Records Retention:
i. Contractor is subject to City Code Chapter 2-11 (Records Management), and as it may
subsequently be amended.
ii. The Contractor shall retain all records for a period of three years after final payment on this
Contract or until all audit and litigation matters that the City has brought to the attention of the
Contractor are resolved, whichever is longer.
1.8 FINANCIAL DISCLOSURES AND ASSURANCE:
The City may request and review financial information as the City requires to determine the credit
worthiness of the Contractor, including but not limited to, annual reports, audited financial
Statements and reports, bank letters of credit or other credit instruments. Failure of the Contractor to
comply with this requirement shall be grounds for terminating the Contract.
1.9 RIGHT TO ASSURANCE:
Whenever one party to the Contract in good faith has reason to question the other party's intent to
perform, demand may be made to the other party for written assurance of the intent to perform. If no
assurance is given within the time specified after demand is made, the demanding party may treat this
failure as an anticipatory repudiation of the Contract.
1.10 STOP WORK NOTICE:
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STANDARD TERMS AND CONDITIONS
The City may issue an immediate Stop Work Notice in the event the Contractor is observed performing
in a manner that is in violation of Federal, State, or local guidelines, or in a manner that is determined
by the City to be unsafe to either life or property. Upon notification, the Contractor will cease all work
until notified by the City that the violation or unsafe condition has been corrected. The Contractor shall
be liable for all costs incurred by the City as a result of the issuance of such Stop Work Notice.
1.11 DEFAULT:
The Contractor shall be in default under the Contract if the Contractor (a) fails to fully, timely and
faithfully perform any of its material obligations under the Contract, (b) fails to provide adequate
assurance of performance, (c) becomes insolvent or seeks relief under the bankruptcy laws of the
United States or (d) makes a material misrepresentation in Contractor's Offer, or in any report or
Deliverable required to be submitted by the Contractor to the City. The City shall be in default if it fails
to make payment in accordance with the Payment terms of this Contract.
1.12 TERMINATION FOR CAUSE:
In the event of a default by either party, the non-defaulting party shall have the right to terminate the
Contract for cause, by written notice effective ten 10 calendar days, unless otherwise specified, after
the date of such notice, unless the defaulting party, within such 10 day period, cures such default, or
provides evidence sufficient to prove to the non-defaulting party's reasonable satisfaction that such
default does not, in fact, exist. Additionally, the City shall have the right to act in accordance with the
terms defined by "City of Austin Purchasing Office Probation, Suspension and Debarment Rules for
Vendors." In addition to any other remedy available under law or in equity, either party shall be entitled
to recover all actual damages, costs, losses and expenses, incurred by the party as a result of the
Contractor's default, including, without limitation, cost of cover, court costs, and prejudgment and
post-judgment interest at the maximum lawful rate. All rights and remedies under the Contract are
cumulative and not exclusive of any other right or remedy provided by law. In the event of termination
of the Contract under this Section, the Contractor shall handover all complete and partially complete
Work Products and Documentation developed under this Contract.
1.13 ATTORNEY'S FEES:
In consideration of the award and execution of this Contract and in consideration of the City's waiver
of its right to attorney's fees, the Contractor knowingly and intentionally waives its right to attorney's
fees under 271.153, Texas Local Government Code, in any administrative proceeding, alternative
dispute resolution proceeding, or litigation arising out of or connected to this Contract.
1.14 TERMINATION WITHOUT CAUSE:
The City shall have the right to terminate the Contract, in whole or in part, without cause any time upon
30 calendar days' prior written notice. Upon receipt of a notice of termination, the Contractor shall
promptly cease all further work pursuant to the Contract, with such exceptions, if any, specified in the
notice of termination. The City shall pay the Contractor, to the extent of funds appropriated or
otherwise legally available for such purposes, for all goods delivered and services performed, and
obligations incurred prior to the date of termination in accordance with the terms hereof. In the event
of termination of the Contract under this Section, the Contractor shall handover all complete and
partially complete Work Products and Documentation developed under this Contract.
1.15 FRAUD:
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