Legislative Services

In compliance with this Request for Proposals, and subject to all the conditions thereof, the offeror, if
the offer is accepted within one hundred and twenty (120) calendar days from the date of the receipt
of proposals, agrees to furnish any or all of the items and/or services at the prices set, to be delivered
at the time and place specified herein, based on Task Orders negotiated with the offeror and issued
by the City. The signature on the previous page certifies the offeror has read, understands, and agrees
to all terms, conditions, and requirements of this bid, and is authorized to contract on behalf of firm on
the previous page.
SOLICITATION DOCUMENTS
Additional Request for Proposal documents are available on the Purchasing website:
http://apps.suffolkva.us/bids/ or on the Commonwealth's bid board (eVA), or at Demandstar.com. An
e-mail request for the complete RFP form may be sent to the Contract Officer listed on the front page.
Proposals may be sent to proposals@suffolkva.us. In lieu of email, electronic copies (CD or thumb
drive) may be delivered to the Purchasing Office, 442 W. Washington Street, Room 1086, Suffolk,
Virginia, 23434 prior to the closure date shown, if desired. Documents should be saved as a .pdf
document and should conserve disk space to allow transfers of data. Do not send Zip files. Zip files
cannot be accepted.
Questions concerning this project must be in writing (email is preferred) and addressed to the Contract
Officer listed on the front page of this solicitation, and, should be received no later than five (5)
business days preceding the date that the proposals are to be received. E-mail is the preferred method
and will get a timelier response.
Proposals can also be submitted via eVA.
IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER
TO PARTICIPATE IN THIS PROCUREMENT, PLEASE CONTACT THIS DIVISION AS SOON AS
POSSIBLE.
RFP 27036-JS Page 2

REQUEST FOR PROPOSAL
Legislative Services
SECTION/TITLE
1.0 PURPOSE ................................................................................................................... 4
2.0 BACKGROUND ........................................................................................................... 4
3.0 COMPETITION INTENDED ......................................................................................... 4
4.0 TERM OF CONTRACT ................................................................................................ 4
5.0 SCOPE OF SERVICES ............................................................................................... 4
6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS .................................................... 7
7.0 SPECIFIC PROPOSAL REQUIREMENTS .................................................................. 9
8.0 EVALUATION AND AWARD CRITERIA .................................................................... 10
9.0 ADDITIONAL INSTRUCTIONS FOR RFP ................................................................. 11
10.0 CONTRACT TERMS AND CONDITIONS .................................................................. 15
SIGNATURE SHEET ........................................................................................................... 24
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION ................................. 25
EXCEPTIONS TO RFP ........................................................................................................ 26
ANTICOLLUSION ................................................................................................................ 27
PROOF OF AUTHORITY TO TRANSACT BUSINESS IN VIRGINIA .................................. 28
RFP 27036-JS Page 3

1.0 PURPOSE
The City of Suffolk is seeking proposals from qualified firms to provide legislative services for the
City of Suffolk. The Offeror will provide strategic assistance and represent the City in the
Virginia General assembly and executive agencies.
2.0 BACKGROUND
The City of Suffolk is a thriving city with a population of over 90,000. It is one of the fastest
growing cities in Virginia. It has a City Council - City Manager form of government.
3.0 COMPETITION INTENDED
It is the City's intent that this Request for Proposal (RFP) permits competition. It shall be the
offeror's responsibility to advise the Purchasing Agent in writing if any language requirement,
specification, etc., or any combination thereof, inadvertently restricts or limits the requirements
stated in this RFP to a single source. Such notification must be received by the Purchasing
Agent not later than five (5) business days prior to the date set for acceptance of proposals.
4.0 TERM OF CONTRACT
The contract shall cover the period beginning upon receipt of signed Contract and continuing
through September 30, 2027. This contract may be renewed based on the terms and conditions
herein at the expiration of its term at the sole option of the City for four (4) additional one year
periods through September 30, 2031. The contract will renew automatically during these
periods. The City retains the right to not renew the Contract at the expiration of any annual
anniversary date by furnishing the other party with a thirty (30) day written notice.
Initial rates must be guaranteed for a minimum of twelve (12) months. Any increase in rates for
subsequent terms must be submitted in writing no less than sixty (60) days prior to contract
renewal. The City reserves the sole right to approve any increase in rates. The City does not
guarantee approval of any increase in rates.
5.0 SCOPE OF SERVICES
A. At the direction of the City Manager, or the Deputy City Managers, the successful
Offeror will meet with City-elected officials, staff and other groups and individuals to
acquire a full understanding of the City's General Assembly legislative agenda,
including transportation needs and the status of other critical issues and projects.
B. Develop a written statement of proposed objectives for the House and Senate during
the contract period in collaboration with and subject to approval by the City Manager
or Deputy City Managers. The objectives shall be based on the City's General
Assembly legislative agenda and principals.
C. Provide strategic and other upfront assistance with developing the Legislative Agenda,
drafting legislative positions, talking points, testimony, legislative proposals, state
funding requests based on emerging state policy trends. Provide periodic status
updates on funding requests, analysis of reasons for success or failure of particular
requests and suggestions on improvements for the future.
RFP 27036-JS Page 4

D. Advocate the City's adopted legislative agenda and priority programs, budget
amendments, appropriations, regulatory actions, and policy initiatives, in Richmond,
Virginia, before members and committees of the Virginia General Assembly, The
Governor's Office, state and executive agencies, legislative staff, and other relevant
state officials.
E. Speak for and represent the City in legislative matters only in conformance with the
City's policies or upon the express direction of the City Manager or Deputy City
Managers in conformance with policies of the City Council.
F. Provide identification of Federal and State grant opportunities, assistance with grant
requests (size and scope of appropriate projects), and assistance with garnering
support of grant applications.
G. On an ongoing basis, identify new bills related to the City's legislative agenda and
policies and provide regular periodic updates of bills identified by the City. Advise the
City Manager, Deputy City Managers, and Intergovernmental Affairs Manager of the
status of applicable legislation or policy affecting the City's transportation agenda or
other agendas as appropriate.
H. Monitor other transportation legislation and budgets that relate to the City's
transportation program, and any other legislation that may impact the City and report
to the City Manager, Deputy City Managers, and Intergovernmental Affairs Manager
quickly as developments occur.
I. At the direction of the City Manager, Deputy City Managers, and Intergovernmental
Affairs Manager, periodically meet with City Council, Management Staff, and other
parties to identify areas of opportunity and concern associated with the City's legislative
agenda.
J. Maintain a working liaison with federal/general assembly lobbyists employed by the
Commonwealth of Virginia, appropriate associates; such as the National League of
Cities, etc. Ensure city representation or presence at common interest group entities
(e.g., Virginia Municipal League), special issue meetings (high growth community
issues such as impact fees, transportation needs, etc.), as well as before regional
governing policy groups (Hampton Roads Planning District Commission, Hampton
Roads Partnership, Hampton Roads Military and Federal Facilities Alliance, etc.)
K. Schedule and advise the City Manager, Deputy City Managers, and
Intergovernmental Affairs Manager regarding the timing and selection of the most
appropriate forums of contact by City officials with members of General Assembly,
committees, and administration officials. The City Council will designate specific
Council Member(s) to attend and participate in General Assembly and administrative
advocacy meetings.
L. During General Assembly Session, on a weekly basis, provide synthesized information
on hearings/markups/floor activity for the week ahead. Also provide updates on priority
issues on a weekly basis and report as needed on time-sensitive issues.
M. Provide the City a monthly report of all pertinent activities. The offeror shall report
monthly hours spent representing City of Suffolk. The report shall identify: (1) General
RFP 27036-JS Page 5

Assembly committee and subcommittee meetings monitored; (2) the names of
legislators, and legislative and Executive Branch staff contacted and lobbied, as well
as names of offeror's staff making the contacts; (3) other meetings attended on behalf
of the City; (4) reports, issue papers, and testimony presented.
N. Meet with City Manager or Intergovernmental Affairs Manager monthly off session to
discuss recent activities, upcoming events and coordinate the various aspects of the
City's legislative program.
O. Provide the City Manager and the Deputy City Managers a concise
(approximately 2-3 pages), monthly senior executive report which identifies and
reports on items of specific relevance to the City. Include a brief description of
legislative activities and the opportunities and obstacles affecting the City's initiatives.
Also include a year-to-date progress report on the statement of objectives developed
at the start of the contract period. The report can include a description of meetings,
actions being discussed, fiscal and programmatic impacts to the City and any proposed
legislative changes.
P. Provide a detailed report by June 30th, 2021. The report should include (1) an
analysis of successes and failures; (2) a progress report on the objectives for the year
(3) recommendations for goals, objectives, strategies, and suggestions for
improvements for the next year; and (4) an annual update to the list of clients, current
and during the preceding three years for whom the offeror serves or has served as a
Federal or State lobbyist and an annual update to the list of issues covered for these
clients.
Q. The City recognizes that Offerors may represent multiple clients. Such representation
must not impair the Offeror's ability to provide independent and effective
representation of the City. Offerors shall disclose all current clients whose legislative,
regulatory, funding, or policy interests may conflict with, compete with, or otherwise
affect the City's interests, including:
Other Virginia local governments;
* Private entities, associations, authorities, utilities, developers, or governmental
entities;
* Clients with positions that may differ from the City's; and
* Relationships that could limit the Offeror's ability to advocate for the City.
During the contract term, the successful Offeror shall promptly disclose any new or
changed client relationship that may create an actual, potential, or perceived
conflict. The successful Offeror shall not represent another client on a matter directly
adverse to the City or otherwise materially impair its representation of the City without
prior written disclosure to and approval by the City. Failure to disclose a conflict may
result in rejection of a proposal, contract termination, or other available remedies.
R. Be in full compliance with Code of Virginia, Registration of Lobbyists, Article 3,
2.2-418 to 2.2-435.
S. Generally provide such other assistance, advice, consultation as appropriate and
requested.
RFP 27036-JS Page 6

6.0 INSTRUCTIONS FOR SUBMITTING PROPOSALS
A. Submission of Proposals
An electronic document shall be submitted by e-mail attachment to
proposals@suffolkva.us with the RFP number and title in the subject line. In lieu of
emailing proposals, an electronic copy (CD or thumb drive) may be delivered to the
Purchasing Office, 442 West Washington Street, Room 1086, Suffolk, Virginia prior to
the closure date shown, if desired. Documents should be saved as a .pdf document
and should conserve disk space to allow transfers of data. ZIP files cannot be
accepted; they do not work in the City's system. To receive confirmation of receipt of
proposal, send request to the contracting officer at jsmigielski@suffolkva.us Do NOT
send proposal directly to contracting officer.
Offerors so selected will be allowed to make a formal presentation of their qualifications
and job approach, and may be selected for final negotiations of contract. Therefore,
care should be given to address the issues relating to the criteria to follow.
Read the entire solicitation before submitting a proposal. Failure to read any part of this
RFP shall not relieve any offeror from his or her contractual obligations.
B. Questions and Inquiries
Questions and inquiries pertaining to the Request for Proposals will be accepted from
any and all firms via e-mail or fax. Inquires must provide RFP number and title. Material
questions will be answered by Addendum and will be posted on the City's website:
https://www.suffolkva.us/Bids.aspx?CatID=17 provided that all questions are received
five (5) business days prior to opening date.
Jay Smigielski, Purchasing Agent, is the designated authorized spokesperson for the
City of Suffolk with respect to this RFP. All questions and/or comments should be
directed to his attention. The respondents to this RFP shall not contact, either directly
or indirectly, any other employee or agent of the City regarding this RFP. This
prohibition shall also extend to the Suffolk City Council and other elected City officials.
Any such unauthorized contact may disqualify the Offeror from the procurement.
C. Addendum and Supplement to Request
If it becomes necessary to revise any part of this request or if additional data are
necessary to enable an exact interpretation of provisions of this request, an addendum
will be issued. It is the responsibility of the Offeror to ensure that he has received all
addendums prior to submitting a proposal. All addenda can be downloaded from
https://www.suffolkva.us/Bids.aspx?CatID=17
D. Firm Pricing for City Acceptance
Offers made during negotiation must be honored for City acceptance for 120 days from
the date of offer.
RFP 27036-JS Page 7

E. Proprietary Information
Trade secrets or proprietary information submitted by an Offeror in connection with this
solicitation shall not be subject to disclosure under the Virginia Freedom of Information
Act; however, the Offeror must invoke the protections of this section prior to or upon
submission of the data or other materials, and must clearly identify the data or other
materials to be protected and state the reasons why protection is necessary. Offerors
shall not mark sections of their proposal as proprietary if they are to be part of the award
of the contract and are of a "Material" nature. Any propriety information must be listed
on the attached "Proprietary/confidential Information Identification" form and submitted
with the proposal. An all-inclusive statement that the entire proposal is proprietary will
result in rejection of the proposal.
F. Authority to Bind Firm in Contract
Proposals must give full firm name and address of Offeror. Failure to sign proposal
may disqualify it. Person signing proposal should show title or authority to bind his firm
in a contract.
G. Preparation and Submission of Proposals
1. All proposals shall be signed by the individual or authorized principals of the
firm.
2. All attachments to the Request for Proposal requiring executing by the firm are
to be returned with the proposals.
3. Proposals are to be submitted electronically; title shall indicate the RFP number,
time and date of public acceptance, and the title of the proposal.
4. It is the Offeror's responsibility that the proposals are received by the
Purchasing Division BEFORE the hour specified on the opening date. Requests
for extensions of this time and date will not be granted. Proposals or unsolicited
amendments to proposals received by the City after the acceptance date will
not be considered.
H. Miscellaneous Requirements
1. The City will not be responsible for any expenses incurred by a offeror in
preparing and submitting a proposal. All proposals shall provide a
straightforward, concise delineation of the offeror's capabilities to satisfy the
requirements of this request. Emphasis should be on completeness and clarity
of content.
2. Offerors who submit a proposal in response to this RFP may be required to
make an oral presentation of their proposal. The Purchasing Division will
schedule the time and location for this presentation.
3. The contents of the proposal submitted by the successful Offeror and this RFP
will become part of any contract awarded as a result of the Scope of Services
RFP 27036-JS Page 8

contained herein. The successful offerer will be expected to sign a contract with
the City.
4. The City reserves the right to reject any and all proposals received by reason of
this request, or to negotiate separately in any manner necessary to serve the
best interests of the City.
7.0 SPECIFIC PROPOSAL REQUIREMENTS
Proposals should be as thorough and detailed as necessary to allow the City of Suffolk to
properly evaluate the offeror's capabilities to provide the required services. Offerors are
required to submit the following items in the format provided as a complete proposal.
The City reserves the right to request clarification of information submitted and to request
additional information if deemed necessary.
A. Cover Letter
The Offeror will complete and submit the Signature Sheet (included in the proposal)
and submit it with a brief cover letter. The cover letter should summarize key elements
of the proposal. An individual authorized to bind offeror must sign the letter and
Signature Sheet as well. Indicate the address and telephone number of the Offeror's
office.
B. Background and Project Summary Section
This section should describe your understanding of the City, the work to be performed,
and the objectives to be accomplished. Refer to the "Scope of Services" Section of this
RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to
accomplish the "Scope of Services" of this RFP. The Methodology Section should
include the following:
1. An implementation plan that describes in detail (a) the methods, including
controls by which your firm manages projects of the type sought by this RFP;
and (b) any other management or implementation strategies or techniques that
the respondent intends to employ in carrying out the work.
2. Detailed description of efforts your firm will undertake to achieve client
satisfaction and to satisfy the requirements of the "Scope of Services" Section.
3. Detailed description of specific tasks you will require from City staff. Explain
what the respective roles of City staff and your staff would be to complete the
tasks specified herein.
D. Staffing Section
RFP 27036-JS Page 9

Provide a list of principal individuals who will likely be working on this contract and
indicate the level/title of each member, and the function that each will perform. Include
a brief resume for each designated individual, to include licenses, certifications, and
other qualifications.
E. Qualifications
The information requested in this section should describe the qualifications of the
offeror, key staff, and subcontractors performing projects within the past five (5) years
that are similar in size and scope to that requested in the RFP. Information shall include
the following:
1. A summary of the offeror's demonstrated capability, including length of time that
the offeror has provided the services being requested herein.
2. Provide at least three (3) references that received similar services from your
organization. Public agency references preferred. The City reserves the right
to contact any the organizations or individuals listed. Information shall include:
* Client name
* Start and end dates
* Client manager name, email and telephone number
F. Fee Proposal
Provide a fee schedule to provide the services offered.
G. A list of clients, current and during the preceding three years for whom the offeror
serves or has served as a Federal or State lobbyist and an list of issues covered for
these clients.
H. Format
Proposal should be submitted in the following format:
* Cover Letter (A)
* Proposal sequenced in accordance with Paragraphs B-G above
* Forms as follows: (All forms must be signed.)
Signature Sheet (Page 24)
o
Propriety/Confidential Information Identification (Page 25)
o
Exceptions to RFP (Page 26)
o
Anti-collision/Nondiscrimination/Drug Free Workplace Clauses (Pg. 27)
o
Proof of Authority to Transact Business in Virginia (Page 28)
o
8.0 EVALUATION AND AWARD CRITERIA
The City's Evaluation Committee shall review each proposal and verify the claims and
credentials of each Offeror. Selection will be made for each proposal on the basis of the criteria
listed below. Each criteria will be evaluated based upon the strengths and weaknesses of the
submittal or subsequent information gained in the process.
RFP 27036-JS Page 10