RFP 23-03 Federal Representative for Luke AFB

City of Glendale — Regular Meeting (2023-01-24)

Extracted text (via pymupdf) 25821 characters

CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL

SOLICITATION NUMBER:
RFP 23-03

ONLINE BID NUMBER:

42300010
TITLE:
FEDERAL LEGISTLATIVE REPRESENTATION SERVICES FOR THE
PROTECTION OF THE MISSION OF LUKE AIR FORCE BASE,
GLENDALE, ARIZONA

PUBLISHED DATE:
OCTOBER 26, 2022

PRE-OFFER CONFERENCE:
NOVEMBER 3, 2022, 1:00 PM Local Time
Microsoft Teams meeting
Join on your computer, mobile app or room device
Click here to join the meeting / Meeting ID: 292 511 633 356
Passcode: DvVaaw Download Teams | Join on the web
Or call in (audio only) +1 480-500-1194,,921180826# Phoenix
Phone Conference ID: 921 180 826#

OFFER DUE:
NOVEMBER 10, 2022, 2:00 PM Local Time
Offer Submission Through Vendor Self-Service (VSS) Online Bid
System.
NOTE: This is a sealed proposal process requiring proposals to be
submitted before the date/time shown above. If errors occur when
submitting through VSS, email or call using contact information below.
CONTACT:
Connie Schneider
Purchasing-Procurement Division
623-930-2868
cschneider@glendaleaz.com

Proposals shall be opened using the City’s electronic bidding system on the specified due time
and date identified herein. All information contained in the proposals shall be confidential to
avoid disclosure of contents prejudicial to competing Offerors.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

The Vendor Self-Service - New and Existing Vendor Registration Guide provides detailed
instructions for registration for both new and existing vendors.

City of Glendale
Solicitation Number: RFP 23-03 / 42300010
FEDERAL LEGISLATIVE REPRESENTATION
SERVICES FOR THE PROTECTION OF THE MISSION
OF LUKE AIR FORCE BASE, GLENDALE, ARIZONA
CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

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12.11.2020

Table of Contents:

RFP Package
1.
INTRODUCTION ........................................................................................................................................... 3
2.
OBJECTIVES .................................................................................................................................................. 4
3.
SCOPE OF WORK ......................................................................................................................................... 4
4.
HOW WE CHOOSE ........................................................................................................................................ 6
5.
SUBMISSION CHECKLIST ......................................................................................................................... 9
6.
SUBMISSION REQUIREMENTS .............................................................................................................. 10
7.
Online Submittal Check List ................................................................................................................... 11

Additional RFP Attachments
1. Template Agreement
2. Terms and Conditions

Required Submittal Documents

1. Response Workbook – To be completed by Offeror and submitted as their response.
2. Pricing Workbook – To be completed by Offeror and submitted as their response.

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1. INTRODUCTION

The regional partners seek a consultant to provide comprehensive federal legislative
representation and consulting services. The firm, and any partners with whom it chooses
to work, will represent the regional partners on policy issues in Washington, D.C., and assist
elected officials and staff with implementing that agenda in order to protect and preserve
the mission of Luke AFB in Arizona to the ultimate benefit of our taxpayers and National
defense.

The jurisdictions of Avondale, Buckeye, El Mirage, Gila Bend, Glendale, Goodyear, Litchfield
Park, Maricopa County, Peoria, Phoenix, Surprise, Tolleson, Wickenburg and Youngtown
(known collectively as the West Valley Partners) request proposals from consulting firms to
provide high level federal representation to preserve, retain, and expand the mission of Luke
Air Force Base (Luke AFB) within Maricopa County, Glendale, Arizona.

With over 7,000 employees and a financial impact of nearly $2.54 billion annually, Luke Air
Force Base is key to the state of Arizona's economic viability and the Nation's defense. Luke
AFB has immediate proximity to the Barry M. Goldwater Range and can boast perfect
training weather conditions over 95% of the year.

As the U.S. Air Force’s largest fighter wing and home to the nation’s new and unprecedented
F-35A Lightning II, Luke Air Force Base is instrumental in protecting America's freedom and
security. Luke Air Force Base plays a vital role in training the world’s greatest F-35 and F-
16 fighter pilots while deploying mission-ready warfighters. The base is home to the 56th
Mission Support Group, 56th Fighter Wing, 56th Operations Group, 56th Maintenance
Group, 54th Fighter Group, 944th Fighter Wing, and numerous international partners who
train at Luke AFB.

The State of Arizona has emerged as a national leader in its protection of military facilities
from encroachment and the collaboration that exists between the base and the surrounding
communities. Having been selected as the training home for the F-35, the West Valley
Partners primary focus is now on protecting the mission of Luke AFB by ensuring the arrival
of new aircraft remains on schedule, advocating for federal funds to support maintenance
and new facilities on the installation, and advocating for any new assignments that would
be complementary to Luke AFB’s existing mission.

The West Valley Partners have obtained contracted federal representation for the
preservation and protection of Luke AFB at critical intervals since 1993, with the most
recent contract ending December 2022. The regional partners have identified a need to
obtain continued dedicated representation in Washington, D.C. to protect the mission of
Luke AFB, the economics of the surrounding communities, and to ensure the placement of
potential follow-on missions at Luke AFB.

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2. OBJECTIVES

The objective of the resulting contract is to achieve measurable long-term, ongoing
permanency of the mission of Luke AFB through the support of Pentagon officials and
congressional
members,
congressionally
authorized
programs,
legislation,
and
appropriations to advance this stated agenda.

The preference is to contract with a single provider who in turn may subcontract with other
lobbyists, individuals or firms that bring specific expertise to the team. The firm will
represent the interests of the region in Washington, D.C. and assist with continuing and
securing federal and state support for keeping Luke AFB’s mission at its present location
in Maricopa County, Arizona.

3. SCOPE OF WORK

3.1
DEVELOPING CONTACTS
Contractor shall foster relationships with key Congressional, Administration, and Federal
contacts:

A. Maintaining close contact with the Arizona Congressional delegation and their staff
and providing continued access and visibility with Headquarters, USAF, and the Air
Force Leadership, in conjunction with the US Congress and pertinent congressional
committees.
B. Drafting letters and testimony to clearly articulate the position on Luke AFB
matters for the regional partners to send to the Executive Branch and Congress.
C. Support the scheduling, organizing, and execution of visits to Washington, DC by
regional partners for the purpose of meeting with Congressional leaders, Pentagon
officials, and other Federal agencies including developing a draft agenda, talking
points, and appropriate background materials.

3.2
REPORTING REQUIREMENTS
Contractor shall maintain regular communication, reporting, advice, and advocacy to
regional partners:

A. Communicating through monthly written reports to partners, including information
about outcomes achieved.
B. Conferring through a designated point of contact on federal issues that impact the
mission of Luke AFB:
a. Reviewing federal executive proposals, legislation, proposed and adopted
administrative rules and regulations, and other federal documents that
directly impact the mission of Luke AFB and providing advice on issues that
would impact the mission of Luke ABF and act in concert with the regional
partners to achieve the desired goal.

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3.3 TRAVEL REQUIREMENTS
Contractor shall travel to the Phoenix metro area once per year to provide in-person
updates and briefings to the regional partners. If the regional partners request additional
trips, the partners will reimburse the consultant for additional travel expenses.

3.4
CAPABILITIES AND RESPONSIBILITIES
Contractor shall support the future mission of Luke AFB:

A. Lobbying the Pentagon to ensure no actions taken by DOD adversely affect the
mission of Luke AFB.
B. Monitoring and lobbying the Pentagon and House and Senate DOD authorization
and appropriation members and staff as necessary to ensure no actions taken by
Congress or the DOD adversely affect the mission of Luke AFB.
C. Assisting to secure funding for Luke/BMGR (either placed in the President’s
Budget or secured via authorizing or appropriations bills such as MILCON) and
providing analysis of any proposed DOD funding cuts and the potential impacts
on Luke AFB and recommending an action plan to best mitigate the assessed
impacts.
D. Assisting with any Base Realignment and Closure Commission (BRAC) or other
Force Structure Adjustment-related issues and recommending an action plan to
mitigate potential concerns and promote Luke AFB’s strengths.
E. Occasionally consulting on necessary local and state actions to better prepare
Luke AFB for future mission needs, including land and air space encroachment,
and providing analysis of how proposed state and local actions may impact
federal decision-making processes (i.e.: regulatory takings or eminent domain
legislation).
F. Assist in securing and implementing new missions at Luke AFB, including
assistance in securing related funding.
G. Assure that any potential aircraft or staff departures are minimized or are timed
to not adversely affect or have a detrimental impact on Luke AFB.
H. Experience in providing services to other local, regional, or state governments
comparable in capacity and complexity to the described scope of service.
I. Knowledge of and experience with federal legislative process and federal agency
operations.
J. Familiarity with federal issues with primary focus on military matters and federal
action relating to military installations.
K. Successful experience in developing and maintaining positive relationships with
the Arizona delegation resulting in congressional action.
L. Successful experience in developing and maintaining positive relationships with
members of the Administration/Executive Branch resulting in specific action.
M. An absence of actual or perceived conflicts of interest with other Arizona public
or private entities, the governor, Legislature, the Arizona delegation of other
bases.

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N. Expertise, qualifications, and availability of staff to be assigned to the protection
and promotion of the mission of Luke AFB and its specific federal priorities.

3.5
INTERVIEW
Firms selected for an interview will be asked to provide the regional partners with a list of
clients.

4. HOW WE CHOOSE

4.1
SCORING RESPONSES:
The evaluation criteria are weighted in accordance with the Submission
Requirements. Your response will be rated as follows:
o
35% Experience, proven performance, and qualifications
o
25% Method of Approach
o
20% Capacity of Offeror
o
20% Cost

4.2
TYPE OF AWARD: The City reserves the right to make multiple awards or to award
by group of line items, or to make an aggregate award, whichever is deemed most
advantageous to the City. If the City determines that an aggregate award to one
bidder is not in the City's best interest, "all or none" Bids shall be rejected.

4.3
LENGTH OF CONTRACT: The City will award for an initial one (1) year with four (4)
additional one-year renewal options.

4.4
EVALUATION PANEL: Submittals will be evaluated by a panel based on the stated
criteria and are responsible for selecting the proposal that is most advantageous to
the City.

4.5
PANEL CONTACT: Offerors shall have no exclusive meetings, conversations or
communications with an individual evaluation panel member on any aspect of the
RFP, after submittal.

4.6
INTERVIEWS: City may ask some or all Offerors to participate in an interview at
any point during the evaluation process but is not required to do so. Information
gathered in an interview will be used by the panel to make a selection. Offeror is
responsible for any costs incurred to participate in an interview.

4.7
ADDITIONAL INVESTIGATIONS: City may conduct additional investigations
needed to determine the competence or financial stability of any Offeror.

4.8
BEST AND FINAL OFFERS: City may request best and final offers and will
determine the scope and subject of any best and final request.

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4.9
PROPOSAL EVALUATION: City reserves the right to secure additional information
from the Offeror in various forms and to award based on submitted information.

4.10 NOTICE OF INTENT TO AWARD AND PROTEST PERIOD: Information about the
recommended award for this solicitation will be posted here and will be available
immediately after the City has completed its evaluation process. Questions
regarding the notice of intent to award must be directed to the listed Contract
Analyst immediately. Any protest must be submitted to the Procurement
Administrator no later than seven (7) calendar days from the date of posting on the
Internet. Information and instructions on how to file a protest can be found here.

4.11 WITHDRAWAL OF PROPOSAL: Offeror may withdraw a submitted proposal at any
time prior to the specified solicitation due date and time through the City’s online
bidding system. Withdrawals must be made by the Offeror or designated
representative listed on the proposal. Telephonic or oral withdrawals cannot be
accepted.

4.12 OFFER ERRORS OMISSIONS AND CORRECTIONS: City will not be responsible for
any offeror errors or omissions. Any corrections shall be submitted through the
City’s online bidding system prior to due date and time of the RFP. No corrections
will be permitted after the offers have been opened.

4.13 COMPETITIVE NEGOTIATIONS: City may negotiate with multiple Offerors at the
same time. Negotiations may result in changing the conditions, terms, or price of
the proposed contract for the benefit of the City unless prohibited herein. All
Offerors shall be treated fairly and equally while conducting negotiations and the
City is prohibited from disclosing any information submitted by competing
Offerors. Entering into negotiations does not constitute a contract award or confer
any rights to Offerors. The City may formally terminate negotiations and enter into
concurrent or exclusive negotiations with the next most qualified Offeror/s if it is in
the City’s best interest to do so.

4.14 NO CONTACT, NO INFLUENCE DURING THE RFP PROCESS: City is conducting a
competitive RFP process for the contract, free from improper influence or lobbying.
There shall be no contact concerning this RFP from Offerors submitting a Proposal
with any member of the City Council, RFP Evaluation Committee Members, or
anyone connected with the process for or on behalf of the City. Contact includes
direct or indirect contact by the Offeror, its employees, attorneys, lobbyists,
surrogates, etc. in an attempt to influence the RFP process.

From the time the RFP is issued until the expiration of the protest period or the
resolution of any protest, whichever is later (the “Silent”), Offerors, directly or
indirectly through others, are restricted from attempting to influence in any manner
the decision making process through, including but not limited to, the use of paid
media; contacting or lobbying the City Council or City Manager or any other City

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employee (other than Material Management employees); the use of any media for
the purpose of influencing the outcome; or in any other way that could be construed
to influence any part of the decision-making process about this RFP. This provision
shall not prohibit an Offeror from petitioning an elected official or engaging in any
other protected first amendment activity after the protest period has run or any
protest has been resolved, whichever is later.

Violation of this provision will cause the proposal or offer of the Offeror to be found
in violation and to be rejected.

4.15 PROPRIETARY INFORMATION Offeror shall clearly mark any proprietary
information contained in its bid with the words “Proprietary Information.” Offeror
shall not mark any Solicitation Form as proprietary. Pricing data shall not be
considered proprietary. Marking all, or nearly all, of a bid as proprietary may result
in rejection of the bid.

Offerors acknowledge that the City is required by law to make certain records
available for public inspection. In the event that the City receives a request for
disclosure of Proprietary Information by any person, court, agency or administrative
body, or otherwise has a reasonable belief that it is obligated to disclose the
Proprietary Information to any such person or authority, the City will provide Offeror
with prompt written notice so that Offeror may seek a protective order or other
appropriate remedy. The Offeror, by submission of materials marked Proprietary
Information, acknowledges and agrees that the City will have no obligation to
advocate for non-disclosure in any forum or any liability to the Offeror in the event
that the City must legally disclose the Proprietary Information.

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5. SUBMISSION CHECKLIST

This section provides an overview of the submission instructions including a checklist to
aid in the submission of complete proposals. Offerors shall complete the fillable
“RESPONSE WORKBOOK” attachment and submit as their proposal.

Vendors are strongly advised to read this section in its entirety and complete the checklist
to avoid disqualification. Please note that the City will NOT be able to consider proposals
that are submitted late or that do not follow these guidelines.

The Offeror shall bear all costs associated with submitting the proposal, including
proposal preparation, site visitation or any travel connected with submission of the
proposal. The City shall have no liability whatsoever for such costs.

Checklist for Submitting Proposal
Complete
()
Submission Requirements
COVER SHEET (Response Workbook)
Offeror Name
Offeror Address

COMPLETED OFFER SHEET (Response Workbook)

1. EXPERIENCE, PROVEN PERFORMANCE, QUALIFICATIONS

2. METHOD OF APPROACH

3. CAPACITY OF OFFEROR

4. COST (Must be submitted in a separate electronic file)

ADDENDUM RESPONSES (if applicable)

Return of Offer
•
Electronic copies of all "SUBMISSION REQUIREMENTS” listed above.
Pricing Workbook must be submitted separately from the rest of the
proposal.

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12.11.2020

6. SUBMISSION REQUIREMENTS

The proposal is every element of your response to this RFP. For this proposal, you must
provide a completed OFFER SHEET in addition to answering the questions identified in
the REQUIRED RESPONSES. (see Response Workbook)

Responses must be numbered to correspond to the question numbers to aid in the
evaluation process; failure to do so may result in disqualification.

Should your offer contain any PROPRIETARY INFORMATION you must clearly mark that
information with the words “Proprietary Information.” Only information contained in your
response questions may be marked as such, information on the OFFER SHEET or PRICING
SHEET (if applicable) are not considered proprietary.

Offerors acknowledge that the City is required by law to make certain records available
for public inspection. By submitting any materials marked as Proprietary Information,
Offeror acknowledges and agrees that the City will have no obligation to advocate for non-
disclosure in any forum or any liability to the Offeror if the City must legally disclose the
Proprietary Information.

Helpful Hints:
•
Answer each question completely, your answers will be the only basis on which your
proposal is scored.
•
Do not unnecessarily elaborate, keep your response complete and effective.
•
Do not provide general answers or reference to sales literature.
•
Only when applicable attach and reference supporting documents.

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7. Online Submittal Check List

Vendors should use this checklist to ensure that they have
successfully submitted a proposal for a bid.

https://glendaleazvendors.munisselfservice.com/Vendors/default.aspx

Vendor Registration instructions are located on the City’s website.
https://www.glendaleaz.com/cms/One.aspx?portalId=15209085&pageId=
16366196

After registered, find the bid you wish to bid on and select “Create
Proposal”

Under attachment type vendor will see the attachments that are requested
by the City. Until requested documents have been attached, it will say (0)
for the number of attachments.

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After required attachments have been uploaded, the number of documents
files attached with show ex. (1), (2), (3), etc.

After selecting save and continue vendor will see a “Submit Bid” button.
This must be clicked in order for the proposal to be submitted.

After selecting submit bid the vendor will receive a message that states,
“Response submitted successfully.”

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After selecting “Ok” vendor can verify submittal status by going back to
Bids and selecting “Return to My Bids” to verify submittal.

A green thumbs up will be displayed under the “Submitted” status. This
signifies successful submittal of proposal.