10.B.
City Council Meeting - FINAL
- Meeting Date:
- 11/03/2015
- Co-Submitter:
- Rick Compau, Purchasing Director
- From:
- Stephanie Smith, Assistant to City Manager
Information
TITLE:
Consideration and Approval of Contract: Federal Lobbying Services (Approve agreement with Nexxus Consulting, LLC in the amount of $82,606 annually, plus expenses).
RECOMMENDED ACTION:
-
Approve the Contract with Nexxus Consulting, LLC to provide federal lobbying services for the City of Flagstaff for an annual fee of $82,606 plus applicable expenses billed at cost and authorize the City Manager to execute the necessary documents.
Executive Summary:
The City contracts federal lobbyist services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City’s contract lobbyists are in constant communication with staff. Each year the City Council adopts priorities to provide necessary direction to staff and contract lobbyist. In addition the contracted lobbyist is responsible for ongoing communication throughout the year as well as seeking direction regarding important bills, amendments and project developments. Approval of this agreement will authorize a total monthly fee in the amount of $6,883.83 plus applicable expenses, at cost, for federal lobbying services provided by Nexxus Consulting, LLC during the initial contract term of three (3) years, with the option for two (2) annual extensions upon mutual written agreement from both parties.
Financial Impact:
Funding for federal lobbying services is included in the adopted budget in account 001-09-402-1310-1-4206
Non-departmental. The current budget for federal lobbying services is $82,606.
Non-departmental. The current budget for federal lobbying services is $82,606.
Connection to Council Goal and/or Regional Plan:
COUNCIL GOALS:
1) Invest in our employees and implement retention and attraction strategies
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
4) Explore and adopt policies to lower the costs associated with housing to the end user
5) Develop and implement guiding principles that address public safety service levels through appropriate staffing levels
6) Relieve traffic congestion throughout Flagstaff
7) Address key issues and processes related to the implementation of the Regional Plan
8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments
9) Foster relationships and maintain economic development commitment to partners
10) Decrease the number of working poor
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN:
Historically, many of the Council’s adopted legislative priorities support some of the Regional Plan’s goals and policies. Through advocacy, the City’s contracted lobbyists help the deliver City services effectively and efficiently.
Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
1) Invest in our employees and implement retention and attraction strategies
2) Ensure Flagstaff has a long-term water supply for current and future needs
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
4) Explore and adopt policies to lower the costs associated with housing to the end user
5) Develop and implement guiding principles that address public safety service levels through appropriate staffing levels
6) Relieve traffic congestion throughout Flagstaff
7) Address key issues and processes related to the implementation of the Regional Plan
8) Improve effectiveness of notification, communication, and engagement with residents, neighborhoods and businesses and about City services, programs, policies, projects and developments
9) Foster relationships and maintain economic development commitment to partners
10) Decrease the number of working poor
11) Ensure that we are as prepared as possible for extreme weather events
REGIONAL PLAN:
Historically, many of the Council’s adopted legislative priorities support some of the Regional Plan’s goals and policies. Through advocacy, the City’s contracted lobbyists help the deliver City services effectively and efficiently.
Goal PF.2: Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics.
Has There Been Previous Council Decision on This:
Previous Council decision on a contract for federal lobbying services occurred in October 2010.
Options and Alternatives:
1) Approve the contract for federal lobbying services with Nexxus Consulting, LLC, as recommended.
2) Recommend a contract for federal lobbying services with another proposer.
3) Discontinue the use of any professional lobbying services.
Background/History:
The City of Flagstaff’s Intergovernmental Relations Program coordinates the City's dealings with the federal, state, tribal and other local governments, and seeks to foster constructive links between the City and these entities. The program works to advocate for the Flagstaff community by fostering and maintaining relationships with individuals and entities that affect the City’s interests.
The program keeps the Mayor and Council informed about intergovernmental issues and assists in representing the City's interests in these matters. The City of Flagstaff’s Intergovernmental Program is part of the City Manager’s Office and serves all City departments, the Flagstaff City Council and the Mayor.
The City contracts lobbying services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City adopts state and federal legislative priorities to establish City positions on issues, policies and projects of legislative interest. The City Manager’s Office coordinates with the City’s contract lobbyists, League staff, and City staff to review proposed legislation and informs legislators, legislative staff and the governor’s office, federal agencies and stakeholders regarding those impacts. The City’s interests are also represented through the League of Arizona Cities and Towns. Advocacy is also supported by Council adoption of guiding principles and partnerships. Historically, the City's guiding principles are typically maintaining and protecting shared revenues, preserving local control and supporting adopted Council goals.
The Mayor and City Council approve a federal agenda on an annual basis, which defines the City’s legislative priorities and guides the City’s lobbying activities. The City’s contract lobbyists are in constant communication with staff. Together, the lobbyists and staff brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and project developments.
The City's Purchasing Section conducted a Request for Proposals (RFP) and advertised the RFP on June 28, 2015. We received a total of five (5) responses, with two (2) of the proposers responding with a proposal for state lobbying services only, one (1) proposer responding with a proposal for federal lobbying services only, and two (2) proposers responding with proposals for both state and federal. The evaluation committee was comprised of five (5) evaluators, with one (1) of the evaluators being an evaluator outside the City organization. Once the evaluation and scoring was completed for federal lobbying services and the scores were aggregated into a matrix, the evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting LLC as number 1.
The program keeps the Mayor and Council informed about intergovernmental issues and assists in representing the City's interests in these matters. The City of Flagstaff’s Intergovernmental Program is part of the City Manager’s Office and serves all City departments, the Flagstaff City Council and the Mayor.
The City contracts lobbying services to advocate and monitor specific legislation impacting to the City's interest and established priorities. The City adopts state and federal legislative priorities to establish City positions on issues, policies and projects of legislative interest. The City Manager’s Office coordinates with the City’s contract lobbyists, League staff, and City staff to review proposed legislation and informs legislators, legislative staff and the governor’s office, federal agencies and stakeholders regarding those impacts. The City’s interests are also represented through the League of Arizona Cities and Towns. Advocacy is also supported by Council adoption of guiding principles and partnerships. Historically, the City's guiding principles are typically maintaining and protecting shared revenues, preserving local control and supporting adopted Council goals.
The Mayor and City Council approve a federal agenda on an annual basis, which defines the City’s legislative priorities and guides the City’s lobbying activities. The City’s contract lobbyists are in constant communication with staff. Together, the lobbyists and staff brief the Mayor and City Council throughout the legislative session. While the adopted priorities provide necessary direction, ongoing communication is also critical throughout the session to seek direction regarding important bills, amendments and project developments.
The City's Purchasing Section conducted a Request for Proposals (RFP) and advertised the RFP on June 28, 2015. We received a total of five (5) responses, with two (2) of the proposers responding with a proposal for state lobbying services only, one (1) proposer responding with a proposal for federal lobbying services only, and two (2) proposers responding with proposals for both state and federal. The evaluation committee was comprised of five (5) evaluators, with one (1) of the evaluators being an evaluator outside the City organization. Once the evaluation and scoring was completed for federal lobbying services and the scores were aggregated into a matrix, the evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting LLC as number 1.
Key Considerations:
City Purchasing staff utilized a comprehensive Request for Proposals (RFP) process that provided for the options to award one (1) contract to one (1) lobbying firm to provide both federal and state lobbying services or the option to award two (2) separate contracts, where one (1) lobbying firm would provide federal lobbying services and another firm would provide state lobbying services.
The RFP was updated significantly in summer 2015 to reflect current needs of the City as well as to accurately reflect the scope of services. The RFP allowed for the evaluation of the following: experience and qualifications of the firm, project personnel assigned to the project, presented approach, proposed fee and meaningful knowledge of City of Flagstaff issues. This RFP allows for a fixed fee for the initial term of three (3) years, with the option to extend for two (2) additional one (1) year terms by mutual agreement by both parties.
A total of three (3) proposals were received for federal lobbying services and were evaluated and scored by a committee of five (5) members, including representation from outside the City organization. The evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting, LLC as number 1.
The City is currently in contract with Nexxus Consulting, LLC for federal lobbying services. The outcome of the competitive solicitation process reaffirms that the City is in contract with the most advantageous firm for this important service.
The RFP was updated significantly in summer 2015 to reflect current needs of the City as well as to accurately reflect the scope of services. The RFP allowed for the evaluation of the following: experience and qualifications of the firm, project personnel assigned to the project, presented approach, proposed fee and meaningful knowledge of City of Flagstaff issues. This RFP allows for a fixed fee for the initial term of three (3) years, with the option to extend for two (2) additional one (1) year terms by mutual agreement by both parties.
A total of three (3) proposals were received for federal lobbying services and were evaluated and scored by a committee of five (5) members, including representation from outside the City organization. The evaluation committee scored Nexxus Consulting, LLC as the highest scoring and most responsible proposer, whose proposal was most responsive to the RFP and was unanimously determined to be the most advantageous to the City considering the evaluation criteria. All five (5) evaluators ranked Nexxus Consulting, LLC as number 1.
The City is currently in contract with Nexxus Consulting, LLC for federal lobbying services. The outcome of the competitive solicitation process reaffirms that the City is in contract with the most advantageous firm for this important service.
Community Benefits and Considerations:
Community benefits of contracted lobbying services may include additional or enhanced funding resources as well as policy actions that may enhance essential services or quality of life for Flagstaff residents, businesses, public agencies and visitors.
Community Involvement:
Federal lobbying services are included in the City budget and information on this service and other contract services are presented during the annual budget hearings. In addition, the City involved representation from outside the organization on the evaluation committee. Through the evaluation committee process, the recommendation incorporates consultation from City staff and community stakeholders.