1 CITY OF CUPERTINO
REQUEST FOR PROPOSAL
FOR
Legislative Support Services
Issue Date:
September 8,
2026
Due Date:
October 6, 2026
Contact Person during Proposal Period:
Andy Schramm,
Management Analyst
Phone: 408-777-1398
[email protected]
OFFICE OF THE CITY MANAGER
City Hall • 10300 Torre Avenue • Cupertino, CA 95014-3255 Telephone: (408) 777-3308
2 REQUEST FOR PROPOSAL
CITY OF CUPERTINO
Contents
1. INVITATION ....................................................................................................................................... 3
2. PROJECT SCOPE OF WORK ............................................................................................................. 3
3. SUBCONSULTANTS .......................................................................................................................... 3
4. TENTATIVE TIMELINE ...................................................................................................................... 3
5. SUBMITTAL REQUIREMENTS ......................................................................................................... 4
6. CLARIFICATIONS AND QUESTIONS ............................................................................................ 5
7. SUBMITTAL PROCESS ...................................................................................................................... 6
8. EVALUATION PROCESS .................................................................................................................. 6
9. COST PROPOSAL ............................................................................................................................................................ 7
10. SELECTION CRITERIA ...................................................................................................................... 7
11. SELECTION PROCESS ...................................................................................................................... 7
12. DISCLAIMERS AND RESERVED RIGHTS ..................................................................................... 8
13. CONFLICT OF INTEREST DISCLAIMER ………………………………………………………... . 8
14. CONTRACT REQUIREMENTS ......................................................................................................... 8
ATTACHMENTS
ATTACHMENT A: Scope of Work
ATTACHMENT B: Sample Professional Consulting Services Agreement ATTACHMENT C: Insurance Requirements
ATTACHMENT D: Cost Proposal
3 1. INVITATION
The City of Cupertino (City ) invites proposal submittals from qualified consultants to provide legislative support services at the state level . The City is seeking to secure a firm that has the required experience, qualifications, expertise and resources to perform the services identified in this Request for Proposal (RFP). Services required are ongoing advocacy support for the City’s interests and priorities along with on -demand reports and updates on pending legislation .
Additionally, support may be needed at the federal level on occasion. Consultant will assist in developing and implementing the City ’s legislative strategy and advocacy plan (defined in Attachment A) as well as providing progress reports and tracking legislation. Prior history of the City’s Legislative Activity can be found at cupertino.gov/legislation.
Consultants will be required to describe their plan for completing the work outlined in the Scope of Work (Attachment A). Proposals will be evaluated based on demonstration of knowledge and experience of state legislative advocacy work and items identified in Section 10. Consultants shall also have high levels of skill in technical areas relating to drafting reports and updates for executive leadership and the City Council. The City intends to review proposals received and select the highest qualified consultant. Services will be contracted for a two -year period , primarily covering the 2027-2028 State Legislative Session.
2. PROJECT SCOPE OF WORK
The Consultant will perform under the general direction of the City Manager’s Office and consult with the City Attorney’s Office and City Council on an as-needed basis. The Scope of Work (SOW) will involve tracking and analyzing legislation, drafting and updating the Legislative Priorities, arranging and conducting meetings with legislators, and actively lobbying the California State Legislature. The full SOW is thoroughly detailed in Attachment A. The Consultant will work onsite and offsite as required to support the City while interacting with staff, City Council, or other agencies, if applicable.
3. SUBCONSULTANTS
Subconsultants or subcontractors that will support the lead Consultant and may be included as a part of the project team should be identified . The City is committed to securing high quality services that will result in a successful program or project outcome. Subconsultant staff and experience shall be included in the response to this RFP.
4. TENTATIVE TIMELINE
The tentative RFP timeline is provided for the convenience of prospective proposers and is subject to change. Any such change will be stated in an addendum to this RFP. The tentative RFP timeline is as follows:
RFP EVENT DATE
Request for Proposals Released September 8, 2026
Deadline for Consultant Questions September 24 by 12:00 PM PST 4 City responds to questions September 30 by 5:00 PM PST Request for Proposals Due October 6 by 11:59 PM PST
Evaluation of Proposals October 2026
Contract Award October 30, 2026
5. SUBMITTAL REQUIREMENTS
The Proposal submittal is not to exceed 15 pages, excluding table of contents, cover letter, and resumes for key personnel. The City prefers a quality submission over quantity and succinct, responsive proposals are requested.
Consultant proposal submissions are to provide the following information:
• business type (corporation, partnership, sole proprietorship) • firm’s organization structure,
• background and general qualifications,
• subconsultants, and
• recent experience with legislation that has impacted the Bay Area.
Proposal shall be organized by tabs/dividers in the order of the sections as outlined below to facilitate review, with subconsultant work identified within each task item:
A. Cover Letter – The cover letter of interest shall include an overview of the firm ’s qualifications and the name, address, and telephone number of the principal person the City shall contact regarding the proposal and DUNS number of the Consultant.
Identify the location of the office(s) where the services will be performed. Additionally, include the signature(s) of the company officer(s) empowered to bind the firm, with the title of each (e.g., president, vice president, general partner), and the acknowledgment of the receipt of any addenda, by number, if issued for this Request for Proposals.
B. Project Team Qualifications and Experience – Identify the Project Manager and key staff involved in delivering the services outlined in this RFP. Identify the role of each and describe each team member’s experience, qualifications, and proposed role in the project. Specifically highlight experience working with Bay Area local legislators .
Relevant information includes related public sector contract experience and the dates, approximate project cost and project duties/responsibilities related to those contracts.
Key f irm personnel shall be referenced to personnel resumes (up to 2 pages each) included in the proposal. Identify any subconsultants expected to be used in support of this project including firm resume, key personnel staff resume, and qualifications relative to their supporting role. Include an organization chart that identifies working relationships with team members included.
C. Firm Qualification and Experience – Describe prior experience with engaging and advocating for a local government agencies, primarily cities . Describe your experience lobbying for legislative issues such as transportation, local control, housing , and development. Describe your experience working with organizations with similar size and interests to Cupertino. Provide up to three references from cities that you have worked 5 with on Legislative Services . Reference information includes a point of contact name, email and phone number.
D. Relationship with Local Legislators – Describe the approach you would take to foster positive relationships between the City and the Legislature.
E. Project Work Plan & Approach – Present a well-developed approach to the Scope of Work, including procedures, methodologies, measures of effectiveness, team organization and scheduling of tasks to be performed as well as a statement outlining the anticipated involvement of City staff and City Council. Describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s needs, outlining the approach that would be undertaken in providing the requested services. Additionally, identify the approach to resolve potential critical issues and other elements of concern.
Proposers are encouraged to suggest technical or procedural innovations that have been used successfully on similar contracts and optional services may be used for the benefit of this Project.
F. Cost Proposal – A cost proposal shall be submitted under separate cover [email protected]. The cost proposal shall include the cost for tasks and hour and fee breakdown by the tasks detailed in the Scope of Work, and per the Cost Proposal template contained in Attachment D. Line items shall be broken out by subtask, when appropriate.
Proposers shall include optional tasks recommended for the completion of a successful project. If optional tasks are proposed, those shall be identified individually. Approval of the individual optional tasks is at the City’s discretion.
No markups shall be allowed on reimbursable expenses and the maximum markup on each subconsultant shall be 5%.
G. Contract Acceptance – The Consultant must specifically agree, in writing, to accept the Professional Consulting Services Agreement (Attachment B), including specifically the City’s Indemnification requirements and insurance coverage requirements, without modification, in the submitted proposal. If a Consultant has proposed changes to the Agreement, these must be submitted along with an explanation of the request as part of their response to this Request for Proposal. The City reserves the sole right to accept, reject or modify any proposed changes to the Agreement. Those documents are included as Attachments to this Request for Proposal (RFP).
6. CLARIFICATIONS AND QUESTIONS
Questions and requests for clarification and/or additional information shall be directed in writing via email to Andy Schramm at [email protected] by September 24, 2026, 12:00 pm PST. Include “RFP for Legislative Support Services ” in the subject line. Prior history of Cupertino’s Legislative Activity can be found at cupertino.gov/legislation.
All responses to questions and/or clarifications will be provided by addenda and posted on the City’s Business Opportunities webpage.
6 7. SUBMITTAL PROCESS
Interested firms must submit an electronic PDF format copy of their proposal on the City ’s Business Opportunities webpage at: https://apps.cupertino.org/bidmanagement/index.aspx Firms will need to create an account to download RFP documents as well as to upload Proposals.
To submit a Proposal, open the RFP posting and select the Electronic Submission tab.
Proposal shall be submitted no later than 11:59 pm PST on October 6, 202 6, and are to be addressed to Astrid Robles, Assistant to the City Manager . Cost proposals shall be submitted under separate cover to [email protected].
It is recommended that consultants familiarize themselves with the web application prior to the due date. Make sure to follow all submittal instructions and include all required documents.
Submitting documents electronically can take more time than anticipated so please allow enough time to finalize your submission by the stated deadline. Proposal submittals in process but not completely uploaded by the deadline will automatically be rejected by the system. It will not allow submissions once the deadline closes. Hard copies in any form will not be accepted.
No faxed submittals will be accepted. Electronic submittals are the only form of submittal that will be accepted.
The Consultant is responsible for all costs associated with the Proposal submission.
8. EVALUATION PROCESS
Proposals will be evaluated by the City evaluation committee. Points will be assigned based on the proposer’s qualifications, ability, approach, effectiveness and efficiency in supporting each item being rated with consideration for the selection criteria identified in Section 5.
Criteria Possible Points
1. Firm Description, Qualifications and Experience 10
2. Project Team, Qualifications and Experience 25
3. Legislative Experience 25
4. Proposed Work Plan and Approach 30
5. Cost 10
Total Possible Points 100
After City ’s evaluation committee reviews all submitted written proposals, the top ranked 7 Consultants may be invited to deliver a presentation and participate in an interview. The details of the interview will be provided via email to the Consultants invited. However, a final determination of the highest ranked proposer and recommendation to proceed with contract negotiations may occur without an interview selection process.
If an interview is conducted, it will occur after the proposals have been evaluated.
The evaluation committee will again rank the interviewed Consultants, and the highest ranked proposer will be identified based on the best overall ranking among the committee members.
Contract negotiations will then begin with the highest ranked proposer. If negotiations with the highest ranked consultant are not successful, in consideration of either the scope or cost, the second ranked team will be invited to negotiate, and so on.
9. COST PROPOSAL
A cost proposal shall be submitted under separate cover to [email protected] with Legislative Support Services in the subject line. The cost proposal will be analyzed and negotiated in line with the final scope of work prior to the issuance of a contract for the services identified in this RFP.
10. SELECTION CRITERIA
Highly qualified Consultants will demonstrate the following evaluative criteria listed below, not necessarily in order of importance, specifically in line with the evaluation criteria identified in Section 8:
• Prior experience performing similar types and magnitude of work. • Success and range of experience with previous clients (cities), especially cities of similar size, including quality of work, success in meeting deadlines, success in advocacy work, and related criteria.
• Qualifications and experience of key staff persons proposed to perform the work. • Established structure and program for delivering assignments and ability to adhere to schedules and budgets.
• Specific approach or solutions that align best with the expected scope of work. • Ability to provide updates in a timely manner and understand the City’s priorities.
• Ability to provide a range of services that meet the City’s needs. • Understanding and experience related to local, regional, and state agencies. • Experience in the San Francisco Bay Area.
• Firm organization and location.
11. SELECTION PROCESS
The City ’s Purchasing Officer will recommend to the awarding authority the highest ranked 8 proposer who successfully negotiated scope and project cost with the City. The awarding authority’s acceptance of the proposal will be evidenced by a Notice of Award delivered to the selected consultant.
12. DISCLAIMERS AND RESERVED RIGHTS
The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. This Request for Proposal does not commit the City to award a contract or to pay any costs incurred in the preparation of a proposal or participation in response to this RFP.
The City reserves the right to accept or reject any or all proposals received, waive any irregularities, negotiate with qualified proposers , select firms which, in its opinion, best serve the City’s interests or cancel the Request. The City reserves the right to reject any proposal that is determined to contain false, misleading, or materially incomplete information.
The City reserves the right to require any proposer to submit additional clarifying data or other information the City deems necessary to substantiate the costs presented by the proposer. The City may also require proposer to revise one or more elements of its proposal in accordance with contract negotiations.
13. CONFLICT OF INTEREST DISCLAIMER
As identified in the Professional Consultant Services Agreement (Attachment B) the City may not contract with any Consultant who has or will receive a direct or indirect financial interest in this Agreement, in violation of California Government Code Section 1090 et seq. Consultant also agrees to abide by the City’s rules governing gifts to public officials and employees.
14. CONTRACT REQUIREMENTS
Within ten calendar days of the date the selected Consultant is notified of award by the City it shall execute a standard City of Cupertino Professional Services agreement. The Agreement will define basic contractual relationships with attachments that specify the Scope of Services, compensation schedule, and deliverable schedule. A sample City Professional Services agreement is attached to this RF P as Attachment B. Note that the indemnity and insurance requirements that are included as Attachment C are identified in the agreements and must be accepted without modification.
Business License Requirements: The consultant and their subconsultants must hold or obtain business licenses in the City of Cupertino for any work within City limits. If work for the City of Cupertino is the only business within the City of Cupertino that the firm undertakes, no business license is required per City of Cupertino municipal code.
A completed Internal Revenue Service Form W-9 may also be required to establish the vendor in the City’s Financial System.
Failure of the selected consultant to make a timely submission may result in a rescission of acceptance of the proposal by the City and an award of the contract to another proposer.
Attachment A
Legislative Support Services
Scope of Work
Consultant shall maintain and abide by the following strategic and comprehensive approach to provide state government relations and lobbying services on behalf of the City of Cupertino:
1. Annual Orientation/Introduction
Utilize a comprehensive orientation process that includes meetings with various relevant members of City leadership and key City departments to help understand the needs of the City. This process will also inform the City about the states’ current political climate and funding environment.
a) This includes, but is not limited to, the following tasks:
• Conduct meetings with the City Manager’s Office, City Attorney, and Department Heads where Consultant will provide:
• Summary of past legislative year/session
• Intro and forecast of upcoming legislative year/session • Basic overview of legislative process, as needed, primarily for new staff
• List and contact information of local legislators
• Schedule of Legislative session and important dates
b) Gather information from City staff on legislative interests and priorities from the various Departments.
2. Engage with Legislature and Advocate
Consultant will advocate for the City’s legislative agenda and implement the City’s advocacy plan.
This includes, but is not limited to, the following tasks:
a) Hold monthly meetings with City Manager’s Office staff to provide updates and ensure a high level of legislative and administrative success with the various state government offices.
b) Consultant will use every asset available and engage various techniques to leverage our network of relationships with key stakeholders and decision makers on behalf of the City to further the City’s legislative agenda.
Strategies for advocacy and lobbying will vary depending upon the issues (i.e. bill position, grant funding, state requirements, etc.) as well as the State’s ever changing political climate. Consultant will use the following strategies:
• Identify potential Legislators who can support City priorities • Meet with the members of the Legislature, their staff, and the Governor’s Office
• Meet with the pertinent committee consultants
• Identify and meet with interest groups, lobbying firms and/or coalitions who can be supportive
Attachment A
• Identify and meet with interest groups, lobbying firms and/or coalitions who may be in opposition.
• Assuming legislation is necessary, meet with each member of the various committees the legislation will be referred to in an effort to secure their support for City legislative position prior to each hearing. • Schedule meetings for the City to discuss relevant legislation including briefing materials and talking points for the City and briefing legislative offices and stakeholders on the City’s legislative agenda c) Coordinate Advocacy Trips on an as needed basis: Consultant will work with the City to coordinate advocacy trips to Sacramento to meet with the City’s legislative delegation, as well as legislators that serve on committees relevant to the City’s agenda. Furthermore, Consultant will also schedule site visits by legislators to the City, as needed.
d) Track Legislation: Contractor will identify, analyze, and monitor all bill introductions and amendments relevant to the City’s priorities and assess their potential impact on the City and provide updates to staff at each monthly meeting. Recommend positions the City can take and any amendments the City should request, if any.
e) Legislative Updates: Provide a weekly report, to be sent out every Thursday or Friday, depending upon the legislative calendar. Provide the City with monthly written or oral reports of legislative activity. f) Craft Testimony and Position Letters: With City review and/or approval , Consultant will prepare and submit written and verbal testimony regarding legislation relevant to the City’s positions. Consultant will also draft and deliver, with City approval, position letters to legislators and key officials on specific bill language.
g) Draft Bill Language: Consultant will draft language and amendments for relevant legislation, as required to protect and promote the City’s agenda.
3. Provide Support to City Staff and City Council
Consultant will provide support and be available to City staff for consultation on an as - needed basis. The Consultant will also present and provide updates, reports, and materials for all monthly staff meetings and as needed for City Council meetings.
This includes, but is not limited to, the following tasks:
a) Provide electronic reports, such as summaries, analysis, bill language, amendments, matrices, and committee analysis prior to the meeting(s). b) Attend monthly meetings and present reports to the City Manager’s Office and answer questions.
c) When Council is considering legislation (Spring/Summer), Consultant will prepare reports and materials for upcoming Council meeting, attend meeting (in person or via zoom as agreed to) and be available for questions. d) If Council adopts positions on legislation, Consultant will create draft bill Attachment A
position letters with input from the City within 30 calendar days following the City Council meeting.
e) Consultant will deliver the signed bill position letter to relevant Legislators and stakeholders
f) To support City bill position, consultant will meet with the author's office, the Committee Consultants (from all political parties), Legislative Leadership, all pertinent stakeholders, and provide testimony in each Committee in order to ensure City's position is known and ultimately supported.
4. Funding Opportunities
The Consultant will present and provide updates, reports, and materials regarding funding opportunities for all monthly staff meetings and as needed for City Council meetings.
This includes, but is not limited to, the following tasks:
a) Proactively identify any/all funding opportunities for the City b) Assist in developing project proposals for each potential grant application. c) Set-up a series of “action days” in Sacramento for the City and Consultant to meet with the various State Agencies overseeing the desired funding in an effort to craft a competitive proposal.
d) Meet with Legislator’s and Legislative Committees to seek their input and support on any funding the City is seeking. Likewise, this will provide an opportunity for the City to receive information and provide input on any funding opportunities that may be available or coming available.
5. State Agencies
State Agencies within the State of California have continued to grow as the Legislature has provided many of them with new powers and responsibilities. Moreover, recent state budget investments and legislation have resulted in unprecedented amounts of funding for various projects. Consultant will monitor, analyze, participate and influence agencies with administrative actions of interest to the City.
This includes, but is not limited to, the following tasks:
a) Regulations and funding guidelines will be handled in the same manner as legislative matters outlined in Item 2 “Engage with Legislature and Advocate”, including tasks a) through g) as applicable to State Agencies. b) Will work closely with the City to establish policy direction and will take the necessary steps to best represent the City before the State Agencies.
6. Legislative Wrap-Up
Prepare a wrap-up report on outcomes achieved on an annual basis.
This includes, but is not limited to, the following tasks:
a) Present wrap-up report to City staff in November
Attachment A
b) Create engaging ideas to provide Legislative wrap-up information to Council and community for a City Council meeting in December.
7. Community Engagement and Education (As needed)
Consultant will assist the City in hosting engagement opportunities in order to inform the public about the legislative process and relevant bill information.
This includes, but is not limited to, the following tasks:
a) Make presentations at Council meetings, as needed.
b) Participate in public meetings, workshops, or town halls, as needed. c) Schedule public meetings with legislators, as needed.
8. Prepare and File Lobbying Disclosure Reports
Contractor will prepare and file, on behalf of the City, all applicable lobbying disclosure reports.
This includes, but is not limited to, the following tasks:
a) Complete and send all applicable disclosure reports to City for signing b) Finalize and send reports to necessary agencies