To: Board of Supervisors
From: Monica Nino, County Administrator
Report Title: Contract for Federal Advocacy Services
☐Recommendation of the County Administrator ☒ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract with Nielsen Merksamer for Federal Legislative Advocacy Services, with an initial term of three (3) years, with two (2) one-year options for extension, with a three-year payment limit of $330,000, as recommended by the Legislation Committee. (100% General Fund)
FISCAL IMPACT:
The initial three-year contract term will include a payment limit of $330,000. (100% General Fund)
BACKGROUND:
The County currently contracts with Thorn Run Partners to perform Federal advocacy and governmental relations services in Washington, D.C. Thorn Run as a firm has served as the County’s federal advocate since 2022. However, Partner Paul Schlesinger has represented the County for approximately 24 years through his tenure at Thorn Run and his prior firm, Alcalde & Fay.
The current Federal advocacy contract currently expires on June 30, 2025. In compliance with the County’s purchasing policies, and in an ongoing effort to ensure competition for the best value for services, a Request for Qualifications was issued under the direction of the Legislation Committee in April 2025 in order to ensure continuous representation.
The calendar of major events related to the RFQs is below:
|
Event |
Date/Location |
|
Request Issued |
April 16, 2025 |
|
Written Questions Due |
by 12:00 p.m. (noon) on April 28, 2025 |
|
Response Due (initial) |
by 12:00 p.m. (noon) on May 6, 2025 |
|
Response Due (extended) |
by 12:00 p.m. (noon) on May 12, 2025 |
|
Interviews |
Week of May 19, 2025 via Zoom |
|
Legislation Committee Recommendation |
June 12, 2025 |
|
Board Award Date |
June 24, 2025 |
|
Contract Start Date |
July 1, 2025 |
On Monday, May 12, 2025 at noon, the requests for qualifications (RFQs) for state and federal Legislative Advocacy Services closed, following a one-week extension provided in an effort to receive additional responses.
Two separate RFQs were posted to BidNet: one for State services, and one for Federal. The two RFQs were posted to BidNet on May 6 to four categories:
• 91826 Communications: Public Relations Consulting
• 91832 Consulting Services (Not Otherwise Classified)
• 91858 Governmental Consulting
• 91564 Media Clippings, Outtakes, Critiques, Summaries, Legislative Bill Tracking Services, etc. (Incl. State, Local, Out-of-State and International)
In addition, a list of approximately 50 emails from state and federal lobbying firms that work with other urban California counties was uploaded into the system. Through these lists, 1,455 individuals were notified about the Federal bidding opportunity, and there were 34 document takers.
Responses Received
At the original schedule bid close time on May 6, two submissions were received for the Federal opportunity. Under the County’s purchasing policy, efforts are to be made to receive three formal bids. The deadline was extended by six (6) days to May 12, and a notification was issued to the two lists to alert interested parties of the extension. A sealed bid process was used, which kept the contents of submissions confidential until unsealed following the final closure.
While additional document takers accessed the materials during the extension, it yielded no additional bids. A total of two bids were received for the Federal opportunity, from BlueWater Strategies and Thorn Run Partners. The bids were unsealed on the afternoon of May 12. On May 13-14, staff reviewed materials to ensure that they were responsive, before coordinating interviews.
Each interviewed firm was provided with the same instructions by email. Interviews were 30 minutes each in length, conducted by Zoom. Each applicant was provided with approximately five minutes for an oral presentation to introduce their firm, team, services, and approach. Following the oral presentation, panelists asked follow-up questions. Visuals or slides were not required, however, sharing screen for slides or materials was permitted.
Interviews and Evaluation
Interviews were scheduled for Wednesday, May 21, in alignment with the published calendar of events. A panel of five evaluators served. Four evaluators were internal, representing Health Services, Employment and Human Services, Contra Costa Water Agency (Department of Conservation and Development), and Supervisor Burgis, the Chair of the Legislation Committee. An outside evaluator, who is the Legislative Director for another large urban county, also served on the panel.
Outcome and Panel Recommendation
Each evaluator used a scoring matrix to evaluate each firm’s written proposal and interview on the same criteria:
• Understanding of Program and Contra Costa County
• Approach to service provision & strategy
• Innovation & Special Resources
• Relevant Experience/Expertise of Key Personnel
• Oral Presentation & Interview
Following evaluation of the written materials and independently scored interviews, a consensus-based approach was used to select the recommended proposals. The panel unanimously recommended Thorn Run Partners to provide federal advocacy services.
A summary of the process, responses, and panel evaluation was provided to the Legislation Committee at their June 12, 2025 meeting. The Legislation Committee was asked to consider advancing a recommendation for award to the full Board of Supervisors. The Legislation Committee considered this matter at its June 12, 225 meeting, and recommended that the Board award the federal advocacy contract to Thorn Run Partners. The recommended contract will start July 1, 2025 to ensure continuous representation.
The initial term is recommended to be three years, with two options for one-year extensions, providing a maximum contract term of five years. The three-year payment limit associated with the initial contract term is $330,000. The contract is to be invoiced and paid on a monthly basis, at the following monthly rates:
• Years 1-2: $9,000/month
• Year 3: $9,500/month
CONSEQUENCE OF NEGATIVE ACTION:
The current federal advocacy contract expires June 30, 2025. Without awarding a new contract, the County will not have federal representation beginning July 1, 2025, during a critical time in the federal budgetary process and policymaking.