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Fillable Printable Sample Request for Proposal for Legal Services

Fillable Printable Sample Request for Proposal for Legal Services

Sample Request for Proposal for Legal Services

Sample Request for Proposal for Legal Services

SampleRequestforProposalforLegalServices
September2012
ThisisaRequestforProposal(RFP)forLegalServicesthatCommunityActionAgencies(CAA)
mayuseasastartingplacetocreatetheirownRFP.ACAAshouldcarefullyreviewthisRFP
andedititasnecessarytoensurethatitmeetstheneedsofitsorganization.Itisimportant
tonotethat,assetforthintheWorkingwithAttorneyssectionoftheExemplaryLegal
PoliciesandPracticesGuidebook,aCAAmustcomplywiththeprocurementrequirementsset
forthinUniformAdministrationRequirementsforGrantssetforthin2C.F.R.Part215(OMB
CircularA110)whensearchingforanattorneytoretain.ThissampleRFPisnotintendedas
legaladvice.
REQUESTFORPROPOSALFORLEGALSERVICES
FORTHEPERIOD
[DATE]to[DATE]
INQUIRIESANDPROPOSALSSHOULDBEDIRECTEDTO:
[EXECUTIVEDIRECTORORWHOMEVERISDESIGNATEDTORECEIVEINQUIRIES]
[TITLE]
[COMMUNITYACTIONAGENCY]
[MAILINGADDRESS]
[PHONE]
[FAX]
[EMAIL]
2
I. GENERALINFORMATION.
A. Purpose.Thisrequestforproposal(RFP)istocontractforlegalservicestobeprovided
[COMMUNITYACTIONAGENCYNAME]forthe[SPECIFYTIMEPERIODSUCHASCALENDER
YEAR____ORDATERANGE].
B. WhoMayRespond.Onlyattorneyswhoarecurrentlylicensedto
practicelawin[STATE]and
maintainanofficein[CITY,STATE],orlawfirmsincludingsuchattorneys,mayrespondtothis
RFP.
C. InstructionsonProposalSubmission.
1. ClosingSubmissionDate.Proposalsmustbesubmittednolaterthan[TIME]on[DATE]
2. Inquiries.InquiriesconcerningthisRFP
shouldbemailedto:
[EXECUTIVEDIRECTORORWHOMEVERISDESIGNATEDTORECEIVEINQUIRIES]
[TITLE]
[COMMUNITYACTIONAGENCY]
[MAILINGADDRESS]
Oremailedto:[EMAILADDRESSOFEXECUTIVEDIRECTORORWHOMEVERIS
DESIGNATEDTORECEIVEINQUIRIES]
3. ConditionsofProposal.Allcostsincurredinthepreparationofaproposalresponding
to
thisRFPwillbetheresponsibilityoftheOfferorandwillnotbereimbursedby
[COMMUNITYACTIONAGENCY],(hereinafterreferredtoas(CAA).
4. InstructionstoProspectiveContractors.Yourproposalshouldbeaddressedasfollows:
[EXECUTIVEDIRECTORORWHOMEVERISDESIGNATEDTORECEIVEPROPOSALS]
[TITLE]
[COMMUNITYACTIONAGENCY]
[MAILINGADDRESS]
ItisimportantthattheOfferor'sproposalbesubmittedinasealedenvelopeclearlymarked
inthelowerlefthandcornerwiththefollowinginformation:
RequestforProposal
[TIME][DATE]
SEALEDPROPOSALForLegalServi ces
3

Failuretodosomayresultinprematuredisclosureofyourproposal.Itistheresponsibility
oftheOfferortoinsurethattheproposalisreceivedbyCAA,bythedateandtimespecified
above.Lateproposalswillnotbeconsidered.
5. RighttoReject.CAAreserves
therighttorejectanyandallproposalsreceivedinresponse
tothisRFP.Acontractfortheacceptedproposalwillbedraftedbaseduponthefactors
describedinthisRFP.
6. Smalland/orMinorityOwnedBusinesses.EffortswillbemadebyCAAtoutilizesmall
businesses,womenand/orminority
ownedbusinesses.Offerorqualifiesasasmall
businessfirmifitmeetsthedefinitionof"smallbusiness"asestablishedbytheSmall
BusinessAdministration(13C.F.R.§121.201
).
7. NotificationofAward.ItisexpectedthatadecisionselectingthesuccessfulFirmwillbe
madewithinfour(4)weeksoftheclosingdateforthereceiptofproposals.Upon
conclusionoffinalnegotiationswiththesuccessfulFirm,allOfferorssubmittingproposalsin
responsetothisRequestfor
Proposalwillbeinformed,inwriting,ofthenameofthe
successfulconsultant.Itisexpectedthatthecontractshall[DESCRIBETYPEOFCONTRACT,
FOREXAMPLEWILLITBEAONEYEARFIXEDPRICECONTRACTWITHOPTIONFOR
RENEWALORWILLITBEACONTRACTFORAWORKPERFORMEDWITHIN
ASPECIFICTIME
PERIODWITHARETAINERANDADDITIONALFEESCONSIDEREDONAMONTHLYBASES].
D. DescriptionofEntity.CAAisaCommunityActionAgencythatserves[COUNTIES]in[STATE].
CAAisa[NONPROFITCORPORATION/PUBLICENTITY]and[IFNONPROFIT,hasbeen
determinedtobeexemptfromFederalincometax
underSection501(c)(3)oftheInternal
RevenueCode].CAAhasanannualbudgetofapproximately[DOLLARS]andisgovernedbya
[NUMBEROFBOARDMEMBERS]membervolunteerBoardofDirectors,whichmeets
[NUMBER]timesperyear.CAAemploys[NUMBER]people.Administrativeofficesarelocated
at[ADDRESS].Otherofficesarelocated
throughout[COUNTIES].
CAA’smission[DESCRIPTIONOFMISSION,FOREXAMPLE,CAA’Smissionistoempower people
tomovefrompovertytoselfsufficiency.Itaccomplishesthisgoalthroughavarietyof
programs,financedprimarilybyfederal,state,andlocalgrants,includingthefollowing:Head
Startandotherchildandfamilydevelopment
programs;HomeEnergyAssistance;Rental
Assistance;TransitionalLivingandHomelessnessIntervention;RunawayandHomelessYouth;
Child/FamilyHealthPlus;andEmergencyFoodandShelter].
II. SCOPEOFSERVICES.TheOfferorshallbereadilyavailabletoperformthefollowinglegalservices,as
requestedbytheExecutiveDirectorand/orBoardofDirectors:
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[LISTLEGALSERVICESDESIRED,FOREXAMPLE:
1. Review,draft,andnegotiatecontractsandleases
2. Adviseoncorporateandtaxexemptor ganizationlegalissues
3. Adviseonindividuallaborandemploymentmatters
4. Reviewpersonnel,fiscalandotherpolicies,aswellascorporatebylaws
5. AttendBoardof
DirectorsandCommitteemeetingsasnecessary
6. Adviseongovernmentgrantandcontractissues
7. Adviseonresponsestosubpoenas,courtorders,andrequestsforinformationfromthird
parties
8. Defendlawsuits,administrativeclaims,orotherlegalclaims
9. Conductlitigationasnecessary
10. Otherlegalservicesasneeded]
Although
itispreferableforanattorneyorfirmtosubmitaproposalcoveringalloftheaboveareas,
CAAwillconsiderproposalsforsubsetsoftheseareas.
Offerorshallbepreparedtosubmitdetailedbillingstatementsforallservicesbilledatanhourly
rate,ifany,brokendownintotimeincrements
ofnomorethanaquarterhour.Offerorshall also
includesummariesofworkperformedandtimespentonservicesperformedundertheflatmonthly
fee,asdiscussedbelow.
III. PROPOSALCONTENTS.TheOfferor,initsproposal,shall,asaminimum,includethefollowing;
A. LegalExperience.TheOff eror
shoulddescribeitslegalexperience,includingthenames,
addresses,contactpersons,andtelephonenumbersofatleastthreeclients,preferably
includingclientssimilartoCAA.Experienceshouldincludethefollowingcategories:
[LISTEXPERIENCEDESIRED,FOREXAMPLE:
1. Experienceadvisingnonprofitorganizations.
2. Experienceadvisingclientsconductingsimilarprogramsandgovernmentfunded
services.]
B. Organization,Size,Structure,andAreasofPractice.IftheOfferorisafirm,itshoulddescribe
itsorganization,size,structure,areasofpractice,andofficelocation(s).Indicate,ifappropriate,
ifthefirmisasmallorminority/ownedbusiness.AlsoincludecopyofEqual
Opportunity/AffirmativeActionPolicy,ifthe
firmhasone.
C. AttorneyQualifications.TheOfferorshouldhaveexperienceinthefollowingareas:[LIST
EXPERIENCEDESIRED,FOREXAMPLE:nonprofitandtaxexemptorganizations;realestate,
includingbondfinancing;governmentgrantsandcontracts;laborandemployment;and
generalbusinessoperations.]TheOfferorshoulddescribethequalificationsofattorneys
tobe
assignedtotherepresentation.Descriptionsshouldinclude:
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1. Professionalandeducationbackgroundofeachattorney.
2. Overallsupervisiontobeexercised.
3. Priorexperienceoftheindividualattorneyswithrespecttotherequiredexperiencelisted
above.Onlyincluderesumesofattorneyslikelytobeassignedtotherepresentation.
Education,positioninfirm,yearsandtypesof
experience,andcontinuingprofessional
educationwillbeconsidered.
D. Price.TheOfferor'sproposedpriceshouldincludeinformationonthehourlybillingratesof
eachattorneyorotherlegalstaffwhoisexpectedtoworkonthisrepresentationandcharges
forexpenses,ifany,suchaslegalresearch,copies,andfaxes.
Alsoincludeamonthlyflatfee
thatwouldbechargedtoadviseonroutinemattersthatcouldbehandledoverthetelephon eor
otherwisewithoutextensiveresearchorotherlegalwork.CAAreservestherighttonegotiate
withtheOfferoronthestructureofthebillingand/or retainerfee.
IV.
PROPOSALEVALUATION
A. SubmissionofProposals.Allproposalsshallincludeanoriginaland[NUMBER]copies.
B. EvaluationProcedureandCriteria.CAA’sExecutiveDirectorandappropriatestaffwillreview
proposalsandmakerecommendationstotheBoardofDirectorsforfinalapproval.The
ExecutiveDirectorand/orBoardofDirectorsmayrequesta
meetingwithsomequalified
Offerorspriortofinalselection.Proposals willber eviewedinaccordancewiththefollowing
criteria:
[LISTCRITERIABYWHICHYOUWILLBEREVIEWINGTHEPROPOSALS,FOREXAMPLE:
1. Proposedapproachtoscopeofwork.
2. Levelofexperienceoftheindividual(s)identifiedtoworkonthis
matter.
3. TheOfferor’sexperiencewithsimilarclientsandlegalmatters.
4. Responsefromreferences.
5. Cost.
6. Interviews,ifconducted.]
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