Request for Quotes for Legal Services

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1 May 2 nd 2016 Request for Quotes for Legal Services SUMMARY Central Oregon Intergovernmental Council (COIC) requests quotes from private law firms to provide various legal services. AGENCY DESCRIPTION COIC is a Council of Governments organized under ORS 190 by the three counties and eight cities of Central Oregon. COIC is governed by a 19-member board, made up of an elected official appointed by each of the member governments including the counties of Crook, Deschutes, and Jefferson; and the cities of Bend, Culver, La Pine, Madras, Metolius, Prineville, Redmond, and Sisters. Additionally, the board is composed of appointed members representing business, chambers of commerce, education, and workforce development. Since 1972, COIC has served Central Oregon, working together with our community partners to create and sustain a healthy regional economy. Formed initially to conduct regional planning and infrastructure project prioritization, COIC has evolved into the diverse organization it is today by changing as Central Oregon changes. COIC works with individuals, with businesses, and with entire communities. As a Council of Governments, COIC is one of the few organizations in the region that involves all three counties, eight cities, and representatives from key economic sectors in policy making, program planning, and delivery. Through program offerings in employment and training, community and economic development, transportation, and business loans, COIC is able to offer several valuable services to the community. Over the years, COIC has grown from a single basement office in Bend to local offices in Bend, Klamath Falls, Lakeview, La Pine, Madras, Prineville, and Redmond. COIC employs over 120 people and has an annual budget of $20,000,000.00, approximately $10, of which is spent on legal services. Unlike a municipal government that has the ability to levy taxes to provide services, COIC relies solely on grants, contracts, and local match to provide specific services that are needed within the regions served. One reason that COIC has grown so much over the years is that Central Oregon has changed. The economy has expanded, population has increased, economic dependency has changed, and the area has undergone significant structural changes. COIC has proven

2 important to the region by providing both technical expertise and a cooperative structure for the region to come together, discuss, and tackle many of its challenges. SERVICES REQUIRED A. Review and/or draft contracts with various consultants and funders B. Represent COIC in litigation, as requested C. Provide advice on other various issues, including but not limited to real or potential conflict of interest situations, statute interpretation, and legal interpretations as needed D. Provide such other legal services as may be requested by COIC from time to time E. Draft and/or review policies and procedures F. Provide advice on land acquisition and real estate matters G. Submit Certificates and Assurances to the Federal Transportation Administration H. Assist in developing a transit funding legislative concept statutory review, constitutional review, etc. I. Review COIC bylaws and articles of incorporation PROPOSAL CONTENTS Any firm responding to this RFQ must submit its quote via mail, fax, , or in person. Reponses must be sent to the following: Joe Checketts Staff Accountant Central Oregon Intergovernmental Council 334 NE Hawthorne Avenue Bend, OR Phone Fax jchecketts@coic.org A specific outline must be followed in order to facilitate COIC s review and evaluation of the responses received. A response to this RFQ must include the following sections in the order listed: 1. Transmittal Letter 2. Executive Summary 3. Firm s Expressed Understanding of the Services Required 4. Firm s Responses to the Questions set forth below RFQ QUESTIONS A. Background: 1. Briefly describe your firm s background, size, and history pertinent to the requested services in this RFQ. Indicate which office will service COIC.

3 2. Describe the relevant special services your firm provides, particularly those that may not be offered by other law firms. 3. Has your firm or an attorney in your firm ever been disciplined or censured by any regulatory body? If so, describe the principal facts. 4. Describe your firm s history representing non-profit and/or local government clients. 5. Are there any potential conflict of interest issues for your firm in servicing COIC? If so, describe them. 6. Within the last five years, has your firm, or a partner or attorney in your firm, been involved in litigation or other legal proceedings relating to the provision of legal services? If so, provide an explanation and indicate the current status or disposition of the proceedings. 7. List any professional or personal relationships your firm s attorneys may have with the board and or staff members of COIC. 8. List all attorneys you would expect to render legal services to COIC if your firm is engaged to serve as outside counsel and the area(s) of specialization of each. Describe the role of each attorney who would be assigned to COIC. 9. Please describe your firm s backup procedures in the event one or more attorneys assigned to COIC leave the firm. Identify the key attorney who will be the primary contact and lead counsel in providing services to COIC, whose continuing status as such is an essential element of any contract. B. References: Provide three client references for whom your firm has performed work similar to that requested in this RFQ. C. Insurance and liability: 1. What limitation on liability, if any, do you impose through your contract? 2. Describe the levels of coverage for legal malpractice insurance and any professional liability insurance your firm carries. List the insurance carrier(s) and each carrier s rating by a nationally recognized service. D. Fees: Describe in detail the billing rates, practices, and policies of your firm that would apply if your firm were engaged to serve as COIC s outside counsel.

4 E. Other Information: Describe any other processes, and provide any additional information, that you believe to be relevant to this and your capability to provide the services requested. PROPOSAL SUBMISSION In order to be considered for selection, quotes must be received by 5:00 pm on 05/31/2016. Quotes will be confidential during the selection process. Upon completion of the selection process, all responses, including that of the firm selected, will be a matter of public record. AGENCY CONTACTS AND SELECTION PROCESS Prospective respondents who may have questions regarding this RFQ may contact one of the following: Andrew Spreadborough, Executive Director. aspreadborough@coic.org Bill Caram, Fiscal and Administrative Services Manager. bcaram@coic.org Joe Checketts, Staff Accountant. jchecketts@coic.org Rights Reserved This RFQ does not obligate COIC to complete the RFQ process. COIC reserves the right to amend any segment of the RFQ prior to the announcement of a selected firm. In case of such amendment, all respondents will be afforded the opportunity to revise their proposals to accommodate the RFQ amendment. COIC also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in COIC s best interest to do so. COIC also may, at its discretion, issue a separate contract for any service or groups of services included in this RFQ. COIC may negotiate additional provisions to the contract awarded under this RFQ. Objective of the Proposal Evaluation Process The evaluation process will be structured to secure highly-skilled, diligent, responsive, and experienced professional personnel who will be effective in providing the high quality of legal services that COIC desires. The primary objective of the evaluation process is to select a firm that: clearly demonstrates a thorough understanding of the scope of the engagement and the specific responsibilities entailed possesses adequate resources to handle assigned responsibilities and to handle extenuating circumstances that may arise

5 SCHEDULE assigns highly-skilled, experienced, diligent, responsive, and professional personnel to perform the required duties maintains high ethical standards and reputation is competitive in terms of fees has limited conflict of interest existing between COIC and other clients. The following schedule may be changed if necessary. If the schedule changes, affected responders will be notified. RFQ issuance on: 05/02/2016 Written questions from respondents must 05/13/2016 be received by: Answers to written questions will be 05/17/2016 disseminated on: Proposals due: 05/31/2016 Preliminary decision announced: 06/10/2016 RULES REGARDING CONTACT The quote period begins on 05/02/2016 and ends on 05/31/2016. COIC reserves the right to request additional information from any or all-responding legal counsel to assist it in its evaluation process. Sincerely, Joe Checketts Staff Accountant COIC

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