REQUEST FOR PROPOSAL for the City of Glenarden The City of Glenarden, Maryland, ( City ) hereby solicits proposals from individual attorneys and/or law firms to represent the City as its City attorney. The attorney and/or law firm submitting a proposal must be in good standing and licensed to practice law before all courts and administrative agencies of the State of Maryland. The attorney and/or firm selected by the City would serve as legal counsel to the City, and would provide legal advice to the City Council, Mayor, and the City Manager. The City Attorney would work through the City Manager to serve various City boards, committees and commissions on an as-needed basis. The City s selection will be based on its evaluation of the attorney and/or firm s qualifications and experience, client references, the areas of legal services that the attorney and/or firm are willing to provide, an oral presentation (if requested) and the overall fee structure. The City may engage more than one firm for services should that be in its best interest. A copy of the full s is available Monday through Friday, 9:00 a.m. to 5:00 p.m. from the Council Clerk, James R. Cousins, Jr., Municipal Center, 8600 Glenarden Parkway, Glenarden, MD 20706, 301-322-1473. Proposals must be received by the City on or before 5:00 p.m., September 5, 2014. Proposals must be sealed and clearly marked, for the City of Glenarden and given to the Council Clerk. The City will not be responsible for any expenses incurred by an attorney or firm in preparing, submitting or presenting a proposal. All proposals shall provide a straightforward, concise delineation of the attorney's or firm's capabilities to satisfy the requirements of the request. The City reserves the right to waive any informalities in proposals, to accept or reject any or all proposals for any reason, to negotiate with any attorney, law firm, or business and to select one or more of the attorneys and/or law firms deemed to have submitted a proposal that, in the judgment of the City Council, is in the best interest of the City. The City specifically reserves the right to accept more than one proposal and may select more than one attorney and/or law firm to serve as legal counsel to the City. The City intends to hold proposals for a period not to exceed ninety (90) days from the date of the opening of proposals for the purpose of reviewing proposals and investigating the qualifications of the proposers prior to the award of a contract. INTRODUCTION Pursuant to Article IX Personnel, Section 903 City Attorney of the City Charter, the City Council may appoint a City attorney. The City attorney shall be a member of the bar of the Maryland Court of Appeals. The City attorney is the legal advisor to the City and shall perform such duties in this connection as may be required by the Council. His/her compensation shall be determined by the Council. The City Attorney serves at the pleasure of the Council. The Council has the power to employ one or more such legal consultants as it deems necessary from time to time.
The City operates under a City Charter, ordinances, regulations and policies. Like most municipalities, the City is involved in a variety of activities that require a broad range of legal services. REQUIREMENTS A. Scope of Required per RFP The areas of legal work to be provided by the City attorney may include, but not be limited to, the following items. While this list is representative of the areas of work required, it is not exhaustive, and the applicant acknowledges and agrees to perform work in other areas as may be requested by the City, unless contrary to the Code of Professional Responsibility, and acknowledges that some of such work may also be assigned to other attorneys. 1. Advise the Mayor, City Council and City Manager: Advise the Mayor, City Council, City Manager and City committees and boards on legal questions arising in the conduct of City business. 2. Prepare Ordinances, Charter Amendments and Resolutions: Prepare ordinances, charter amendments and resolutions. 3. Render Opinions: Render legal opinions on any municipal legal matter or question submitted to him/her by the Mayor, City Council, City Manager or City committees and boards. 4. Attend Council and Committee Meetings: Attend all regular and special City meetings (regular Council meetings are held on the second Monday of each month at 7:30 p.m. in the Municipal Center, with some exceptions.). As requested, attend other related municipal meetings including work sessions. 5. Application Review: When applicable, provide review, oversight and legal advice concerning permit, zoning, variance, and appeal applications and referrals to the City. 6. Prepare Contract Documents and Legal Instruments: Prepare for execution or review contracts, requests for proposal or bids, deeds, declaration of covenants, easements and other instruments to which the City is party. 7. Prosecute Offenders and Defend City/Officials: When so directed, prepare charges and complaints against, and appear in the appropriate court in the prosecution of, persons charged with the violation of a City ordinance. Defend the City in litigation and defend City officials in any action or claim against them in their official capacity. In those claims where the City s insurance company has appointed legal counsel, the City attorney shall act as liaison counsel for the City. Represent the City in all other litigation matters. 8. Make Reports: Immediately report to the City Manager (or designee) and Mayor and Council the filing of any litigation against the City, update the Mayor and City Council and City Manager on pending litigation on a regular basis, and inform the Mayor and
City Council and City Manager of the final outcome of any such claims. Provide any other reports as directed. 9. Real Estate: Prepare or review deeds, easements and contracts pertaining to real estate and on property being acquired or sold by the City. 10. Keep Records: Keep records as required for attorneys generally and in compliance with rules for retention of local government records. 11. Freedom of Information Act: Advise the City with respect to Maryland Public Information Act requests and records. The City reserves the right, at its discretion, to appoint another attorney and/or law firm to represent the City from time to time in all such matters if the City Council deems such action to be in the best interest of the City. B. Qualifications and Experience of Legal Counsel Attached to this RFP is Appendix A, which requests the identification of all attorneys within the firm who will be providing legal services to the City. After Appendix A has been completed, it must be returned with the proposal of the applicant. The proposal should demonstrate the qualifications, competence and capacity of the attorneys to represent the City in each of the municipal legal service areas listed above. Resumes shall be submitted for each attorney specifically assigned to providing services to the City. Proposals must describe the law firm s expertise in providing municipal legal services in the State of Maryland, specifically those listed above. C. Compensation: Attached to this RFP is Appendix B, which requests hourly rates for legal services. A completed Appendix B must be returned with the proposal of the applicant. Each applicant must state the compensation that will be required for the services of the applicant and must specify the minimum time increment for billing. The City of Glenarden will entertain proposals for payment on an hourly basis only and requires that the rates provided be applicable for at least one year from date of hiring. Itemized bills including the subject matter, date, time, description of service and individual or group requesting the service will be required to be submitted before each payment will be made by the City of Glenarden. Such bills shall be submitted on a basis no more frequently than monthly. Billing for services shall be explained in detail including all support services and costs such as: paralegal, clerical, supplies, mileage, electronic research and other expenses. D. Client References Attached to this RFP is Appendix C, which requests clients and references with addresses and phone numbers who may be contacted by the City of Glenarden in connection with the proposal. A completed Appendix C must be returned with the proposal of the applicant.
E. Contract for Services: Attached to this RFP is Appendix D, which represents the retainer agreement that the attorney or firm selected by the City will be expected to sign. Additional terms and provisions may be included in the contract. The contents of the proposal submitted by the applicant and this will be part of any such contract awarded.
PROPOSAL FORM In order to facilitate comparison of competing proposals, the City requests applicants to complete the following form. Please feel free to attach additional sheets where the information requested is more extensive than the space provided. CONTACT INFORMATION Name of firm: Mailing address: Physical address: Telephone: Fax: E-mail address: Web site address: Name of lawyer proposed as principle City Attorney: Estimated percentage of time he/she spends on municipal legal affairs: %
APPENDIX A: REPRESENTATION Please identify the principle attorneys within the firm who will be providing legal services to the City. Attorney Name: Qualifications/Experience: Attorney Name: Qualifications/Experience: Attorney Name: Qualifications/Experience:
APPENDIX B: COMPENSATION Attorney cost/hour (indicate discount from regular rates if applicable): Associate attorney cost/hour (indicate discount from regular rates if applicable): Paralegal cost/hour (indicate discount from regular rates if applicable): Clerical cost/hour (indicate discount from regular rates if applicable): Other staff cost/hour (indicate discount from regular rates if applicable): Will billable rates for travel include both ways, one way or no charge?: Mileage expense rate, if any is proposed to be charged: Research services cost/hour (e.g. West Law): Other costs (photocopying, fax, telephone expense): Billing practices for services such as informational correspondence (i.e. courtesy copies and e- mails, etc.): Minimum time increment for billing:
APPENDIX C: REFERENCES Client: Address: Contact Person: Phone: Type of Provided: Client: Address: Contact Person: Phone: Type of Provided: Client: Address: Contact Person: Phone: Type of Provided:
APPENDIX D: PROFESSIONAL SERVICES CONTRACT