RFP 2024-842 Municipal Legal Services

Agency:	City of Aztec
State:	New Mexico
Type of Government:	State & Local
NAICS Category:	541110 - Offices of Lawyers
Posted Date:	Nov 9, 2023
Due Date:	Dec 7, 2023
Solicitation No:	RFP 2024-842
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Request for Proposals

RFP # 2024-842

MUNICIPAL LEGAL SERVICES

NIGP #961-49

PROPOSAL DUE DATE/TIME/PLACE:

Thursday, December 7, 2023, 5:00 PM

City of Aztec

Finance Conference Room

201 W Chaco

Aztec NM 87410

FINAL DATE FOR QUESTIONS

Tuesday, November 28, 2023 5:00 PM

Tentative Commission Contract Approval Date

January 9, 2024

For further information contact:

Vanessa Tanner

Purchasing Specialist

City of Aztec

Phone: 505-334-7652

Fax: 505-334-7649

Email: vtanner@aztecnm.gov

I. INTRODUCTION..................................................................................................................................................... 1

PURPOSE OF THIS REQUEST FOR PROPOSALS ............................................................................................... 1

BACKGROUND INFORMATION....................................................................................................................... 1

SCOPE OF PROCUREMENT ............................................................................................................................. 1

PROCUREMENT MANAGER............................................................................................................................ 1

DEFINITION OF TERMINOLOGY...................................................................................................................... 2

II. CONDITIONS GOVERNING THE PROCUREMENT .................................................................................................... 6

A. SEQUENCE OF EVENTS ........................................................................................................................................ 6

B. EXPLANATION OF EVENTS .................................................................................................................................. 6

C. GENERAL REQUIREMENTS .................................................................................................................................. 9

III. RESPONSE FORMAT AND ORGANIZATION ......................................................................................................... 19

A. NUMBER OF RESPONSES .................................................................................................................................. 19

B. NUMBER OF COPIES ......................................................................................................................................... 19

C. PROPOSAL FORMAT ......................................................................................................................................... 20

IV. SPECIFICATIONS................................................................................................................................................. 21

A. DETAILED SCOPE OF WORK .............................................................................................................................. 21

B. TECHNICAL SPECIFICATIONS............................................................................................................................. 23

C. BUSINESS SPECIFICATIONS ............................................................................................................................... 25

V. EVALUATION...................................................................................................................................................... 27

A. EVALUATION POINT SUMMARY ....................................................................................................................... 27

B. EVALUATION FACTORS ..................................................................................................................................... 27

C. EVALUATION PROCESS ..................................................................................................................................... 29

APPENDIX A: ACKNOWLEDGEMENT OF RECEIPT FORM ......................................................................................... 30

APPENDIX B: SUBMITTAL FORM ............................................................................................................................ 32

APPENDIX C: CAMPAIGN CONTRIBUTION DISCLOSURE FORM ............................................................................... 35

APPENDIX D: DEBARMENT/SUSPENSION CERTIFICATION FORM ............................................................................ 38

APPENDIX E: NEW MEXICO PREFERENCE ............................................................................................................... 40

APPENDIX F: COST RESPONSE FORM ...................................................................................................................... 42

APPENDIX G: ORGANIZATIONAL REFERENCE QUESTIONNAIRE ............................................................................... 44

APPENDIX H: SAMPLE CONTRACT .......................................................................................................................... 48

RFP 2024-842 MUNICIPAL LEGAL SERVICES

I. INTRODUCTION

A. PURPOSE OF THIS REQUEST FOR PROPOSALS

This Request for Proposals (“RFP”) is not a competitive bid based on price only. The RFP

allows the City to select the Attorney or Law Firm which best meets the needs of the City,

taking into consideration qualifications, price, and service capabilities and other factors

relevant to the City’s policies, programs, administrative resources and budget. The purpose of

the RFP is to solicit sealed proposals to establish a contract for Municipal Legal Services for

the City of Aztec.

B. BACKGROUND INFORMATION

The City of Aztec is located in the northwest corner of New Mexico, 15 miles northeast of

Farmington, New Mexico and 36 miles south of Durango, Colorado. Aztec is the county seat

for San Juan County and has a population of approximately 6,328. The boundaries for the

City encompass a land area of 12.53 square miles. The City owns and operates its, Electric,

Water, and Wastewater and Solid Waste Utilities. The City provides a variety of municipal

services including Police Department, Municipal Court, Community Development, Library,

Community Center, Parks & Recreation, Animal Control, Motor Vehicle Dept, Visitor Center,

and Municipal Airport.

C. SCOPE OF PROCUREMENT

Request for Proposal for Legal Services.

TERM: An agreement for the period not to exceed one (1) year, with an option of renewal

not to exceed 3 (three), one (1) year periods, starting with the effective date of the Agreement.

D. PROCUREMENT MANAGER

1. The City of Aztec has assigned a Procurement Manager who is responsible for the

conduct of this procurement whose name, address, telephone number and e-mail address

are listed below:

Name:

Vanessa Tanner, Procurement Specialist

Address: 201 W Chaco, Aztec NM 87410

Telephone: (505) 334-7652

Fax:

(505) 334-7649

Email:

vtanner@aztecnm.gov

RFP 2024-842 MUNICIPAL LEGAL SERVICES

2. All deliveries of responses via express carrier must be addressed as follows:

Name:

Vanessa Tanner

Reference RFP Name: RFP 2023-842 MUNICIPAL LEGAL SERVICES

Address:

City of Aztec

Purchasing Office

201 W Chaco

Aztec, New Mexico 87410

Please note, Aztec, New Mexico is not a guaranteed delivery area by express carriers.

Responses must be received by the due date and time to be considered, not the date when

delivered to carrier. The City is closed on Fridays (Operating Hours are Monday through

Thursday 7:00am – 6:00pm); documented attempted deliveries by the carrier may be

considered as timely responses IF provided by the date and time proposals are due.

3. Any inquiries or requests regarding this procurement should be submitted, in writing, to

the Procurement Manager. Offerors may contact ONLY the Procurement Manager

regarding this procurement. Other city employees or Selection Committee members do not

have the authority to respond on behalf of the Purchasing Office. Protests of the

solicitation or award must be delivered by mail to the Protest Manager. As A Protest

Manager has been named in this Request for Proposals, pursuant to NMSA 1978, § 13-1-

172, ONLY protests delivered directly to the Protest Manager in writing and in a timely

fashion will be considered to have been submitted properly and in accordance with statute,

rule and this Request for Proposals. Emailed protests will not be considered as properly

submitted nor will protests delivered to the Procurement Manager be considered properly

submitted.

E. DEFINITION OF TERMINOLOGY

This section contains definitions of terms used throughout this procurement document, including

appropriate abbreviations:

“Agency” means the City of Aztec

“Amendment” means a written or graphic instrument issued prior to the opening of Proposal,

which clarifies, corrects, or changes the Request for Proposal.

“Award of Contract” shall mean a formal written notice by the City that a firm has been selected

to enter into a contract for services. Any Award of Contract that has not resulted in a written

contract offer to the Offeror, within 6 months or written notice, shall not be considered an award

for the purposes of the Project Listing Form.

“Business Hours” means 8:00 am thru 5:00 PM Mountain Standard or Mountain Daylight Time,

whichever is in effect on the date given.

RFP 2024-842 MUNICIPAL LEGAL SERVICES

“City” means the City of Aztec

“Close of Business” means 5:00 PM Mountain Standard or Mountain Daylight Time, whichever is

in effect on the date given.

“Confidential” means confidential financial information concerning respondent’s organization

and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act NMSA

1978 57-3-A-1 to 57-3A-7. See NMAC 1.4.1.45. As one example, no information that could be

obtained from a source outside this request for proposals can be considered confidential

information

“Contract" means any agreement for the procurement of items of tangible personal property,

services or construction.

“Contractor" means the offeror selected by the City pursuant to this Request for Proposals..

“Desirable" the terms "may", "can", "should", "preferably", or "prefers" identify a desirable or

discretionary item or factor.

“Determination" means the written documentation of a decision of a procurement manager and

the Selection Committee including findings of fact supporting a decision. A determination

becomes part of the procurement file to which it pertains.

“Electronic Version/Copy” means a digital form consisting of text, images or both readable on

computers or other electronic devices that includes all content that the Original and Hard Copy

proposals contain. The digital form may be submitted using a compact disc (cd) or USB flash

drive. The electronic version/copy can NOT be emailed.

“Evaluation Committee” means a body appointed to perform the evaluation of Offerors’

proposals.

“Evaluation Committee Report” means a report prepared by The Procurement Manager and

Evaluation Committee for contract award. It will contain written determinations resulting from the

procurement.

“Finalist” means an Offeror who meets all the mandatory specifications of this Request for

Proposals and whose score on evaluation factors is sufficiently high to merit further consideration

by the Evaluation Committee.

“Hourly Rate” means the proposed fully loaded maximum hourly rates that include travel, per

diem, fringe benefits and any overhead costs for contractor personnel, as well as subcontractor

personnel if appropriate.

“Mandatory" – the terms "must", "shall", "will", "is required", or "are required", identify a

mandatory item or factor (as opposed to “desirable”). Failure to meet a mandatory item or factor

will result in the rejection of the Offeror’s proposal.

RFP 2024-842 MUNICIPAL LEGAL SERVICES

RFP 2024-842 Municipal Legal Services

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