Special Hearing Officer

City of Union City Request for Proposals from Law Firms to Serve as

“Special Hearing Officer” for the City of Union City for the

Period January 1, 2026 through December 31, 2026

Introduction

Pursuant to the Fair and Open Process described under N.J.S.A. 19:44A-1, et seq., the City of Union City (“City”) seeks proposals in response to this Request for Proposals (“RFP”) from law firms licensed to practice law in the State of New Jersey that wish to serve as a Special Hearing Officer to the City as directed by the Corporation Counsel, the Board of Commissioners or other appropriate official within the City for contract period from January 1, 2026 through December 31, 2026. All candidates are required to comply with N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. as amended.  (Affirmative Action.  See Exhibit A included herewith).  The successful firm must have significant experience in representing New Jersey municipalities as a hearing officer.  The successful firm will provide the City with the following services relating to, but not necessarily limited to:

1. Serving as a hearing officer for various civil disputes including, but not limited to, disputes as to the imposition of tax liens, license revocation, suspension or termination, disciplines of all kinds;
   
   
2. Prepare detailed findings of fact and conclusions of law with respect to hearings;
   
   
3. Render fair and impartial decisions with respect to hearings;
   
   
4. Legal research and/or advisory opinions as needed;
   
   
5. Attend meetings of the Governing Body upon request;
   
   
6. Any other matters as directed by the City; and
   
   
7. Extensive civil trial experience.
   
   
8. The vendor shall provide monthly billing statements that include a brief statement showing the original amount of the Contract, any increases established by amendment to the Contract, the amount previously billed under the Contract, and the total amount of unbilled funds remaining available under the Contract, and the total amount of unbilled funds remaining available under the Contract after deduction of the most recent amount billed.  A copy of each billing statement shall be made available to the State Fiscal Oversight Officer upon request.

Each candidate shall submit proof of business registration with the New Jersey Division of Taxation (P.L. 2004, C.57) prior to the award of contract, but preferably with their proposal,  and must comply with the Affirmative Action requirements contained at N.J.A.C. 17:27 et seq. (See Exhibit A included herewith).

Proposers are advised that the contract with the successful proposer will permit the City to make payments to the successful proposer for approved services in accordance with, and within the time permitted by, the law governing prompt payment of public contracts for the purchase of goods and services.

Professional Information and Qualifications

Copies of this standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk.  In addition to the forms included herewith, each interested firm shall submit the following information:

1. Name of Firm;
   
   
2. Address of principal place of business and all attorneys or firm’s offices and corresponding telephone and fax numbers.  Please note specifically which attorneys will be assigned to work with the City;
   
   
3. Areas of Practice;
   
   
4. Description of firm’s attorneys’ education, experience, qualifications, number of years with the firm and a description of their experience with projects similar to those described above;
   
   
5. Experience related to representation of public entities with regard to administrative hearings;
   
   
6. At least four (4) references, three (3) of which must have knowledge of your representation of a public entity;
   
   
7. Proven experience representing public entities on administrative issues;
   
   
8. The firm’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
   
   
9. Cost details, including the hourly rates of each of the individuals who will perform the services and the time estimates for each individual, all expenses, and where appropriate, total cost of “not to exceed”;
   
   
10. Statement of Ownership Disclosure (c.52:25-24.2) (form provided);
    
    
11. Disclosure of investment Activities in Iran Form (prior to the award of contract but preferably with the proposal. Form provided);
    
    
12. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus (Prior to the award of contract but preferably with the proposal. Form provided);
    
    
13. Business Registration Certificate (prior to the award of contract but preferably with the proposal);
    
    
14. Statement, see attached, executed by a corporate officer, member, partner or sole proprietor certifying that there are no prior or pending ethics complaints against them or their company; and
    
    
15. The successful proposer must comply with the requirements set forth in the Mandatory Equal Employment Opportunity language included herewith (Exhibit A).

Selection Criteria

The selection criteria used in awarding a contract or agreement for professional services as described herein shall include:

1. Qualifications of the individuals who will perform the tasks and the amounts of their respective participation;
   
   
2. Experience and references;
   
   
3. Ability to perform the task in a timely fashion, including staffing and familiarity with the subject matter;
   
   
4. Cost competitiveness.

Submission Requirements

Sealed proposals will be publicly opened by the Union City Clerk in her offices at Union City Hall, 3715 Palisade Avenue, Union City, at 2:15 P.M. on November 21, 2025.  The sealed proposal must be received no later than 2:15 P.M. on November 21, 2025 by:

Hilda I. Rosario, City Clerk

City of Union City

3715 Palisade Avenue

Union City, New Jersey 07087

Please submit one original and two (2) copies of the RFP.  Use white 8 ½” x 11” paper.

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