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Bid Number: 2019-005
Bid Title: VILLAGE ATTORNEY SERVICES RFP # 2019-005
Category: Requests for Proposal
Status: Closed

Description:

REQUEST FOR PROPOSAL

 FOR

VILLAGE ATTORNEY SERVICES

RFP # 2019-005

Project name:    VILLAGE ATTORNEY SERVICE

Contracting Agency: Village of Angel Fire

 Address: PO Box 610,

3388 Mountain View Blvd.

Angel Fire, NM 87710

Telephone: 575-377-3232

Open Date:  Wednesday, July, 10th, 2019

Closing:  Monday, August, 12th, 2019

DEADLINE SUBMISSION: All Proposals must be received no later than

 3:00pm Mountain Standard Time (MST) Monday, August 12th,  2019.

FULL RFP 2019-005 CAN BE VIEWED AT

http://www.angelfirenm.gov/


REQUEST FDR PROPOSAL FOR VILLAGE ATTORNEY SERVICES RFP # 2019·005

  1. GENERAL INFORMATION.

  1. Purpose.    The Village of Ange! Fire is seeking a law firm or individual attorney to provide Village Attorney services on a contract basis. Law firms and attorneys are invited to submit a proposal for the provision of these services. In order to be considered, proposal must address each of the concerns requested in this document, including rates and fees.

  1. Who May Respond:       Only Attorneys who are currently licensed to practice law in the State of New Mexico, and are in good standing with the New Mexico Bar Association. Experience with New Mexico municipalities and knowledge of New Mexico Law, Contract Law is preferable.

  1. Instructions on Proposal Submission.

1.  Proposal shall be submitted in a sealed envelope, clearly marked on the outside of the envelope, "Village Attorney Services" and RFP #-2019-005 and directed to Chief Procurement Officer (CPO) Fabian Mascarenas

2.  An original document and 5 copies should be submitted in the packet. A separate envelope with fees and rate schedule should also be submitted and be placed in this packet,

3. Closing Submission Date. Proposal must be submitted no later than 3:00 pm Mountain Standard Time {MST) on Monday, August 12th, 2019, to the address provided below. Note that there is no guaranteed overnight delivery to the Village of Ange! Fire, NM.

A. INQUIRIES AND PROPOSAL SHOULD BE DIRECTED TO:

Chief Procurement Officer, Fabian Mascarenas Village of Angel Fire

PO Box 610, 3388 Mountain View Blvd.

Ange! Fire, New Mexico 87710

(575) 377-3232 ext. 131

(505) 316-1951


  1. Conditions of Proposal. All costs incurred in the preparation of a proposal responding to this RFP will be the responsibility of the Offeror and will not be reimbursed.

  1. Right to Reject and Terminate RFP, The Village of Angel Fire reserves the right to reject any and all proposals received in response to this RFP.  A contract for the accepted proposal will be drafted based upon the factors described in the RFP. Should the Village of Angel Fire determine that the RFP needs to be terminated, The Village reserves the right to terminate all or part of this RFP at any time and for any reason.
    1. Small and /or Minority Owned Businesses.  Efforts will be made by The Village of Angel Fire to utilize small businesses, women and/or minority owned businesses. Offeror qualifies as a small business firm if it meets the definition of "small business'' as established by the Small Business Administration (13 C.F.R.§121.201).
      1. Notification of Award. It is expected that a decision selecting the successful Firm will be made within a (2) week of the closing date for the receipt of proposals. Upon conclusion of final negotiations with the successful Firm and confirmation of the Village of Angel Fire Council, all Offeror's submitting proposals in response to this Request for Proposal will be informed, in writing, of the name of the successful consultant. It is expected that the contract shall be for a total of four years and reviewed on an annual basis.
        1. The Village of Angel Fire has a population of approximately 1,216 and is a full- service village, providing its residents with administration, police and fire services, community development, public works, and recreational services.

  1. Scope of Work:
    1. General municipal counsel for the Village Attorney includes but not limited to: (1) as director of law department, having charge of all litigation in which the village is a party; (2) representing the village in all legal matters and proceedings in which the village is a party of or has interest in, or in which any of its officers are parties in their official capacity; (3) advising the Village Council or any committee or member thereof, and the heads of all departments, and all other officers and agencies of the Village as to all legal questions affecting the Village interests; (4) approving as to form all ordinances, contracts, deeds, bonds and any other documents to be signed in the name of, or made to or with, the

Village.

8,     Basic legal services include:

(1)   Reviewing or drafting ordinances, resolutions, contracts, agreements, deeds, easements;

(2)   providing advice regarding government operations, elections, open meeting, open records, Village ordinances, State law, routine matters, personnel matters,


and property matter including real estate acquisition and sale, annexation, zoning, condemnation and public finance;

(3) Reviewing agendas and materials for Council meetings, anticipating and preparing legal advice on items to be addressed at Council meeting, and attending council meeting which are generally held twice a month.

(4) Providing legal opinions upon request.

C.         The Village Attorney will be required to provide a detailed, itemized billing on a monthly basis, in order to avoid misunderstanding, a standing request exists for legal review of contracts, ordinances and resolutions presented to Council for consideration at its regular meeting in addition to anticipating and preparing legal advice on issues up for consideration, further a request for legal services exists upon phone or written request of the Village Mayor or Village Manager. For all other requests, including citizen's inquires, approval by Village Manager prior to commencement of service is required. Village Attorney will be required to generally familiarize himself/herself with general municipal law and keep abreast of legislation affecting Village outside the scope of billable services.

3, REQUEST INFORMATION:

  1. Firm or individual name and contact information, including e-mail and website addresses and year organized.
  2. Summary of qualifications, specializations, experience (including municipal), professional affiliation, special training, availability, New Mexico Bar license numbers, and contact information for key personal and proposed lead and back-up attorneys for the Village.
    1. Information on any previous experience or services provided, including municipal experience, such as general Village Attorney services, Village-related court cases, condemnation, eminent domain, zoning, litigation experience, list of past or present municipal clients, etc.
      1. List of clients you currently represent that could cause a conflict of interest with your responsibilities as Village Attorney, describe how you would be willing to resolve these or any future conflicts of interest.
      2. If you or your firm have filed any litigation in the past five years in which the Village or one of its employees was named as a party, please describe the case(s).

F,   Other factors or special considerations you feel would influence your selection.

  1. List of references and contact information.
  2. Proposed hourly rates for each attorney assigned to the Village or any alternative fee structure you propose.

  1. OTHER TERMS AND CONDITIONS:

The Village reserves the right to reject any or all responses. The Village reserves the right to waive any variances from original RFP specifications ln cases where the variances are considered to be, in the sole discretion of the Village, in the best interest of the Village.

All proposals submitted in response to this RFP shall become the property of the Village. The Village retains the right to use any or all information presented in any proposal to the RFP, whether amended or not. Selection or rejection of the proposal does not affect this right.

Contracts shall be awarded to the applicant determined to be best qualified to meet the Village's needs, with a mutually agreeable start date.

This Contract is for the term of three (3) years. It will be reviewed and mutually agreed upon annual to extend one (1) additional year for a total of four (4) years.

5, EVALUATION AND SELECTION CRITERIA:

  • 20 Points - General qualification of the candidate for the position and key support personnel
  • 20 Points - Quality and extent of services available
  • 15  Points-    Experience
    • 5 Points - References
      • 20 Points - Costs
      • 10 Points- Compliance with this Request for Proposal
        • 10 Points - Other criteria which pertain to providing effective legal services such as availability for questions and contact,  timeliness, responsiveness and follow-through

Submission Deadline: All proposals must be received no later than 3:00 p.m. MST, Monday, August 12th, 2019.


CAMPAIGN CONTRIBUTION DISCLOSURE FORM

Pursuant to NMSA 1978, § 13-1-191.1 (2006), any person seeking to enter into a contract with any state agency or local public body for professional services, a design and build project delivery system, or the design and installation of measures the primary purpose of which is to conserve natural resources must file this form with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which  the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period.

Furthermore, the state agency or local public body shall void an executed contract or cancel a solicitation or proposed award for a proposed contract if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official's employees during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement pursuant to the law.

THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE.

The following definitions apply:

"Applicable public political" means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal.

"Campaign Contribution" means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official's behalf for the purpose of electing the official to either statewide or local office. "Campaign Contribution'' includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or

P g: l of 3                                          DFA Disclosure form/April, 2006


unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee.

"Family member" means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law.

"Pendency of the procurement process" means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals.

"Person" means any corporation, partnership, individual, joint venture, association or any other private legal entity.

"Prospective contractor" means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract.

''Representative of a prospective  contractor" means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor.

DISCLOSURE OF CONTRIBUTIONS:

Contribution Made By:                                                                                                         Relation to Prospective Contractor:                                                                                      Name of Applicable Public Official:   _ Date Contribution(s) Made:                                                                                                                                                                      

Amount(s) of Contribution(s)                                                                                            


Nature of Contribution(s)                                                                                                   


Purpose of Contribution(s)                                                                                                


(Attach extra pages if necessary)

Page 2 of 3                                       DFA Disclosure form/April, 2006


                 

Signature                                            Date


Title (position)

--OR

NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED

FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative.


Signature                                                                              Date


Title (Position)


Publication Date/Time:
7/10/2019 8:00 AM
Closing Date/Time:
8/12/2019 3:00 PM
Contact Person:
Chief Procurement Officer
Fabian Mascarenas
3388 Mountain View Blvd
PO Box 610
Angel Fire, NM 87710
575-377-3232 x131
fmascarenas@angelfirenm.gov
Business Hours:
8:00 am to 5:00 pm M - F
Fax Number:
575-377-3280

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