REQUEST FOR PROPOSAL - Stratford

1 THE CORPORATION OF THE city OF Stratford REQUEST FOR PROPOSAL RFP13 - 08 FOR Legal Services for a Period of Three (3) Years Closing Date: Wednesday, January 15, 2014 Closing Time: 2:00 , Local Time LATE BIDS WILL NOT BE ACCEPTED Purchasing Department The Corporation of the city of Stratford REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years THE CORPORATION OF THE city OF Stratford FORM OF OFFER REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years RFP13 - 08 Closing Date: Wednesday, January 15, 2014 2:00:00 , Local Time To receive consideration, all submissions must be time-stamped in Purchasing Department, prior to the above noted closing time.

2 Please submit your response in accordance with the Bid REQUEST Document (which may include: Instructions, Terms and Conditions, Specifications, etc.), clearly labelled with the following address: Manager of Financial Services, Corporate Services Department, The Corporation of the city of Stratford , This Bid Is Submitted By: Full Legal Name of Firm_____ Name of Contact_____ Address_____ city _____ Province _____ Postal Code_____ Email Address_____ Telephone_____ Fax _____ By my signature hereunder, it shall be understood that I have read, understood and agree to abide by the instructions, terms, conditions and specifications contained in this REQUEST Document, including the Proponent Information Package and any/all Special, Standard, and/or Supplementary Instructions and Terms, Addenda No.

3 _____ to _____ . 2 The Corporation of the city of Stratford REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years TO THE MAYOR AND COUNCIL OF THE CORPORATION OF THE city OF Stratford I _____of the _____ (Declarant s Name) of_____ in the _____ ( city / city ) (Region/County) make the following declaration on behalf of _____ (Firm Name) (hereinafter referred to as the Proponent ) and I have authority to make this declaration on behalf of and to bind the Proponent to its contents. I declare: 1. THAT no person, firm or corporation other than the one that is submitting this bid has any interest in this bid or in the contract offered thereby.

4 2. THAT I have adequate and sufficient authority to bind the person, firm or corporation that is submitting this bid. 3. THAT this bid is made without any connection, knowledge, comparison of figures or arrangement with any other company, firm or person making a bid for the same work and is in all respects fair and without collusion or fraud. 4. THAT no member of the city Council, or any officer of The Corporation of the city of Stratford (the city ) is, or will become interested directly or indirectly as a contracting party of otherwise in or in the performance of the contract, or in the supplies, work or business to which it relates or in any portion of the profits thereof, or of any such supplies to be used therein or any of the monies to be derived there from.

5 5. THAT the matters stated in the said bid are in all respects true. 6. AND AGREE that this bid is to continue open for acceptance until a formal agreement is executed to the successful proponent(s) or for one hundred and twenty (120) days following the bid closing date, whichever occurs first and that the city may, at any time within that period, without notice, accept this bid whether any other bid has been previously accepted or not. Authorized Signature _____ Title _____ Name _____ (Please Print) (Failure to sign here may result in rejection of this submission.)

6 3 The Corporation of the city of Stratford REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years TABLE OF CONTENTS Form of Offer ..2 Executive Summary ..5 Special Instructions for Bidding and Proposing ..7 Special Terms and Conditions of Contract ..13 Appendix A: Form Retainer Agreement ..23 4 The Corporation of the city of Stratford REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years EXECUTIVE SUMMARY 1. GENERAL The Corporation of the city of Stratford ( city ) will retain qualified legal counsel on an as-needed basis for each of the practice areas listed below.

7 The city is willing to retain multiple law firms to fulfill these practice areas, and encourages law firms who specialize in one or all of these areas to apply for the position(s) outlined in this RFP. 2. CONTRACT TERM The term of the contract(s) will be (3) years. The contract(s) may be extended at the city s discretion for an additional two (2) one (1)-year terms. 3. SCOPE OF WORK The city of Stratford will enter into an agreement with individual(s) or firm(s) in each of the following practice areas whom the city can retain on a case-by-case basis: 1.

8 General Municipal Law; 2. Municipal Finance, Tax and Assessment; 3. Environmental Law; 4. Real Estate Law; 5. Construction Law 6. Municipal Planning Individuals and law firms may submit proposals to provide legal services in one, some, or all of the practice areas listed above. Proponents may submit proposals for any or all of these practice areas, and depending on the results of the evaluation, proponents may be chosen to be listed in more than one practice area. Each practice area may require a different number of individuals or firms and the city reserves the right, at its sole discretion, to hire the optimal number of individuals or firms in each practice area.

9 A general description of the city s anticipated needs in each of the practice areas is provided below. Please note that these are general descriptions only, and chosen proponents may be required to provide additional services in their practice areas as needed. 1. General Municipal Law: Provide opinions on the Municipal Act and other applicable legislation, procedural and governance matters, privacy legislation, social and public housing matters, municipal bylaw enforcement and other issues arising from the general operations of the city . Work may include drafting and negotiating corporate and commercial contracts, and attending Council or other committee or staff meetings to provide opinions and make presentations on legal issues as necessary.

10 5 The Corporation of the city of Stratford REQUEST for PROPOSAL for Legal Services for a Period of Three (3) Years 2. Municipal Finance, Tax and Assessment: Provide opinion on matters related to municipal finance, tax and assessment issues, and representing the city in assessment hearings and tax appeals before the Ontario Municipal Board, the Assessment Review Board, the Ontario Superior Court of Justice or higher courts as required. 3. Environmental Law: Provide advice and representation on matters in relation to environmental protection and applicable legislation that impacts the city .