City of Union City Request for Proposals from Law Firms Interested in Serving as Special Counsel to the Library
Board of the City of Union City for the Period
January 1, 2025 through December 31, 2025

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 provide general counsel and litigation services to the Library Board of the City of Union City (“Board”) as directed by the Board or other appropriate official within the City for a contract period from January 1, 2025 through December 31, 2025. The successful firm must have significant experience in representing New Jersey municipal library boards, including knowledge of the law and administrative code regulations governing libraries. If awarded a contract, your company/firm shall be required to comply with the requirements of N.J.S.A. 10:5-31 et seq. and N.J.A.C. 17:27 et seq. (Affirmative Action, see Exhibit A attached hereto). The successful firm will provide the Board with legal guidance relating to, but not necessarily limited to:

1. Legal research and/or advisory opinions as needed;
2. Represent the Library Board in library matters in federal and state courts and administrative forums;
3. Review, analyze and advise the Board on any legal matters before it;
4. Review the monthly library directors’ report and advise the Board as to any legal issues;
5. Attend meetings of the Board or any additional meetings as requested by the Board;
6. Notify the Board of changes in the laws governing libraries or regulations, as well as Court decisions, that impact the Board; and
7. Any other matters as directed by the Board.
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 the proposal, and must comply with the Affirmative Action requirement contained at N.J.A.C. 17:27 et seq. (See Exhibit A attached hereto).

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, City of Union City, 3715 Palisade Avenue, Union City, N.J. In addition to the attached forms, 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 Library Board;
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 New Jersey municipal library boards;
6. At least four (4) references, three (3) of which must have knowledge of your representation of New Jersey library boards;
7. The firm’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);
8. 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, a total cost of “not to exceed” amount;
9. Statement of ownership disclosure (c.52:25-24.2) (form provided);
10. Disclosure of Investment Activities in Iran Form (prior to the award of contract but preferably with the proposal. Form provided);
11. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus (Prior to the award of contract but preferably with the proposal. Form provided);
12. Business Registration Certificate (prior to the award of contract but preferably with the proposal);
13. 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
14. 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; and
4. Cost competitiveness.

Submission Requirements
Sealed proposals will be publicly opened by the Acting City Clerk in her offices at Union City Hall, 3715 Palisade Avenue, Union City, at 9:45 AM on December 27, 2024. Sealed proposals must be received no later than 9:45 AM on December 27, 2024 by:

Hilda I. Rosario, Acting 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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