9-RFP-2413-03261 Legal Advice Help Desks.pdf

COOK COUNTY GOVERNMENT

Office of the Chief Procurement Officer

Request for Proposal (RFP) No. 2413-03261 for Legal Advice Help Desks

Non-Mandatory Pre-Proposal Meeting:

Date: Friday, November 14, 2025.

Time: 10:00 a.m. Local Time – Chicago Web Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?co ntext=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c- 59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d

Questions:

Questions must be submitted in Bonfire no later than: Friday, November 21, 2025, at 12:00 p.m. Local Time – Chicago

Proposal Due Date:

Proposals are due in Bonfire no later than: 10:00 a.m. Local Time – Chicago on Wednesday, December 10, 2025.

Proposal and Questions Must be Uploaded on the Contract Opportunity in Bonfire via:

https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

LATE PROPOSALS WILL NOT BE CONSIDERED

Buyer Contact Information:

Buyer: Luis Cabrera E-Mail: luis.cabrera@cookcountyil.gov

Toni Preckwinkle Raffi Sarrafian Cook County Board President Chief Procurement Officer https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://cookcountyil.bonfirehub.com/portal/?tab=openOpportunities

RFP No. 2413-03261

Table of Contents

1 1 INTRODUCTION

1.1 Overview

1.2 Purpose

1.3 Cook County Background ............................................................................... Error! Bookmark not defined.

2 SCOPE

2.1. Scope of Service

3 SCHEDULE

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

4.2 Availability of Documents

4.3 Pre-Proposal Conference

4.4 Special Access to the Pre-Proposal Conference

4.5 Clarifications

4.6 Submitting the Proposal Package

4.7 Uniformity

4.8 Proposal Material

4.9 Addenda

4.10 Proposer’s Responsibility for Services Proposed

4.11 Errors and Omissions in the RFP

4.12 RFP Interpretation

4.13 Confidentiality and Response Cost and Ownership

4.14 Use of Subcontractors

4.15 MBE/WBE Participation Goals

4.16 Proposer’s Disclosure and Conflict of Interest

4.17 Cook County RFP Format

4.18 Pricing

4.19 Period of Firm Proposal

4.20 Awards

4.21 Cook County Rights

4.22 Alteration/Modification of RFP Content

4.23 Recycling

5 EVALUATION AND SELECTION PROCESS

5.1 Responsiveness Review

5.2 Acceptance of Proposals

5.3 Evaluation Process

5.3.1 Proposer Presentations

5.3.2 Right to Inspect

5.3.3 Best and Final Offer

5.4 Selection Process

6 EVALUATION CRITERIA

6.1 Responsiveness of Proposal

6.2 Technical Proposal

6.3 Price Proposal

6.4 Oral Presentations

6.5 Best and Final Offer

7 SUBMISSION OF PROPOSAL

7.1 Instructions for Submissions

7.1.1 Electronic Submission

7.1.2 Time for Submission

7.1.3 Format

7.1.4 Complete Proposals

7.1.5 Packaging and Labeling

7.1.6 Timely Delivery if Proposals

7.1.7 Late Proposals

7.1.8 Schedule of Revisions to RFP Schedule

7.2 Submission Requirements

7.2.1 Cover Letter

7.2.2 Executive Summary

7.2.3 Qualifications of the Proposer

7.2.4 Proposed Plan of Action, Implementation and Solution

7.2.5 Key Personnel

7.2.6 Subcontracting or Teaming

7.2.7 MBE/WBE Participation

7.2.8 Financial Status

7.2.9 Legal Actions

7.2.10 Conflict of Interest

7.2.11 Economic Disclosure Statement

7.2.12 Cook County Professional Services Agreement (PSA)

7.2.13 Identification of Subcontractor/Supplier/Subconsultant Form

7.2.14 Addendum Acknowledgement Form

7.2.15 Price Proposal

7.2.16 Other

List of Exhibits EXHIBIT I Price Proposal Form

EXHIBIT II Instructions for Submitting electronic Bid/Proposal/Qualification

EXHIBIT III Economic Disclosure Forms

EXHIBIT IV Cook County Professional Services Agreement

EXHIBIT V Addendum Acknowledgement Form

EXHIBIT VI MBE/WBE Utilization Plan forms

EXHIBIT VII Identification of Subcontractor/Supplier/Subconsultant Form

EXHIBIT VIII Electronic Payables Form

1 1 INTRODUCTION

1.1 Overview

The Office of the Chief Judge seeks proposals from qualified firms to operate the help desks below.

Legal Advice Desks for Eviction Court Defendants (“Legal Advice Desks”) The Legal Advice Desks serve the needs of the community by offering accessible free legal services which would otherwise not be available to approximately 4,000 indigent and working-poor civil litigants each year. Located on the Cl Level, 50 West Washington Street of the Richard J.

Daley Center, Chicago, Illinois.

Guardianship Assistance Help Desks for Minors (“Guardianship Assistance”) Guardianship Assistance provides critical assistance to individuals who wish to represent themselves in court seeking to obtain guardianship of minors in the Probate Division of the Circuit Court of Cook County. Guardianship Assistance is located on the tenth floor, 69 West Washington Street, George W. Dunne Administrative Building, Chicago, Illinois.

Domestic Relations Division Help Desks (“DRD Help Desk”) The DRD Help Desk provides legal advice and brief services to self-represented litigants in Domestic Relations Division case. DRD Help Desk is located on the Cl Level, 50 West Washington Street, Richard J. Daley Center, Chicago, Illinois.

DRD and Domestic Violence (DV) Help Desk- Markham Courthouse(“DRD / DV Markham”) The DRD / DV Markham Help Desk serves self-represented litigants with legal advice and brief services at the Markham Courthouse. The Desk provides advice on both Domestic Relations Division and Domestic Violence Division cases. The DRD / DV Markham Help Desk is located in the Sixth Municipal District, 16501 South Kedzie Parkway, Markham, IL 60428.

1.2 Purpose

The purpose of this RFP is to contract with a qualified firm or organization to operate or oversee the operations of the four desks: Legal Advice Desks, Guardianship Assistance, Domestic Relations Division DRD Help Desk in Chicago, and the DRD / DV Markham Help Desk

The Legal Advice Desks requires providing full-time, on-site legal advice, counseling, referral services, and direct representation for pro se litigants in the Forcible Entry and Detainer Section, Municipal District One, Circuit Court of Cook County.

Guardianship Assistance requires a firm or organization to oversee volunteer attorneys from Chicago Volunteer Legal Services (CVLS), who counsel clients on guardianship law and help them prepare necessary court papers and briefs with the assistance from Circuit Court Staff. The qualified firm or organization must be able to make necessary referrals to clients for any additional legal assistance required for guardianship proceedings.

The DRD Help Desk provides full-time on site and remote legal advice and brief extended services to Domestic Relations and Domestic Violence Litigants representing themselves.

The DRD Help Desk- Markham serves self-represented litigants with cases with, amongst other guidance, drafting documents, assisting with prove-up readiness, assisting petitioners with effectuating service, and explaining the civil litigation process generally. The Desk provides advice on both Domestic Relations Division and Domestic Violence Division cases.

Proposers must cover all Help Desks under one contract.

The County intends to award a contract for five (5) years, with two (2) one-year renewal options, subject to a periodic review of performance, the satisfactory negotiation of terms (including a price acceptable to both the County and the selected firm), the concurrence of the Board and the annual availability of funds for appropriation.

1.3 Cook County Background

Cook County Government is a home rule county pursuant to Article VII, Section 6 of the Illinois State Constitution and is governed by a 17-member Board of Commissioners that is elected from single-member districts. The Commissioners and County Board President are elected to four-year terms by the citizens of the County. Cook County represents one of the major metropolitan areas in the state and nation, and contains 112 municipalities, (including the City of Chicago), 30 townships, 221 special districts, and 151 school districts. Cook County is home to 5.09 million residents making it the second most populous County in the United States.

The County’s fiscal year begins on December 1 and ends on November 30. As mandated by state law, the County has principal responsibility for the protection of persons and property, the operation of public health services, the administration of the property tax levy, assessment, collection, and distribution process, and the maintenance of County highways. The obligation to protect people and property, commonly called public safety, is fulfilled by the provision of County judicial and law enforcement services. The Circuit Court of Cook County which is one of the largest unified court systems in the United States, and the County Jail which is one of the largest single site jail facilities on the county, are solely the responsibility of Cook County Government. Also, Cook County Government administers the second largest property taxation system in the United States, with 1.8 million parcels of real estate.

The obligation to provide public health services is fulfilled by the operation of a comprehensive network of medical facilities for the citizens of the County, and provision of services regardless of their ability to pay. Cook County Health (CCH) consists of the Bureau Health Services, John H.

Stroger, Jr. Hospital of Cook County, Provident Hospital of Cook County, Department of Public Health, Correctional Health Services at Cermak, Correctional Health Services at the Juvenile Temporary Detention Center, Ruth Rothstein CORE Center and County Care Health Plan (a managed care program for county residents). The Cook County Board of Commissioners established the Cook County Health Board (CCH Board) in 2008 to provide independent oversight of health care operations. The CCH Board is accountable to the Cook County Board of Commissioners. CCH is included in the reporting entity of Cook County, Illinois as an enterprise fund. As an enterprise fund, CCH’s financial statements are prepared using proprietary fund accounting that focuses on the determination of changes in net assets. Financial position, and cash flows in a manner similar to private sector businesses. Financial statements are prepared on an accrual basis of accounting.

Circuit Court of Cook County Background The State of Illinois is divided into 22 judicial circuits, one of which represents the County of Cook.

Each judicial circuit is a unified court system in which all trial courts are consolidated under a chief judge. The Circuit Court of Cook County (the “Court”) is not only the largest of the 22 judicial circuits in Illinois, it is also one of the largest unified court systems in the world. It was created by a 1964 amendment to the Illinois Constitution which reorganized the courts of our state. The amendment effectively merged the overlapping jurisdictions of Cook County’s 161 courts into one uniform and cohesive court of general jurisdiction.

The chief judge has centralized administrative authority to coordinate and supervise the functions of the Court. Today, Chief Judge Timothy C. Evans and more than 400 judges serve the over 5 million residents of Cook County within the City of Chicago and surrounding suburbs. The Office of the Chief Judge is the Administrative office serving the Court, providing staff and program support necessary to operate the courts. In addition to overseeing and coordinating services for a number of non-judicial offices, the office provides direct and indirect services to the Court, including budget and financial support, court clerks and clerical support, judicial training, legal research, court interpreter services, children's advocacy rooms, advice/help Desks services, human resources, purchasing, and management information services.

The Court's thirteen non-judicial offices under the supervision of the Office of the Chief Judge provide a number of important court-related services as follows:

Adult Probation Department The Adult Probation Department supervises adults sentenced to probation who have been convicted of felonies, including drug-related offenses, domestic battery, criminal sexual assault, retail theft and criminal damage to property, as well as some misdemeanor offenses. The department also administers pretrial services which provide supervision of accused persons released on bond and awaiting trial, as well as victim assistance, intensive probation supervision, home confinement, sex offender supervision and in the future, electronic monitoring.

Forensic Clinical Services Forensic Clinical Services provides comprehensive and diagnostic clinical services to the Court and related agencies under the Court's jurisdiction. The agency employs psychiatric, psychological, and social service methods in the delivery of clinical services and submits clinical opinions and recommendations to the Court. Forensic Clinical Services also provides expert witness testimony where mandated.

Office of Jury Administration The Office of Jury Administration is responsible for providing the pool of qualified jurors for the Court. It accomplishes this goal by mailing out jury summonses to prospective jurors. To address service problems based on hardship, the Court makes every effort to honor requests to be rescheduled to another date or to be transferred to another courthouse. Additionally, the Court gives prospective jurors age 70 or older the option of not participating in jury service under the Court's Opt-Out Program.

Juvenile Court ClinicThe Juvenile Court Clinic is responsible for providing a variety of services to judges and court personnel regarding clinical information in juvenile court proceedings. These services include consultation regarding requests for clinical information, forensic clinical assessments in response to court ordered requests, information regarding community based mental health resources, and educational programs on issues relating to mental health information and court proceedings. Juvenile Court Clinic staff comprise lawyers and mental health professionals who use a multi-disciplinary approach to provide high quality mental health assessments that are relevant, timely, culturally sensitive, and in a form that bridges the legal and mental health fields.

The information contained in the assessment is used by judges, lawyers, and probation officers to help them make informed decisions that promote better outcomes for minors and their families.

Juvenile Probation and Court Services Department The Juvenile Probation and Court Services Department provides a myriad of supervision and intervention programs for minors under the age of 17 who have been found delinquent by the Court. In each case where a child is found delinquent, the Court carefully considers how it can best meet the needs of the child and at the same time ensure the protection of the public. The primary objectives of the Juvenile Probation and Court Services Department are threefold: (1) to respond with a plan of action that builds the competence of the minor; (2) to redirect negative behavior while promoting accountability; and (3) to restore the victim and the community.

Mandatory Arbitration Program The Mandatory Arbitration program is an alternative dispute resolution process for civil suits seeking money damages of $30,000 or less. The process is less formal and less time consuming than a jury trial and is conducted by a three-member panel of arbitrators.

Family Court Services (a part of the Domestic Relations Division) Family Court Services (a part of the Domestic Relations Division), mediates custody and visitation disputes. The counseling service operates under court order and offers emergency intervention and referral services when necessary. Through its Family in Focus program, the service assists with court facilitation of custody disputes and provides supervised visitation for parents who meet the program's qualifications.

The Parenting Education Program known as Focus on Children provides half-day parenting education class sessions. The class addresses parenting in divorce situations, post-decree situations, and never-been-married situations where the parents do not live together. The class is initiated by court order.

Office of the Public Guardian The Office of the Public Guardian represents minors in juvenile court cases involving abuse, dependency and neglect, as well as in contested child custody cases heard in the Domestic Relations Division. The Office of the Public Guardian also acts as guardian of disabled adult wards of the court.

Office of Official Court Reporters The Office of Official Court Reporters employs court reporters licensed by the State of Illinois. An official court reporter uses a stenographic machine to record every word spoken in a court proceeding.

Social Service Department The Social Service Department provides casework services to primarily misdemeanor offenders.

Some misdemeanor offenses include theft, indecent exposure, unlawful use of a weapon, assault and battery. The department develops and implements an individualized supervision plan for each offender and monitors the offender while he or she remains under the court's supervision.

Office of the Chief Judge The Office of the Chief Judge is the principle administrative office serving the Court, providing staff and program support necessary to operate the courts. In addition to overseeing and coordinating services for a number of non-judicial offices, the office provides direct and indirect services to the Court, including court clerks and clerical support, judicial training, legal research, court interpreter services, children's advocacy rooms, advice/help Desks services, human resources, purchasing, and management information services.

2 SCOPE

2.1 Scope of Service

Legal Advice Help Desks Services The Court has operated the Legal Advice Help Desks at, 50 West Washington Street of the Richard J.

Daley Center since 1987, through contracted services. The Desks serve the needs of the community by offering accessible free legal services to approximately 4,000 indigent and working-poor civil litigants each year. The Legal Advice Desks often serve as their sole means of obtaining legal advice.

Many of those using the services of the Legal Advice Desks are minorities. Many are Hispanic, Polish, and foreign born. Approximately 18 percent are disabled. While some Legal Advice Desks cases involve contract or tort matters, most are cases of tenants facing eviction in Eviction Court. The great majority of defendants are in eviction court for nonpayment of rent. In such cases, the Legal Advice Desks may be the tenant’s only hope of either avoiding or delaying eviction. Another important function of the Advice Desks is to assist the Court in promoting the more efficient administration of justice by advising and in some cases representing defendants in court who have difficulty navigating the court system.

The nature of the work provided by the Legal Advice Desks includes interviewing litigants; providing counseling about their legal options; negotiating with opposing counsel on their behalf; assisting them in the drafting of written motions and pleadings; and helping prepare them for self-representation in court. In addition, the Legal Advice Desks provides full representation to approximately 100 clients each year through motion practice, discovery, and trial, if necessary.

Candidates for direct representation are referred to the Legal Advice Desks by judges and their clerks. Either the Legal Advice Desks supervising attorney is called to one of the five Eviction Courts to assist clients or clients are referred to the Advice Desks by the Court. In certain cases, defendants who come directly to the Legal Advice Desks and are unable to represent themselves because of mental or physical disabilities or age are represented in court by the supervising attorney of the Legal Advice Help Desks. Mentally or physically disabled persons and seniors make up the vast majority of the court referrals. These representation services have traditionally been known by the Court as the “Tenant Prejudgment Project.”

Tenant Prejudgment Project The Tenant Prejudgment Project provides prejudgment advice and representation to a selected number of tenants in Eviction. The Tenant Prejudgment Project resulted from the concerns documented in a report published in 1996 by the Lawyers' Committee for Better Housing, Inc., Time to Move: The Denial of Tenants' Rights in Chicago Eviction Court. The report dramatically illustrated the problems associated with the glaring lack of legal representation for tenants facing eviction.

Thousands of Chicago area tenants face displacement proceedings in court each year. The large majority of tenants attempting to retain possession of their homes appear before the Court pro se.

Most are economically disadvantaged, working minorities, often single mothers and their children, who can afford to pay little rent. The prospect of becoming homeless is very real for many of the tenants and their families. Eviction is cited as the second leading cause of homelessness by persons in Chicago's shelters.

The Tenant Prejudgment Project has two components. The first involves the provision of legal counseling and advice to pro se tenants during the “prejudgment” period - meaning before the tenant’s case is ruled on by the judge. Advice Desks staff interview clients, assess the merits of the case, explain the relevant landlord-tenant law to the client, advice clients on strategies and theories for presenting meritorious defenses prior to trial, and refer meritorious cases for representation to legal services organizations. Frequently, Advice Help Desks staff negotiate with the plaintiff’s attorney (or the plaintiff if pro se), work out agreed-upon orders, and appear before the judge for the entry of these orders. The second component of the Tenant Prejudgment Project involves Advice Help Desks attorneys engaging in full representation of clients. While many clients are referred to outside legal services, the Legal Advice Help Desks accepts cases for direct representation which have a combination of merit and compelling circumstances (for example, the client is disabled or elderly, or the client’s case is unlikely to fit within the case-selection criteria for representation by other legal service organizations). For these clients, Legal Advice Help Desks lawyers file an appearance and provide comprehensive representation, including filing any necessary pleadings and counterclaims, conducting discovery, out-of-court negotiation with opposing counsel, and in court representation at trial.

Since the Legal Advice Help Desks has limited resources to provide full representation to most of its tenant clients, it refers most cases to outside legal service providers. Since only a limited number of lawyers are available for such referrals, the Legal Advice Help Desks refers the most complicated meritorious cases, i.e., those in which pro se defendants cannot adequately represent themselves even with pro se advice from the Legal Advice Help Desks. It does not refer the types of meritorious cases where pro se tenants with proper pre-judgment advice and counseling services from the Legal Advice Help Desks can properly represent themselves in court and achieve favorable outcomes.

These include cases where the defendants have technical defenses such as challenging the form of a five-day notice.

It is also important to recognize that many court visitors make use of the Legal Advice Help Desks for general directions or instructions concerning a wide variety of court matters unrelated to landlord-tenant issues. As representatives of the Court, Advice Desks staff is expected to assist such visitors in every way possible.

Legal advice provided to certain tenants through the Tenant Prejudgment Project is essential to allow the selected tenants to understand the issues and law relating to their case.

Requirements – Legal Advice Help Desks The Court and the County are requesting Proposals from qualified firms or organizations to independently operate the Legal Advice Help Desks, for the purpose of providing full-time, on-site legal advice, counseling, referral services, and direct representation for pro se litigants in the Eviction Section, Municipal District One, and Circuit Court of Cook County. As representatives of the Court, the Legal Advice Help Desks staff are expected to be knowledgeable concerning court proceedings, nuances of legal practice in the Circuit Court of Cook County, and Court layouts.

Days and Hours of Operation The selected Proposer shall operate the Legal Advice Help Desks, from 8:30 A.M. Local Time- Chicago to 4:30 P.M., Local Time-Chicago Monday through Friday, year-round, with the exception of court holidays, when the courthouse is closed.

Holidays: New Year's Day, January 1; Martin Luther King, Jr. Day, January 19; Lincoln's Birthday, February 12; Washington's Birthday, February 16; Casimir Pulaski Day, March 2; Memorial Day, May 25; Juneteenth Day, June 19; Independence Day (Observed), July 3; Labor Day, September 7;

Columbus Day, October 12; Veterans' Day, November 11; Thanksgiving, November 26–27; Christmas Day, December 25.

Staffing The Legal Advice Help Desks shall be staffed, at all times, by at least three persons, including: (1) a full-time supervising attorney; (2) a full-time attorney; and (3) a Desks assistant, either a licensed attorney, an unlicensed law school graduate, a law student, or a paralegal. Persons occupying these positions may differ day-to-day, as long as the change in staffing does not disrupt Legal Advice Help Desks operations or diminish the quality of services. Additionally, the selected Proposer must have sufficient legal resources to represent at least 100 clients in court for each program year.

The selected Proposer may be a private legal firm or legal service organization, in the form of a corporation or partnership, or including a not-for-profit organization of sufficient resources and capacity to provide high-quality, uninterrupted services. The selected Proposer shall not be a sole practitioner, unless formally partnered with others with sufficient resources to operate the Desks without an interruption in service.

The full-time supervising attorney must be licensed to practice law before all courts in the State of Illinois. The attorney must be registered and in good standing with the Illinois Registration and Disciplinary Commission of the Supreme Court of Illinois. The full-time supervising attorney must have a minimum of five years in the general practice of law, including the trial of cases in court.

Further, the full-time supervising attorney must have a minimum of five years’ experience in cases involving landlord/tenant, foreclosures, evictions, and other matters routinely heard in the Eviction Section of the Circuit Court of Cook County, Municipal District One.

The full-time supervising attorney must also be licensed to practice law before all courts in the State of Illinois. The full-time supervising attorney must be registered and in good standing with the

Illinois Registration and Disciplinary Commission of the Supreme Court of Illinois. The attorney must have a minimum of two years in the general practice of law, including the trial of cases in court.

Physical Space/Logistics Currently the Legal Advice Help Desks occupies approximately 6,000 square feet of dedicated but open space in Room CL-29. The space is not enclosed by walls or cubicles and does not have dedicated washroom facilities. The selected proposer will provide personnel, supplies, any computer equipment, and other resources necessary to operate the Legal Advice Help Desks to compile statistical information for periodic reporting to the court. The current contractor’s existing information system configuration includes six computers and one printer. Information reports, required quarterly, shall include the number and demographics of clients assisted, the nature of the assistance provided, and details of direct representation services. Demographics shall be defined as age, number in family, address of property, case number, how long in apartment, CHA/non CHA, rent owed, defenses, other extenuating circumstances, i.e. mental/physical handicapped individual in household, language barrier, language spoken, prior evictions, and services provided.

The Court will supply, at no cost to the selected proposer, space and building utilities for operation of the Legal Advice Help Desks, signage, and furniture for both staff and visitors, including six Desks, 27 chairs, and one filing cabinet, telephone service. The Court will also supply a copier, including toners, staples, and paper supplies, at no cost to the vendor. The selected Proposer should consider in its cost proposal all costs for staffing, computers and computer software, printers and any contractual services; such as internet access, equipment maintenance, office supplies, training, travel, and business incidentals.

Guardianship Assistance Help Desks for Minors The qualified firm or organization must be licensed to practice law in the State of Illinois with an expertise in guardianship law and proceedings including, but not limited to, the preparation of the necessary guardianship court papers and briefs.

The qualified firm or organization must be able to make necessary referrals to clients for any additional legal assistance required for guardianship proceedings.

Requirements – Guardianship Assistance The Court and the County are requesting Proposals from qualified firms or organizations to oversee volunteer attorneys from Chicago Volunteer Legal Services (CVLS), who counsel clients on guardianship law and help them prepare necessary court papers and briefs and with the assistance from Circuit Court Staff.

The qualified firm or organization should have previous experience in family law, guardianship matters before the court, or managing a guardianship help Desks, and be able to work in partnership with CVLS attorneys and Circuit Court of Cook County Staff members.

The selected Proposer may be a private legal firm or legal service organization, in the form of a corporation or partnership, or a not-for-profit organization, including an accredited law school, of sufficient resources and capacity to provide high-quality, uninterrupted services.

The selected Proposer shall not be a sole practitioner, unless formally partnered with others with sufficient resources to operate the Desks without an interruption in service.

The selected Proposer may not have any dealings with the Court that would pose a conflict of interest in providing management services for the Guardianship Assistance Help Desks.

Days and Hours of Operation The selected Proposer shall be available to assist the Guardianship Assistance Help Desks, from 8:30 A.M. Local Time-Chicago to 4:30 P.M. Local Time-Chicago, Monday through Friday, year-round, with the exception of court holidays (see below), when the courthouse is closed. Holidays: New Year's Day, January 1; Martin Luther King, Jr. Day, January 19; Lincoln's Birthday, February 12;

Washington's Birthday, February 16; Casimir Pulaski Day, March 2; Memorial Day, May 25;

Juneteenth Day, June 19; Independence Day (Observed), July 3; Labor Day, September 7; Columbus Day, October 12; Veterans' Day, November 11; Thanksgiving, November 26–27; Christmas Day, December 25.

Staffing The Office of the Public Guardian is staffed full-time by Cook County employees. When needed the office engages CVLS, and over the years the Chicago Volunteer staff may have law students assist clientele, but with supervision from licensed attorneys. The CVLS may have between four (4) or five

(5) attorneys available to assist at any given time. On a yearly basis there is a review of the clientele currently utilizing the services being offered.

Physical Space/Logistics The Guardianship Assistance help Desks program for minors is located on the 10th floor of the George W. Dunne Cook County Office Building, Room 1020, 69 W. Washington, Chicago, Illinois.

Domestic Relations Division Help Desk The Domestic Relations Division“DRD” Help Desks serves self-represented litigants with, amongst other guidance, drafting documents, assisting with prove-up readiness, assisting petitioners with effectuating service, and explaining the civil litigation process generally.

Nearly fifty percent (50%) of the litigants in the Domestic Relations Division are self-represented, and there are insufficient legal aid agencies available to support every Cook County litigant in need of representation. The DRD Help Desks provides necessary services to the most vulnerable of these litigants by walking them through the litigant process and providing step-by-step guidance. DRD Help Desks staff shall also support to litigants by counseling them about their legal options, drafting motions and other pleadings, and preparing them for court appearances.

DRD Help Desks staff shall be able to assist litigants that walk-in and shall also have the ability to schedule in-person or virtual follow-up appointments for litigants that require additional support or extended brief services.

Litigants are referred to the DRD Help Desks by the Clerk of the Circuit Court’s Office and the judiciary.

Days and Hours of Operation The Proposer shall be available to assist the DRD Help Desks, from 8:30 A.M. Local Time - Chicago to 4:30 P.M. Local Time - Chicago, Monday through Friday, year-round, with the exception of court holidays, when the courthouse is closed. The Proposer shall be able to assist litigants virtually and in-person during court hours. Holidays: New Year's Day, January 1; Martin Luther King, Jr. Day, January 19;

Lincoln's Birthday, February 12; Washington's Birthday, February 16; Casimir Pulaski Day, March 2;

Memorial Day, May 25; Juneteenth Day, June 19; Independence Day (Observed), July 3; Labor Day, September 7; Columbus Day, October 12; Veterans' Day, November 11; Thanksgiving, November 26–27;

Christmas Day, December 25.

Staffing The DRD Help Desks shall be staffed, at all times, by at least three (3) persons, including: (1) a full-time licensed supervising attorney; (2) a full-time attorney; and (3) a paralegal, unlicensed law school graduate, or legal assistant.

The Illinois licensed supervising attorney shall have at least five (5) years of experience with domestic relations law and extensive experience working with self-represented litigants.

Physical Space/Logistics The DRD Help Desks shall operate out of CL-29 of the Richard J. Daley Center. DRD Help Desks staff shall have the ability to produce basic statistical reports for the Court, including information on number of litigants served, types of issues addressed, number of interactions with each litigant, and the extent of the services provided.

Domestic Relations Division Domestic Violence Help Desk- Markham The DRD / DV Help Desk- Markham serves self-represented litigants with cases at the Markham Courthouse with, amongst other guidance, drafting documents, assisting with prove-up readiness, assisting petitioners with effectuating service, and explaining the civil litigation process generally. The Desk provides advice on both Domestic Relations Division and Domestic Violence Division cases.

Nearly fifty percent (50%) of the litigants in the Domestic Relations Division are self-represented, and there are insufficient legal aid agencies available to support every Cook County litigant in need of representation-- particularly at suburban courthouses. The DRD Help Desk- Markham provides necessary services to the most vulnerable of these litigants by walking them through the litigant process and providing step-by-step guidance. DRD Help Desk- Markham staff shall also support litigants by counseling them about their legal options, drafting motions and other pleadings, and preparing them for court appearances. DRD Help Desk- Markham staff shall be able to assist litigants that walk-in and shall also have the ability to schedule in-person or virtual follow-up appointments for litigants that require additional support or extended brief services. Litigants are referred to the DRD Help Desk- Markham by the Clerk of the Circuit Court’s Office and the judiciary.

Days and Hours of Operation The DRD / DV Help Desk- Markham will operate from 9:00 A.M. to 4:30 P.M., with a 30 minute lunch from 12:30 pm – 1 pm, five days per week, year-round, with the exception of court holidays, when the courthouse is closed. The Contractor shall be able to assist litigants virtually and in-person during court hours.

Staffing One (1) staff attorney for five (5) days a week. The DRD Help Desk- Markham shall be staffed, at all times above, by one 60%-time attorney. The attorney shall have previous experience working with self-represented litigants.

Physical Space/Logistics The DRD Help Desk- Markham shall operate out of Sixth Municipal District 16501 South Kedzie Parkway, in Markham, IL 60428. The DRD Help Desk- Markham staff shall have the ability to produce basic statistical reports for the Court, including information on number of litigants served, types of issues addressed, number of interactions with each litigant, and the extent of the services provided.

3 SCHEDULE

The County anticipates the following Schedule:

RFP Posted to Bonfire Portal Friday, November 7, 2025

Non-Mandatory Pre-Proposal Conference

Friday, November 14, 2025

Proposer Inquiry Deadline Friday, November 21, 2025

Response to Inquiries (Tentative) Friday, November 28, 2025

Proposal Due Date Wednesday, December 10, 2025.

4 INSTRUCTIONS TO PROPOSERS

4.1 Instructions

This RFP provides potential proposers with sufficient information to enable them to prepare and submit proposals. This RFP also contains the instructions governing the submittal of a proposal and the materials to be included therein, including the County requirements, which must be met to be eligible for consideration. All proposals must be complete as to the information requested in this RFP in order to be considered responsive and eligible for award. Proposers providing insufficient details will be deemed non-responsive. The County is not obligated, either to purchase the full services or the products proposed by the proposer, nor to enter into an agreement with any one proposer.

4.2 Availability of Documents

The County will publish its competitive RFP, and other procurement notices, as well as award information at:

Current Contract Opportunities - Cook County (cookcountyil.gov)

Bonfire Vendor Portal - Open Opportunities

Procurement - Awarded Contracts & Amendments | Cook County Open Data (cookcountyil.gov)

Interested proposers should note that, unless otherwise stated in the Bid or RFP documents, there is no charge to obtain a copy of the RFP documents and respond to documents posted for competitive solicitations. Proposers intending to respond to any posted solicitation are encouraged to visit the web site above to ensure that they have received a complete and current set of documents. Some procurement notices may provide a downloadable version of the pertinent documents and any amendments to them, that will be available to proposers after they have completed a simple registration process.

Any proposers receiving a copy of procurement documents from a bid referral service and/or other third party are solely responsible for ensuring that they have received all necessary procurement documentation, including amendments and schedules. The County is not responsible for ensuring that all or any procurement documentation is received by any proposer that is not appropriately registered with the County.

4.3 Non-Mandatory Pre-Proposal Conference

The county will hold a Non-Mandatory Pre-Proposal Conference on the date and time indicated below. Representatives of the County will be available to answer any questions regarding services requested or proposal procedures.

Click the Link Below for the Non-Mandatory Pre-Proposal conference Sign-In:

Prospective proposers attending the Non-Mandatory Pre-Proposal Conference will sign in using the link below. This sign-in link will only be open during the time allotted for the Non-Mandatory Pre- Proposal Conference. Final list of the Non-Mandatory Pre-Proposal Conference attendees will be made available publicly.

https://forms.office.com/g/6vBzd8ME89?origin=lprLink

Click the Link Below to Join the Live Non-Mandatory Pre-Proposal conference:

Date: Friday, November 14, 2025 at 10:00 AM (Local Time – Chicago) https://www.cookcountyil.gov/service/current-contract-opportunities https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data https://datacatalog.cookcountyil.gov/Finance-Administration/Procurement-Awarded-Contracts-Amendments/qh8j-6k63/data https://forms.office.com/g/6vBzd8ME89?origin=lprLink

Web Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v 2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c- 59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d

4.4 Special Access to the Non-Mandatory Pre-Proposal Conference If special accommodations are required for Proposer to participate in the Non-Mandatory Pre- Proposal conference, contact the contact person listed on the cover page of this RFP via email no later than three (3) days before the event.

4.5 Clarifications

All questions/inquiries regarding this RFP must be submitted in writing no later than Friday, November 21, 2025 at 12:00 p.m. Local Time – Chicago only via the link below:

4.6 Submitting the Proposal Package

The Proposal and the Pricing Proposal shall be submitted to the OCPO electronically as per the instruction in Exhibit II – Instructions for Submitting an electronic Bid/Proposal/Qualification. OCPO will not accept hardcopy proposals. The proposer remains responsible for ensuring that its Proposal is received at the time, date, and manner specified. The County assumes no responsibility for any Proposal not so received. Late Proposals will not be accepted.

4.7 Uniformity

To provide uniformity and to facilitate comparison of Proposals, all information submitted must clearly refer to the page number, section or other identifying references in this RFP. All information submitted must be noted in the same sequence as its appearance in this RFP. The County reserves the right to waive minor variances or irregularities.

4.8 Proposal Material

The Proposal material submitted in response to the RFP becomes the property of the County upon receipt by the Office of the Chief Procurement Office and will be part of any contract document for the goods or services which are subject to this RFP.

4.9 Addenda

Should any proposer have questions concerning the conditions and specifications, or find discrepancies in or omissions in the specifications, or be in doubt as to their meaning, they should notify the Office of the Chief Procurement Officer no later than Friday, November 21, 2025, 12:00 p.m. Local Time – Chicago to obtain clarification prior to submitting a Proposal. Such inquiries must reference the proposal due date and the County RFP number.

Any clarification addenda issued to the Proposer prior to the Proposal due date shall be made available to all proposers. Since all addenda become a part of the Proposal, the Addenda Acknowledgement Form (found in Exhibit V) must be signed by an authorized Proposer representative and returned with the Proposal on or before the Proposal opening date. Failure https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2FlNzk3ODEtZThlYy00MTZlLTlhYmYtYjNhNDM3NjAzOWM0%40thread.v2/0?context=%7b%22Tid%22%3a%228b4d55ae-6db4-4e05-a85c-59d6a256cd6e%22%2c%22Oid%22%3a%22ce34c6dd-e0fa-4d3b-bca9-cfd249abb123%22%7d to sign and return any and all addenda acknowledgements may be grounds for rejection of the Proposal.

Interpretation that change the terms, conditions, or specifications/scope will be made in the form of an addendum to the solicitation by the County. If issued, the County will post the addenda on the County’s Bonfire Vendor Portal via:

4.10 Proposer’s Responsibility for Services Proposed

The Proposer must thoroughly examine and will be held to have thoroughly examined and read the entire RFP. Failure of Proposers to fully acquaint themselves with existing conditions or the amount of work involved will not be a basis for requesting extra compensation after the award of a Contract.

4.11 Errors and Omissions in the RFP

The Proposer is expected to comply with the intent of this RFP taken as a whole and shall not avail itself of any error or omission to the detriment of the services or the County. Should the Proposer suspect any error, omission, or discrepancy in the specifications or instructions, the Proposer shall immediately notify the County in writing, and the County will issue written corrections or clarifications. The Proposer is responsible for the contents of its Proposals and for satisfying the requirements set forth in the RFP. Proposer will not be allowed to benefit from errors in the RFP that could have been reasonably discovered by the Proposer in the process of putting its proposal together.

4.12 RFP Interpretation

Interpretation of the wording of this document shall be the responsibility of the County and that interpretation shall be final.

4.13 Confidentiality and Response Cost and Ownership

From the date of issuance of the RFP until contract award, the Proposer must not make available or discuss its Proposal, or any part thereof, with any employee or agent of the County. The Proposer is hereby advised that any part of its Proposal or any other material marked as confidential, proprietary, or trade secret, can only be protected to the extent permitted by Illinois Statutes.

4.14 Use of Subcontractors

The Proposer’s response must include a description of which portion(s) of the work will be subcontracted out, the names and addresses of potential Subcontractors and the expected amount of money each will receive under the Contract. The County reserves the right to accept or reject any subcontractor if in the County’s sole opinion it is in the best interest of the County.

4.15 MBE/WBE Participation Goals

Consistent with Cook County, Illinois Code of Ordinances (Article IV, Section 34-267 through 272), the County has established a goal that MBE/WBE firms retained as subcontractors receive a minimum of 0% (zero) percent of overall estimated expenditures for this procurement. In an effort to continue to promote and expand the participation of certified MBE/WBE firms, the proposer shall make good faith efforts to utilize MBE/WBE certified firms as subcontractors. In its response, a proposer shall state the name(s) of the MBE and WBE subcontractor(s) and the level of participation proposed for each MBE and WBE to be awarded a subcontract and submit the MBW/WBE Utilization Plan Forms (included in this RFP in Exhibit VI).

4.16 Proposer’s Disclosure and Conflict of Interest

The Proposer must complete and return the enclosed "Economic Disclosure Statement & Forms" along with their proposal. In the event that further clarification is required on any of the information provided, the County reserves the right to make any necessary inquiry with a proposer for such purpose. Such inquiry, if made, may include a deadline by which time any necessary clarifying information must be submitted.

4.17 Cook County RFP Format

All proposers will use this solicitation format for submitting their proposal. Variations or exceptions from the specifications and general conditions should be submitted in writing. Such variations or exceptions may be considered in evaluating the offers received. Any exception taken must be noted and included in the proposal. Failure to comply with this requirement may cause a proposer’s proposal to be considered "nonresponsive."

4.18 Pricing

All price and cost information requested in this solicitation should be provided by the proposer.

While price is a factor in the evaluation of responses received, the relevant importance of price may vary based on the nature of the purchase and the related significance of other criteria as may be expressed elsewhere in this solicitation. In evaluating price, the County may give consideration to all cost of ownership factors relevant to determine the total final cost to the County, including but not limited to: administrative cost of issuing multiple awards.