CM-25-627 Rev 6EL Final~1.pdf

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 1

City of

Long Beach Request for Proposals RFP - CM-25-627

Long Beach Justice Fund Legal Services

Long Beach Justice Fund Legal Services | RFP - CM-25-627 |

Template v3.14.25 | 1

Please read this entire document carefully as it contains important information essential to your proposal

Overview

Summary

The City of Long Beach Office of Equity is seeking proposals from qualified legal service providers to assist low-income immigrant community members with representation and advocacy in navigating removal defense, affirmative applications, and appellate processes, as part of the Long Beach Justice

Fund.

Key Dates

Release Date: July 1, 2025

Questions Due to the City: 11:00 AM (PST), July 15, Proposals Due: 11:00 AM (PST), August 12, 2025

The City reserves the right to modify these dates at any time, with appropriate notice to prospective Contractors.

Proposal Information

Instructions for what to include in your proposal and how to submit it are detailed in Section 4.

Proposals must be submitted electronically via

LongBeachBuys.com.

This is a competitive process, and the City intends to award the opportunity based on the information submitted in the proposal that best meets the needs of the City.

Official Contact

Richard Peoples rfppurchasing@longbeach.gov mailto:rfppurchasing@longbeach.gov

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All communication with the City related to this RFP must be directed to the contact listed above.

Assistance & Resources For assistance using Long Beach Buys, please contact us directly

Customer Service Form rfppurchasing@longbeach.gov

(562) 570-6200

Additional support available for small businesses in Long Beach

BizCare

BizCare staff connect business owners and nonprofit leaders to important resources and information, such as grants, loans, technical assistance, information on City policies, and more.

562-570-4BIZ (4249)

4Biz@longbeach.gov

Request Assistance Form file:///C:/Users/casinoh/Downloads/longbeachbuys.com https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u mailto:rfppurchasing@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/ mailto:4Biz@longbeach.gov https://longbeach.gov/economicdevelopment/business-development/bizcare-program/bizcare-request/

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Contents

BizCare

1 The Opportunity

1.1 Project Summary

1.2 Background

1.3 Goals

1.4 Award Terms

2 Scope of Work

2.1 Description of Services

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

2.2.2 Contract Management

2.2.3 Contract Payment

3 How We Choose

3.1 Minimum Qualifications

3.2 Evaluation Criteria

3.3 Local Preference

4 Proposal Instructions & Content

4.1 Timelines & Instructions

4.2 Proposal Content

4.3 Narrative Proposal Template

5 Terms & Conditions

5.1 Acronyms/Definitions

5.2 Solicitation Terms & Conditions

5.3 Contract Terms & Conditions

5.4 Additional Requirements

5.5 Protest Procedures

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1 The Opportunity

1.1 Project Summary

The City seeks to partner with qualified legal service providers as part of the Long Beach

Justice Fund (LBJF). This collaboration will provide free legal representation to low-income immigrant community members with valid legal reasons to stay in the United States. Legal

Service Providers (LSP) will support any of the following service areas:

• Removal Defense – Providing representation for immigrants with valid legal reasons for staying in the United States.

• Affirmative Status Applications – Including but not limited to U Visas (which are set aside for victims of certain crimes who are helpful in the investigation or prosecution of criminal activity), T Visas (which enable victims and qualifying family members of human trafficking who are helpful in the investigation or prosecution of human trafficking to remain in the US for an initial period of up to 4 years), and Violence

Against Women Act (VAWA) petitions.

• Appellate Removal Defense – Activities may include filing motions to reopen, and

Ninth Circuit appeals for cases in which an immigration judge rules adversely against an immigrant’s ability to stay in the United States.

1.2 Background

The Long Beach Justice Fund (LBJF) helps ensure stability for the City’s immigrant community by providing legal support to residents who have valid legal reasons to stay in the United States who face complex immigration proceedings without being able to afford counsel. Individuals who have valid legal claims to remain in the United States are unable to effectively defend their cases due to limited access to legal representation and the lack of legal literacy needed to advocate for themselves. To address this gap, the LBJF provides free legal representation to low-income individuals who live or work in Long Beach or have strong ties to the City—such as attending a local school or actively participating in community organizations—who need legal representation to assert their valid legal claims to remain in the United States.

Since its inception, a tenet of the LBJF has been adhering to a Universal Representation

Model. This means providing legal representation to as many clients as funding allows.

Under this model, every individual facing or at risk of deportation is provided representation under the LBJF. Eligibility criteria includes only income and a connection to

Long Beach (i.e., residency or place of employment).

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Currently, the demand for legal assistance far exceeds the capacity of local resources.

Through the LBJF, legal services are provided via direct representation—offering one-on-one support for individuals in need of representation. However, each year, our legal service providers are forced to turn away eligible cases due to their limited capacity. This lack of equitable representation for immigrant communities leaves families vulnerable to separation, disrupting lives and destabilizing entire households.

Increasing access to legal services and legal literacy is critical to empowering community members to understand their rights, navigate complex immigration systems, and make informed decisions about their futures. This solicitation presents an opportunity to build legal capacity in Long Beach by supporting direct representation and exploring alternative models—such as community-based legal education, pro se support, or partnerships with trusted local organizations—that can extend the reach of legal assistance and strengthen the overall network of support for immigrant residents.

Therefore, the City is seeking collaborative and innovative proposals that expand the delivery of legal services, build community capacity, and deepen partnerships to better protect and support immigrant communities in Long Beach.

1.3 Goals

The goals of the LBJF are to:

• Increase legal representation of low-income, immigrant Long Beach residents with a valid reason to stay in the United States.

• Improve connection to supportive services, programs, and resources for low-income, immigrant Long Beach residents with a valid reason to stay in the United States.

• Strengthen the social service net of basic needs assistance resources and providers available to immigrants and refugees.

• Improve connection to other immigration legal services and programs.

• Increase legal literacy for Long Beach immigrant families and communities.

1.4 Award Terms

This contract will be for a period of two years with the option to renew for three additional one-year periods. The total contract term will not exceed five years.

2 Scope of Work

2.1 Description of Services

The City is seeking qualified Legal Service Providers to collaboratively enhance the LBJF across three service areas: removal defense, affirmative applications, and appellate

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 6 representation. This opportunity will establish a partnership that empowers undocumented community members, strengthens legal representation, and bolsters community support, to ensure a resilient and inclusive Long Beach.

Listed below are the tasks outlined by service area:

2.1.1 Removal Defense

The awarded LSP(s) will:

• Provide direct legal representation to immigrants facing removal, but who have a valid reason for staying in the United States, with cases venued at the Los Angeles

Immigration Courts, Van Nuys Immigration Court, Santa Ana Immigration Court or detained at the Adelanto or High Desert Detention Facilities. To be eligible for representation under the LBJF, an individual must at the time of the initiation of representation:

• Earn 200% or less of federal poverty guidelines.

• Be unrepresented by counsel.

• Have ties to Long Beach.

• Make referrals to other immigration and post-conviction relief legal services and programs for cases beyond the scope of the LBJF.

• Collaborate with the Community Connection Service Providers and other LBJF contractors around community outreach, educational workshops, and events.

• Maintain regular, timely communication with clients and referrals to provide case updates, clarify next steps, and respond to questions or concerns throughout the duration of legal representation or referral support.

• Share updates with Community Connection Service Providers regarding their referrals while respecting attorney-client confidentiality.

• Provide quarterly and biannual reports to the Office of Equity, including accepted, pending, and declined cases; client referrals to other Programs/Organizations;

emerging observations/trends in caseload; qualitative impacts of legal services, such as legal literacy, confidence, and tangible outcomes of client referrals to other programs and organizations; and potential enhancements to tailor the LBJF to community needs.

2.1.2 Affirmative Applications

The awarded LSP(s) will:

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• Assist throughout stages of affirmative application processes including U Visas, T

Visas, and VAWA Applications by assessing eligibility and providing advisory services to clients, including second opinions compiling evidence, presenting eligibility arguments, and completing associated forms.

• Offer and provide representation until the disposition of the affirmative application processes.

• Make referrals to other immigration and post-conviction relief legal services and programs for cases beyond the scope of the LBJF.

• Collaborate with the Community Connection Service Providers and other LBJF contractors around community outreach, educational workshops, and events.

• Maintain regular, timely communication with clients and referrals to provide case updates, clarify next steps, and respond to questions or concerns throughout the duration of legal representation or referral support.

• Share updates with Community Connection Service Providers regarding their referrals while respecting attorney-client confidentiality.

• Provide quarterly and biannual reports to the Office of Equity, including accepted, pending, and declined cases; client referrals to other Programs/Organizations;

emerging observations/trends in caseload; qualitative impacts of legal services, such as legal literacy, confidence, and tangible outcomes of client referrals to other programs and organizations; and potential enhancements to tailor the LBJF to community needs.

2.1.3 Appellate Representation

The awarded LSP(s) will:

• Assist in submitting Motions to Reopen to the Board of Immigrant Appeals (BIA) and filing petitions for review, along with motions for stays of removal with the Federal

Court of Appeals for the Ninth Circuit.

• Provide representation at all stages of appellate proceedings, including filing the motion, gathering evidence, and presenting legal arguments.

• Offer and provide representation until the completion of appellate cases.

• Make referrals to other immigration and post-conviction relief legal services and programs for cases beyond the scope of the LBJF.

• Collaborate with the Community Connection Service Providers and other LBJF contractors around community outreach, educational workshops, and events.

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• Maintain regular, timely communication with clients and referrals to provide case updates, clarify next steps, and respond to questions or concerns throughout the duration of legal representation or referral support.

• Share updates with Community Connection Service Providers regarding their referrals while respecting attorney-client confidentiality.

• Provide quarterly and biannual reports to the Office of Equity, including accepted, pending, and declined cases; client referrals to other Programs/Organizations;

emerging observations/trends in caseload; qualitative impacts of legal services, such as legal literacy, confidence, and tangible outcomes of client referrals to other programs and organizations; and potential enhancements to tailor the LBJF to community needs.

2.2 Performance Metrics & Contract Management

2.2.1 Performance Metrics

The table below highlights the targets that will be tracked and reviewed collaboratively with the Awarded Contractor(s) during the contract. This list is an indication of the performance metrics of interest to the City and is not exhaustive or final. As a part of a response to this

RFP, Proposers may propose additional or alternative performance metrics to be tracked on a regular basis. The final set of performance metrics and frequency of collection will be negotiated by the successful Proposer and the City prior to the finalization of an agreement between parties and may be adjusted over time as needed.

METRIC DESCRIPTION

Number of People Served Provide the number of people served. Aggregate level summary of unique individuals served by race, ethnicity, age, zip code, and primary language spoken. This data should be unduplicated counts where possible.

Number of Clients

Accepted by LSP

Provide the aggregate number of unique individuals eligible for legal services provided within the Justice Fund by race, ethnicity, age, zip code, and primary language spoken. This data should be unduplicated counts where possible.

Number of Pending and

Declined Clients by LSP

Provide the aggregate number of unique individuals with pending and declined/ineligible cases by race, ethnicity, age, zip code, primary language spoken, and reason for ineligibility under LBJF. This data should be unduplicated counts where possible.

Number of Cases Filed Provide the aggregate number of removal defense applications filed by race, ethnicity, age, zip code, and

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 9 primary language spoken. This data should be unduplicated counts where possible.

Case/Application Status Provide the status/disposition of legal cases.

Number of Matters

Number of Work Permits

Granted

Provide the aggregate number of unduplicated cases, disaggregated by race, ethnicity, age, ZIP code, and primary language spoken. This should include, where applicable, the number of work permits granted, cases dismissed, Special

Immigrant Juvenile Status (SJIS) petitions granted, withholdings of removal granted, relief applications filed, and any other forms of immigration relief secured. This data should be unduplicated counts where possible.

Number of Individuals

Referred to Other Legal

Services/Programs

Provide the aggregate number of cases dismissed by race, ethnicity, age, zip code, and primary language spoken. This data should be unduplicated counts where possible.

Legal Literacy/Community

Empowerment

Provide the aggregate number of individuals, disaggregated by race, ethnicity, age, ZIP code, and primary language spoken, who were identified as lacking legal representation in immigration-related matters and in need of immigration legal support. Where possible, this data should reflect unduplicated counts and help assess the reach and impact of legal literacy and community empowerment efforts.

2.2.2 Contract Management

The contract will be a partnership between the City and the Awarded Contractor(s). The

Awarded Contractor(s) shall maintain and submit the required documentation to monitor

Program accountability and progress in accordance with Program and City requirements on a quarterly and biannual basis. These conditions include regular collaboration with the

Office of Equity and LBJF partners.

Performance Reports:

Performance Reports will, at a minimum, consist of the following:

• Quarterly reporting of services rendered in connection with invoicing the City for said services.

• Program Narrative Biannual Report - Before the due date, the City will provide the

Awarded Contractor(s) with a biannual program report template to be completed at both the mid-point and end of the contract term.

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• Case Management Log – Attached to the quarterly and biannual reports, the Case

Management Log should document all communications with clients, family members, and Community Connection Service Providers. The log will include case status updates and record additional services offered to the client and their family.

All tracking and reporting must ensure the confidentiality of LBJF clients is maintained.

2.2.3 Contract Payment

The City may issue up to 25% of the award amount as an upfront payment upon full execution of the contract. Subsequent payments after the first disbursement will be provided contingent upon progress towards deliverables, completion of reporting and participation in required contract management meetings to be held at discretion of the

City’s Program Manager. The Awarded Contractor(s) shall provide monthly or bimonthly invoices, detailing the services rendered as evidenced in the monthly reports. The City will remit payment within in due course on receipt of invoices.

3 How We Choose

3.1 Minimum Qualifications

• Qualification to conduct business in the City

• Not having been debarred by Federal, State or local government

3.2 Evaluation Criteria

Proposals shall be consistently evaluated based upon the following criteria:

CRITERIA Weight

1. Organizational Capacity & Experience

• Experience relevant to working with and engaging immigrant and refugee residents, specifically low-income, undocumented community members.

• Familiarity and experience delivering any of the following legal services: removal defense representation (deportation proceedings), affirmative applications (U Visas, T Visas, and

VAWA petitions), and appellate representation, such as motions to reopen and Ninth Circuit appeals.

• Demonstrated ability to provide successful program implementation and management alongside key City and community partners.

30%

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• Sufficient staff capacity to deliver continuous, high-quality representation aligned with the Universal Representation

Model.

• Demonstrated ability to collaborate with other organizational partners and service providers to make linkages/referrals to appropriate resources and programs.

• Demonstrated ability to collaborate with other organizational partners and service providers to collaborate on community outreach, educational workshops, and events.

• Consistent data collection to support program evaluation during the term of the contract.

• Established internal systems and protocols for managing caseloads, maintaining regular client communication, referral management/tracking, and ensuring confidentiality and data security.

• Ability to respond to shifting community needs, policy changes, or caseload trends.

• Thoughtful, realistic plan for new capacity and expertise development.

2. Method of Approach

Briefly describe your proposed approach to providing the above outlined scope of services. Include an example of a staffing plan, intake and referral process you would employ as a Legal Service Provider for the Justice Fund:

• Describe your proposed program model for representing immigrants.

• Demonstrate your ability to provide universal representation.

• Describe your Client Engagement and Support

• Describe your ability to increase staff for proposed scope and deliver legal services.

• Describe your organization’s ability to maintain client confidentiality and provide multilingual services.

• Demonstrate team expertise and resource management

40%

3. Communications & Reporting

• Describe your ability to collect data, track metrics, and meet reporting requirements

20%

4. Reasonableness of Cost 10%

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3.3 Local Preference

• The City shall apply five extra credit percentage points to all local businesses operating a home-based, residential business.

• The City shall apply ten extra credit percentage points to all local businesses operating a non-residential, commercial, brick-and-mortar business.

• Local business shall mean a business which maintains its principal place of business in a fixed office/place of business with the City of Long Beach, possesses a current

City of Long Beach business license and sellers permit if applicable.

• For a business to be eligible to claim preference, the business MUST request the preference in the solicitation response (see Attachment C) and provide a copy of its current business license and seller’s permit if applicable.

• The local preference does not apply to solicitations that are funded in full or in part by tidelands funds. The local preference may not apply to solicitations that are funded in full or in part by certain grant, federal or State of California funds.

4 Proposal Instructions & Content

4.1 Timelines & Instructions

MILESTONE

TIME

(PACIFIC) &

DATE LOCATION / ADDITIONAL INFORMATION

Release date July 1, 2025

Questions due to the

City

11:00 AM

(PST),

July 15, 2025

• Submit all inquiries via email to rfppurchasing@longbeach.gov

Posting of the Q&A July 29, 2025 • Responses to the questions will be posted on LongBeachBuys.com.

Proposals due 11:00 AM

(PST),

August 12,

• Proposals should be submitted electronically via LongBeachBuys.com.

• Late proposals, or proposals submitted through other channels will not be accepted.

• Proposers are responsible for submitting their proposals completely and on time.

o Proposers will receive an e-bid confirmation number with a time stamp from LongBeachBuys.com mailto:rfppurchasing@longbeach.gov file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com file:///C:/Users/meid/AppData/Local/Microsoft/Windows/INetCache/Content.Outlook/X47PW9A6/LongBeachBuys.com

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 13 indicating that the proposal was submitted successfully. The City will only receive proposals that were transmitted successfully.

o For technical support, email or call the

City during normal business hours at

LBPurchasing@longbeach.gov or (562)

570-6200.

Evaluation of Narrative

& Cost Proposals

TBD • An Evaluation Committee will review

Narrative & Cost Proposals to select the proposal that best meets the needs of the

City.

• Evaluations will be conducted using a methodology derived from the evaluation criteria listed in Section 3.2.

Interviews TBD • The City may interview or request demos from none, one, some or all Proposers.

Negotiation &

Contractor Selection

TBD • Selected Contractor(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final contract terms. If contract negotiations cannot be concluded successfully, the City reserves the right to negotiate a contract with another Contractor or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to Public Records Act unless and until an agreement is reached.

Estimated Contract

Execution

TBD

Proposer Debrief After

Contractor is

Selected

• Successful and unsuccessful Proposers are encouraged to request phone call or in person meeting with the City to discuss the strengths and weaknesses of their proposal.

The intent of the debrief is to provide the

Proposer with constructive feedback to equip them with information to effectively mailto:LBPurchasing@longbeach.gov

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 14 meet the City’s needs and be successful in future proposals.

4.2 Proposal Content

Complete proposals will include the following. Proposers are encouraged to use this table as a checklist to ensure all components are included in their proposal. Please note proposals that are NOT complete will NOT be considered for the opportunity and will be deemed non-responsive.

PROPOSAL

☐ Narrative

Proposal

The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the RFP. Guidance on preparing a Narrative Proposal is detailed in Section 4.3.

☐ Cost Proposal The Cost Proposal should be prepared using the following guidance:

• Itemization of LBJF expenses, secured intake and referral processes, on-going case management, and staff time for performing services

• Itemization of expenses for gathering evidence, court fees, submitting applications, filing documentation, and staff time for performing services

• Time Period: Cost Proposal should outline service expenses for a one-year period and include an overview of monthly rate for services.

PROPOSAL APPENDICES

☐ Financial

Stability

Proposers should include one or more of the following financial statements to provide the City with enough information to determine financial stability of the Proposer and subcontractor.

• Financial Statement or Annual Report

• Business tax return

• Statement of income and balance sheet

☐ Other Addenda

(if applicable)

Colored displays, promotional materials, and other collateral are not necessary or desired. However, if a complete response cannot be provided without referencing supporting documentation, it may be provided as an addendum clearly cited in the Narrative or Cost Proposal.

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MANDATORY ATTACHMENTS | The following are included as Attachments in Long

Beach Buys. They must be signed by the individual legally authorized to bind the

Proposer.

☐ A. Authorization & Certification

☐ B. Equal Benefits Ordinance (EBO) Form

☐ C. Local Preference Program

Attachments Which May be Submitted Upon Award | Upon award, Awarded

Contractors will be required to submit the following. We encourage you to take note of these requirements, and where possible, include available information as part of your proposal to expedite processing.

☐ D. W-9

☐ E. Business License

☐ F. Proof of Registration with the California Secretary of State

☐ G. Certificates of Insurance: See section 5.3.2

☐ Contact Information | Ensure your organization’s profile is up to date in Long Beach

Buys, including an email address, phone number, and for any classifications you may qualify for.

☐ Conformation of Attachments | Ensure you have checked ALL the attachments in

Long Beach Buys and have confirmed that all the required documents have been uploaded and labeled correctly.

4.3 Narrative Proposal Template

Proposers should develop a narrative proposal that includes all of the following information.

Organizational Capacity & Experience

PROPOSER CONTACT INFORMATION

Organization

Company Name

Company Address

Federal Tax ID Number

Website

Authorized

Representative

Name

Title

Email Address

Phone Number

Name

Title

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Other Point of

Contact (if required)

Email Address

Phone Number

PROPOSER CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP.

Describe the Organization’s experience and commitment to working with and serving low-income immigrants and refugees in

Long Beach, including those who are undocumented.

How many employees does the organization have in total and residing in Long Beach?

Where are the representative(s) that would service the City’s account located?

Please provide an overview for how the project will be staffed, including the percentage of time each employee will be allocated to the project, and the names and titles of principles.

REFERENCES

Reference 1 Company

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Project Manager

Phone Number

Project Description

Project Start and

End Dates

Reference 2

Company

Project Manager

Phone Number

Project Description

Reference 3

Project Manager

Phone Number

Project Description

Reference 4

Project Manager

Phone Number

Project Description

Reference 5

Project Manager

Phone Number

Project Description

SUB-CONTRACTOR CONTACT INFORMATION

Does the proposal include subcontractors?

☐ Yes

☐ No

If applicable, provide the following for all subcontractors included in this proposal.

Organization Company Name

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Company Address

Authorized

Representative

Name

Title

Email Address

Phone Number

Other Point of

Contact (if required)

Name

Title

Email Address

Phone Number

SUBCONTRACTOR CAPACITY & EXPERIENCE

What type of enterprise is the organization?

☐ Non-Profit

☐ Sole Proprietorship

☐ General Partnership

☐ Corporation

State and Date of incorporation:

☐ Limited Liability Company

☐ Other _________________________________

Which specific requirements of this RFP will the subcontractor perform?

Please describe why the organization is qualified to provide the services described in this RFP (1-2 paragraphs).

Please describe the length of time the organization has been providing the services described in this RFP (1-3 sentences).

How many employees does the organization have nationally, locally, and residing in Long

Beach?

Where are the representative(s) that would service the City’s account located?

Who are the key staff involved in the project?

For each, please a name, title, and resume either as an attachment or 1 paragraph description

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Method of Approach

1. Describe your organization’s approach to client screening, including any eligibility criteria or restrictions on the provision of legal services.

2. Describe your Organization’s approach providing legal services under the

Universal Representation Model as part of the Long Beach Justice Fund.

3. Given the limited capacity and growing need for legal services, how will your organization provide representation and adapt service delivery to meet the emerging needs or shifts in caseloads? Describe any partnerships, alternative or innovative models you may incorporate to meet the stated goals of the RFP.

4. Describe your proposed workplan and timeline for implementing legal services under the Long Beach Justice Fund, including key activities and milestones for the first six months of the contract—such as client intake and case assignment, staffing and training, coordination with referral partners, community outreach and legal education events, and reporting and evaluation deadlines—and explain how your organization will ensure a timely program launch, address potential implementation challenges, and maintain service continuity throughout the contract period.

5. Describe your process for maintaining timely, clear, and culturally responsive communication with clients and referrals. How do you ensure clients are informed, supported, and empowered throughout the legal process?

6. Describe how you will manage referrals for services that fall outside the LBJF scope.

7. Describe how you will coordinate with Community Connection Service

Providers and other partners to support holistic client needs?

8. Describe how do you evaluate the impact of legal literacy efforts on your clients and community?

9. What do you see as the key challenges facing the Long Beach Justice Fund in meeting the legal needs of the immigrant community, and how would your organization address these challenges if selected?

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 20

10. Describe how your organization will navigate staffing capacity challenges while ensuring high-quality, timely, and responsive legal services for clients.

11. Given that many immigration cases extend beyond a single-year contract term, describe how your organization plans to sustain representation and support for clients whose cases remain active after the conclusion of this contract.

12. The Long Beach Justice Fund relies on the collaboration, advocacy, and guidance of the Oversight Committee, a cross-sector of community members with lived experience and community-based organizations that serve immigrant populations. What would your organization need from the

City and the other LBJF service providers to implement the contract successfully?

13. Describe how do you envision collaborating with other contractors and partners?

Communications & Reporting

1. Describe your organization’s data and reporting systems for tracking and evaluating program performance, including how you will collect and report required program data (e.g., case status, service outcomes, trends), protect client confidentiality and maintain the anonymity of LBJF participants, and ensure accurate and timely reporting; additionally, explain what alternative or supplemental performance metrics you recommend tracking and how this data will be used for ongoing program management and improvement.

2. Describe your organization’s supervision of employees responsible for direct service delivery.

3. Describe how your organization will report to and coordinate with the City to meet the objectives of the RFP?

4. Describe how your organization will communicate any challenges, staffing changes and capacity issues to the City of Long Beach?

5. Describe your organization’s approach to working collaboratively with the other LBJF service providers: legal and community connection?

6. The City requires that the Awarded Contractor provide proof of payment of any subcontractors used for this project. If the proposal includes

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 21 subcontractors, please describe the plan for how the City will be notified of such payments.

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5 Terms & Conditions

5.1 Acronyms/Definitions

1. Awarded Contractor: The organization/individual that is awarded a contract with the

City of Long Beach, California for the services identified in this RFP.

2. City: The City of Long Beach and any department or agency identified herein.

3. Contractor / Proposer: Organization/individual submitting a proposal in response to this RFP.

4. Department / Division: City of Long Beach, City Manager Department

5. Evaluation Committee: An independent committee comprised solely of representatives of the City established to review proposals submitted in response to the RFP, evaluate the proposals, and select a Contractor.

6. LBJF: Long Beach Justice Fund

7. May: Indicates something that is not mandatory but permissible.

8. RFP: Request for Proposals.

9. Shall / Must: Indicates a mandatory requirement. Failure to meet a mandatory requirement will result in the rejection of a proposal as non-responsive.

10. Should: Indicates something that is recommended but not mandatory. If the

Proposer fails to provide recommended information, the City may, at its sole option, ask the Proposer to provide the information or evaluate the proposal without the information.

11. Subcontractor: Third party not directly employed by the Proposer who will provide services identified in this RFP.

5.2 Solicitation Terms & Conditions

1. The City reserves the right to alter, amend, or modify any provisions of this RFP, or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

2. The City reserves the right to request clarification of any proposal term from

Proposers.

3. The City may contact the references provided; contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 23 any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

4. The level and term of documentation required from the Proposer to satisfy the City will be commensurate with the size and complexity of the contract and Proposers should submit accordingly. If the information submitted by the Proposer, or available from other sources, is insufficient to satisfy the City as to the Proposer’s contractual responsibility, the City may request additional information from the Proposer or may deem the proposal non-responsive.

5. The City reserves the right to waive informalities and minor irregularities in proposals received.

6. The City reserves the right to reject any or all proposals received prior to contract award.

7. The City’s determination of the Proposer’s responsibility, for the purposes of this RFP, shall be final.

8. Unless otherwise specified, the City prefers to award to a single Contractor but reserves the right to award contracts to multiple contractors.

9. The City shall not be obligated to accept the lowest priced proposal, but will make an award in the best interests of the City of Long Beach after all factors have been evaluated.

10. If the City receives a single responsive, responsible proposal, the City may request an extension of the proposal acceptance period and/or conduct a price or cost analysis on such proposal. The Proposer shall promptly provide all cost or pricing data, documentation and explanation requested by the City to assist such analysis. By conducting such analysis, the City shall not be obligated to accept the single proposal.

The City reserves the right to reject such proposal or any portion thereof.

11. Any irregularities or lack of clarity in the RFP should be brought to the Purchasing

Division designee’s attention as soon as possible so that corrective addenda may be furnished to Proposers.

12. Proposals must include any and all proposed terms and conditions, including, without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Proposer’s standard contract language. The omission of these documents may render a proposal non-responsive.

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 24

13. Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or amendment.

14. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

15. Proposals may be withdrawn by written notice received prior to the proposal opening time.

16. The price and amount of this proposal must have been arrived at independently and without consultation, communication, agreement or disclosure with or to any other

Contractor or prospective Contractor.

17. No attempt may be made at any time to induce any firm or person to refrain from submitting a proposal or to submit any intentionally high or noncompetitive proposal.

All proposals must be made in good faith and without collusion.

18. Prices offered by Proposers in their proposals are an irrevocable offer for the term of the contract and any contract extensions. The Awarded Contractor agrees to provide the purchased services at the costs, rates and fees as set forth in their proposal in response to this RFP. No other costs, rates or fees shall be payable to the Awarded

Contractor for implementation of their proposal.

19. The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

20. In the event a Proposer received assistance from City staff or a representative of the City (technical assistance provider), the City is not responsible for any mistakes, inaccuracies, delays, or any other impact that the assistance provided did to impact the Proposer’s final product. Available technical assistance support services are only intended to provide advice and does not constitute a basis for any protest to this contract opportunity. It is solely the Proposer’s responsibility to prepare and submit a response to the RFP.

21. Proposal will become public record after the Notice of Intent to Award has been posted and the protest period has closed unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Proposer may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Proposer thereby agrees to

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 25 indemnify and defend the City for honoring such a designation. The failure to so label any information that is released by the City shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

22. A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the Proposer and each subcontractor.

An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the Proposer’s obligations.

23. If the Contractor elects to use subcontractors, the City requires that the Awarded

Contractor provide proof of payment of any subcontractors used for this project.

Proposals shall include a plan by which the City will be notified of such payments.

24. Each Proposer must adhere to the City’s Vendor Code of Conduct, including, but not limited to, disclose any existing or potential conflict of interest relative to the performance of the contractual services resulting from this RFP. Any such relationship that might be perceived or represented as a conflict should be disclosed.

The City reserves the right to disqualify any Proposer on the grounds of actual or apparent conflict of interest. The Vendor Code of Conduct can be found at https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

25. Each Proposer must include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any proposal based upon the

Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

26. The City reserves the right to negotiate final contract terms with any Proposers selected. The contract between the parties will consist of the RFP together with any modifications thereto, and the Awarded Contractor’s proposal, together with any modifications and clarifications thereto that are submitted at the request of the City during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the RFP, any https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023 https://longbeach.gov/globalassets/finance/media-library/documents/business-info/purchasing-division/final-vendor-code-of-conduct-2023

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 26 modifications and clarifications to the Awarded Contractor’s proposal, and the

Awarded Contractor’s proposal. Specific exceptions to this general rule may be noted in the final executed contract.

27. The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the City Contact.

28. Any contract resulting from this RFP shall not be effective unless and until approved by the City Council / City Manager, as applicable.

29. The City will not be liable for Federal, State, or Local excise taxes.

30. Execution of Attachment A of this RFP shall constitute an agreement to all terms and conditions specified in the RFP, including all contract terms and conditions therein, except such terms and conditions that the Proposer expressly excludes.

31. Proposer understands and acknowledges that the representations above are material and important, and will be relied on by the City in evaluation of the proposal. Any

Proposer misrepresentation shall be treated as fraudulent concealment from the City of the true facts relating to the proposal.

32. Proposals shall be kept confidential until the Notice of Intent to Award has been posted and the protest period has closed.

33. No announcement concerning the award of a contract as a result of this RFP may be made without the prior written approval of the City.

Proposers are advised that any contract awarded pursuant to this procurement process that exceeds $100,000 shall be subject to the applicable provisions of Long

Beach Municipal Code Section 2.73 et seq, the Equal Benefits Ordinance.

34. All Proposers shall complete and return, with their bid, the Equal Benefits Ordinance

Compliance form contained in Attachment B, if applicable. Unless otherwise specified in the procurement package, Proposers do not need to submit with their bid supporting documentation proving compliance. However, supporting documentation verifying that the benefits are provided equally shall be required if the proposer is selected for award of a contract.

35. Independent contractors or employees of a third-party employer who are CalPERS retirees are subject to provisions of the Government Code. A CalPERS retiree is an employee of a CalPERS employer who terminates active employment and receives a

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 27 monthly CalPERS retirement allowance. Any individual qualifying as a CalPERS retiree doing business as an independent contractor or employee of a third- party employer is required to submit a CalPERS determination to ensure the services provided are considered that of a true independent contractor position. All third-party employers are required to notify any individual they are having work for the City of Long Beach of this requirement. You may reach out directly to CalPERS at membership_reporting@calpers.ca.gov for a determination.

5.3 Contract Terms & Conditions

1. The Awarded Contractor will be the sole point of contract responsibility. The City will look solely to the Awarded Contractor for the performance of all contractual obligations which may result from an award based on this RFP, and the Awarded

Contractor shall not be relieved for the non-performance of any or all subcontractors.

2. The Awarded Contractor must maintain, for the duration of its contract, insurance coverages as required by the City. Work on the contract shall not begin until after the Awarded Contractor has submitted acceptable evidence of the required insurance coverages. As a condition precedent to the effectiveness of this contract, Contractor shall procure and maintain at Contractor’s expense for the duration of this contract from an insurance company that is admitted to write insurance in the

State of California or that has a rating of or equivalent to an A:VIII by A.M. Best and

Company the following insurance:

a. Commercial general liability insurance equivalent in coverage scope to ISO CG

00 01 10 93 naming the City of Long Beach and its departments, officials, officers, agents, and employees as additional insureds on a form equivalent in coverage scope to ISO CG 20 26 11 85 from and against claims, demands, causes of action, expenses, costs, or liability for injury to or death of persons, or damage to or loss of property arising out activities performed by or on behalf of the Qualified Vendor in an amount not less than One Million Dollars

(US $1,000,000) per occurrence and Two Million Dollars (US $2,000,000) in general aggregate. If services provided potentially include direct contact alone with minors, seniors, or other vulnerable groups, such insurance shall not exclude coverage for abuse and molestation.

b. Workers’ compensation coverage as required by the Labor Code of the State of California and Employer’s liability insurance with minimum limits of One mailto:membership_reporting@calpers.ca.gov

Long Beach Justice Fund Legal Services | RFP - CM-25-627 | Template v3.14.25 | 28

Million Dollars (US $1,000,000) per accident or occupational illness. The policy shall be endorsed with a waiver of the insurer’s right of subrogation against the City of Long Beach, and its insurers, departments, appointees, officials, officers, agents, and employees.

c. Commercial automobile liability…