LABOR COUNSEL RFP 2026.pdf

NBHA-REQUEST FOR PROPOSALS

LABOR COUNSEL

September 2026 1

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN

Request for Proposals

Labor Counsel

Solicitation Number: 2026-09-LC

Issue Date: September 2, 2026

Submission Due Date: October 2, 2026

Time: 3:00 p.m., Local Time

Submission Place: New Britain Housing Authority

16 Armistice St.

New Britain, CT 06053

Questions Submissions due Date: September 23, 2026

Time: 3:00 PM Local time

Direct General Inquiries To: John T. Hamilton, Executive Director jhamilton@nbhact.org

By September 23, 2026 NO LATER THAN 3:00 PM

All Answers and Addendums to the Solicitation will be posted on NBHA’s website: WWW.nbhact.org

NBHA must receive sealed submittals of the RFP and a fee proposal. Submit one (1) unbound original, two (2) bound copies and one (1) flash drive). Deliver to the address above. No electronic submittals will be accepted. Use this page as your Cover Page for your submission.

Submitted By:

Company Name

Address

City, State, Zip Code

Contact Person

Telephone: ___________________________ Fax: ________________________

Date Submitted:

Housing Authority of the City of New Britain - John T. Hamilton, Executive Director http://www.nbhact.org/

September 2026 2

TABLE OF CONTENTS

SPECIFICATIONS FOR LABOR COUNSEL

1. Request for Proposal – Specification

I. Statement of Purpose

II. Statement of Work

III. Firm’s Minimum Qualifications

IV. Selection / Evaluation Criteria

V. Submission Requirements

VI. Fee Structure

VII. Special Conditions

1. Insurance

2. Equal Employment Opportunity & Affirmative Action

3. Conditions

4. Indemnification

5. Ethics and Conflicts of Interest

VIII. Appendix A

1. Instructions to Offerors (Non-Construction) HUD-5369-B

2. Certification and Representations of Offeror (Non-Construction) HUD-5369C

3. General Contract Conditions (Non-Construction) HUD-5370-C

4. Certification Regarding Debarment and Suspension HUD-2992

5. From of Non-collusive Affidavit

September 2026 3

HOUSING AUTHORITY OF THE CITY OF NEW BRITAIN

16 ARMISTICE STREET, NEW BRITAIN, CT 06053

REQUEST FOR PROPOSAL (RFP)

FOR

LABOR COUNSEL / LEGAL SERVICES

I. STATEMENT OF PURPOSE:

The Housing Authority of the City of New Britain (Authority) is seeking qualifications from experienced, area law firms to provide Labor related legal services. Proposals requested are for a three (3) year period, with a fixed fee for services with contract to remain constant for three years and an option of two (2) one (1) year renewals.

The purpose of this Request for Proposal is to obtain complete data from each law firm that will enable the

Authority to determine the most qualified firm.

II. STATEMENT OF WORK:

The Housing Authority of the City of New Britain ("Authority" or "NBHA") seeks qualified legal counsel to provide comprehensive labor and employment legal services and representation. Counsel shall serve as a strategic legal advisor to the Executive Director, Executive Management, and, when appropriate, the Board of Commissioners concerning labor relations, employment law, personnel administration, collective bargaining, workplace investigations, employee relations, regulatory compliance, and related matters.

Services shall include, but not necessarily be limited to, the following:

1. Collective Bargaining and Labor Relations

Represent and advise the Authority in all matters involving collective bargaining and labor relations, including:

Negotiation, interpretation, administration, renewal, and modification of collective bargaining agreements;

Preparation for collective bargaining negotiations, including development of bargaining strategy and proposals;

Participation in negotiation sessions as requested;

Analysis of union proposals and preparation of Authority counterproposals;

Wage, benefit, working-condition, management-rights, and other bargaining issues;

Memoranda of Agreement, Memoranda of Understanding, side letters, settlement agreements, and other labor agreements;

Contract interpretation and administration;

September 2026 4

Past-practice and management-rights issues;

Effects/impact bargaining;

Union information requests;

Labor-management relations and meetings;

Contract grievances;

Prohibited/unfair labor practice complaints;

Mediation, arbitration, and other dispute-resolution proceedings; and

Advice concerning the Authority's rights and obligations as a public-sector employer.

Counsel shall assist the Authority in maintaining effective labor-management relationships while preserving the Authority's management rights and operational responsibilities.

2. Grievances, Arbitration and Labor Disputes

Represent the Authority in grievances and other disputes arising under collective bargaining agreements.

Services may include:

Evaluation of grievances;

Advice regarding grievance responses;

Preparation of written responses;

Participation in grievance hearings;

Settlement negotiations;

Mediation;

Grievance arbitration;

Interest arbitration;

Preparation of witnesses and exhibits;

Post-hearing briefs;

Enforcement or challenge of arbitration awards when appropriate; and

Advice regarding implementation of settlements or decisions.

Counsel shall assist management in identifying potential labor-relations implications before significant employment actions are taken whenever practicable.

3. Personnel and Employment Matters

Provide ongoing legal advice and representation concerning personnel and employment matters, including:

Employee discipline;

Corrective action and progressive discipline;

Verbal and written warnings;

Suspensions;

Terminations;

September 2026 5

Loudermill/pre-disciplinary proceedings and other applicable due-process requirements;

Employee performance;

Probationary employees;

Attendance and leave matters;

Job descriptions;

Essential job functions;

Promotions and transfers;

Recruitment and hiring;

Employee classifications;

Compensation matters;

Workplace conduct;

Employee complaints;

Workplace investigations;

Harassment and discrimination complaints;

Retaliation concerns;

Workplace accommodations;

Disability-related employment matters;

FMLA and other protected leave;

Return-to-work matters;

Fitness-for-duty issues;

Drug and alcohol workplace matters;

Workplace violence and threats;

Employee privacy;

Personnel-record issues;

Separation agreements;

Reductions in force, reorganizations, layoffs, and position eliminations; and

Other personnel matters referred by the Executive Director or authorized Authority staff.

4. Employment Law Compliance

Advise the Authority regarding compliance with applicable federal and Connecticut employment and labor laws and regulations.

Counsel should maintain familiarity with and advise NBHA concerning applicable requirements involving, among other areas:

Connecticut public-sector labor law;

Municipal Employee Relations Act and other applicable collective bargaining requirements;

Fair Labor Standards Act;

Family and Medical Leave Act;

Americans with Disabilities Act;

Connecticut employment and leave requirements;

Title VII and other federal nondiscrimination laws;

Age Discrimination in Employment Act;

September 2026 6

Equal Pay Act and applicable Connecticut wage/equal-pay requirements;

Wage-and-hour requirements;

Employee leave and accommodation requirements;

Whistleblower and anti-retaliation protections;

Workplace harassment and discrimination;

Personnel-record requirements;

Workplace safety matters having employment-law implications; and

Other federal, state, and local labor and employment requirements applicable to the Authority.

Counsel shall inform the Authority of significant new statutes, regulations, administrative decisions, court decisions, and pending legal developments that could materially affect Authority policies or operations.

5. Employment Policies and Procedures

Review, draft, revise, and provide legal guidance concerning Authority personnel policies, procedures, rules, employee handbooks, administrative directives, and employment-related forms.

Counsel may be requested to review matters including:

Discipline procedures;

Attendance;

Leave;

FMLA;

Reasonable accommodation;

Anti-discrimination and harassment;

Workplace conduct;

Confidentiality;

Ethics and conflicts of interest;

Electronic communications and technology;

Social media;

Remote work;

Workplace safety;

Drug/alcohol policies;

Employee use of Authority property and vehicles;

Complaint procedures;

Workplace investigations;

Hiring and recruitment;

Performance evaluations; and

Separation procedures.

Counsel shall identify potential conflicts between proposed policies, applicable collective bargaining agreements, Authority practices, and federal or state law.

6. Workplace Investigations

September 2026 7

Advise the Authority regarding internal workplace complaints and investigations and, when requested, conduct or assist with independent investigations.

Such matters may involve:

Discrimination;

Harassment;

Retaliation;

Hostile-work-environment allegations;

Employee misconduct;

Supervisor or management complaints;

Workplace violence;

Ethics concerns;

Conflicts of interest;

Fraud or dishonesty involving employees;

Policy violations;

Confidentiality breaches; and

Other sensitive employment matters.

Services may include development of investigation plans, witness interviews, review of documents, credibility assessments where appropriate, preparation of investigative findings or reports, and advice concerning appropriate corrective action.

When counsel conducts an investigation, the Authority and counsel shall establish in advance the purpose and expected treatment of the investigation, including applicable privilege considerations.

7. Administrative Agency Proceedings

Appear for and represent the Authority before applicable administrative agencies and tribunals in employment and labor matters, including, as appropriate:

Connecticut State Board of Labor Relations;

Connecticut Commission on Human Rights and Opportunities (CHRO);

Equal Employment Opportunity Commission (EEOC);

Connecticut Department of Labor;

U.S. Department of Labor;

Unemployment compensation proceedings;

Other state or federal administrative agencies; and

Arbitration and mediation forums.

Representation shall include investigation, pleadings, position statements, discovery, witness preparation, hearings, settlement negotiations, briefs, appeals, and other appropriate services.

September 2026 8

8. Litigation and Court Proceedings

Represent the Authority, when requested and authorized, in state and federal court proceedings involving labor and employment matters.

Services may include:

Employment discrimination litigation;

Wage-and-hour litigation;

Labor disputes;

Contract-related employment litigation;

Injunctive proceedings;

Enforcement or challenge of arbitration awards;

Employment-related constitutional or civil-rights claims;

Wrongful termination and related claims; and

Other employment litigation.

Counsel shall keep the Executive Director informed regarding litigation strategy, significant developments, potential exposure, settlement opportunities, and anticipated costs.

9. Disciplinary and Pre-Termination Guidance

Provide timely consultation before significant disciplinary action when requested.

Counsel may be asked to:

Review investigative documentation;

Assess whether additional investigation is appropriate;

Review applicable collective bargaining provisions;

Evaluate consistency with Authority policy and past practice;

Identify due-process requirements;

Assist with Loudermill or other pre-disciplinary proceedings;

Review notices of charges and disciplinary notices;

Prepare management representatives for hearings;

Advise regarding potential settlement; and

Assist the Authority in developing legally supportable corrective actions.

10. Labor-Management Meetings

Attend regularly scheduled or special labor-management meetings as requested by the Authority.

Counsel may also be requested to attend:

September 2026 9

Board of Commissioners meetings;

Special Board meetings;

Executive sessions, when legally appropriate;

Executive Management meetings;

Strategic planning meetings;

Collective bargaining strategy sessions;

Grievance meetings;

Employee disciplinary proceedings; and

Other meetings determined necessary by the Executive Director.

11. Executive Director, Management and Board Counsel

Provide timely labor and employment advice to the Executive Director and authorized management personnel.

Counsel shall advise and, when requested, brief the Board of Commissioners regarding significant labor and employment matters within the Board's responsibilities.

Counsel should recognize the distinction between matters falling within the Executive Director's administrative authority and matters requiring or appropriately involving Board action.

Advice may include written legal opinions, memoranda, executive briefings, risk assessments, and verbal consultation.

12. HUD and Housing Authority-Specific Employment Issues

Counsel should be capable of advising the Authority concerning labor and employment matters arising within the operational environment of a public housing authority.

This may include the employment implications of:

HUD requirements affecting Authority operations;

Public Housing and Housing Choice Voucher operations;

Federal funding requirements;

Organizational restructuring;

RAD conversions and redevelopment activities;

Changes in staffing resulting from modernization or redevelopment;

Grant-funded positions;

Federal or state monitoring findings affecting staffing or employment practices;

Procurement or contracting decisions affecting bargaining-unit work;

Contractors and subcontractors working on Authority property; and

Changes in Authority operations that may create collective bargaining obligations.

Counsel shall interface with HUD counsel, Authority general counsel, consultants, insurers, and other

September 2026 10 specialized counsel when requested and appropriate.

13. Organizational Change, Reorganization and Management Rights

Provide advice regarding significant organizational or operational changes, including:

Department restructuring;

Creation or elimination of positions;

Changes in job duties;

Reclassification;

Management restructuring;

Outsourcing or contracting;

Technology-driven changes in work;

Reduction in force;

Layoffs;

Transfers;

Consolidation of functions; and

Other operational changes affecting employees.

Counsel shall advise whether proposed actions create bargaining, notice, impact-bargaining, contractual, due-process, or other labor/employment obligations.

14. Wage, Hour and Classification Matters

Advise the Authority regarding wage-and-hour compliance, including:

Exempt/non-exempt classification;

Overtime;

Compensable working time;

On-call time;

Travel time;

Meal periods;

Training time;

Call-back provisions;

Stipends and additional compensation;

Timekeeping practices; and

Other wage-and-hour matters.

Counsel may be asked to conduct or assist with periodic compliance reviews.

15. Reasonable Accommodation, Disability and Leave Management

Provide guidance regarding the interactive process and administration of employee accommodation and

September 2026 11 leave matters.

Counsel may advise regarding:

ADA accommodations;

Connecticut requirements;

FMLA;

Extended leave;

Medical documentation;

Fitness for duty;

Return to work;

Light duty;

Essential job functions;

Undue hardship;

Intermittent leave; and

Interaction among collective bargaining agreements, Authority policies, workers' compensation, disability accommodation, and applicable leave laws.

16. Workers' Compensation and Workplace Safety Coordination

Provide employment-law advice related to workers' compensation and workplace safety matters when they intersect with personnel administration, including return-to-work, accommodations, discipline, leave, fitness for duty, and related labor obligations.

Counsel should coordinate, where appropriate, with NBHA's workers' compensation carrier, risk-management providers, insurance counsel, and other professionals.

17. Employment Agreements and Related Documents

Draft, review, or advise regarding employment-related agreements and documents, including:

Employment agreements;

Separation agreements;

Settlement agreements;

Last-chance agreements;

Memoranda of Agreement;

Memoranda of Understanding;

Confidentiality agreements;

Releases;

Independent contractor issues with employment implications; and

Other labor/employment documents.

18. Training

September 2026 12

Provide legal training and educational materials to Authority management and staff as requested.

At a minimum, counsel shall be available to conduct at least one labor/employment law training session during NBHA's Annual Staff Training Day each year, at no additional professional fee if so specified in the proposer's fee arrangement, excluding reasonable pre-approved expenses.

Additional training topics may include:

Supervisor responsibilities;

Progressive discipline;

Documentation;

Workplace investigations;

Harassment and discrimination prevention;

Reasonable accommodations;

FMLA and leave administration;

Labor-management relations;

Grievance handling;

Employee confidentiality;

Workplace conduct;

Wage-and-hour compliance; and

Significant developments in employment law.

Training should be practical and tailored to the operating environment of a public housing authority.

19. Preventive Legal Review and Risk Management

Counsel is expected to provide preventive advice, not solely respond after a grievance, charge, or lawsuit has been filed.

Counsel should identify material labor and employment risks and recommend practical corrective measures designed to:

Reduce grievances;

Improve consistency of discipline;

Strengthen documentation;

Improve supervisor practices;

Reduce litigation exposure;

Promote compliance;

Preserve management rights; and

Improve overall personnel administration.

20. Coordination With Other NBHA Counsel and Professionals

Labor Counsel shall work cooperatively with NBHA's:

September 2026 13

General counsel;

Executive Director;

Deputy Director;

Human Resources/personnel function;

Department directors;

Insurance carriers;

Third-party administrators;

Auditors;

Consultants;

Investigators; and

Other professional advisors.

Labor Counsel shall recognize when a matter extends beyond labor/employment representation and coordinate with the appropriate professional rather than unnecessarily duplicating services.

21. Legal Opinions and Written Work Product

Upon request, counsel shall prepare:

Written legal opinions;

Legal memoranda;

Grievance responses;

Disciplinary documents;

Settlement agreements;

Collective bargaining proposals;

Investigation documents;

Administrative position statements;

Litigation pleadings;

Policy revisions; and

Other labor and employment documents.

Written advice should, where appropriate, identify the legal issue, applicable authority, material risk, and recommended course of action in a manner useful to Authority management.

22. Responsiveness and Availability

Because labor and employment matters frequently require prompt action, selected counsel must maintain sufficient availability to respond to time-sensitive Authority matters.

The proposer should identify:

Primary relationship attorney;

Backup attorney(s);

September 2026 14

Normal response expectations;

Emergency/after-hours availability;

Staffing approach;

Attorneys expected to handle routine matters;

Attorneys expected to handle bargaining, arbitration, administrative hearings, and litigation; and

Procedures for communicating urgent matters.

23. Status Reporting and Matter Management

Counsel shall maintain appropriate records concerning active Authority matters and provide status information when requested.

For significant matters, counsel should advise the Executive Director regarding:

Current status;

Upcoming deadlines;

Required Authority action;

Significant legal developments;

Potential exposure;

Recommended strategy; and

Anticipated significant legal expenses.

Counsel shall promptly advise the Authority of filing deadlines, hearing dates, response deadlines, statutes of limitation, and other material time-sensitive requirements.

24. Billing and Cost Management

Counsel shall provide detailed invoices identifying, at a minimum:

Date services were performed;

Attorney or professional performing the service;

Description of work performed;

Time expended;

Applicable hourly rate;

Amount charged;

Matter or case to which the charge relates; and

Separately identified reimbursable expenses.

Block billing should be avoided where reasonably practicable.

Counsel should staff matters efficiently and use attorneys, associates, paralegals, or other professionals at appropriate levels based upon the complexity of the work.

September 2026 15

Significant litigation, expert, travel, deposition, investigation, or other extraordinary expenses should be discussed with and approved by the Authority in advance whenever reasonably practicable.

25. Conflicts of Interest and Confidentiality

Selected counsel shall maintain strict confidentiality regarding Authority matters and comply with applicable

Rules of Professional Conduct.

The proposer shall disclose actual or potential conflicts involving:

NBHA;

NBHA employees or Commissioners when relevant to the proposed representation;

Labor organizations representing NBHA employees; and

Other parties whose representation may materially affect counsel's ability to represent the Authority.

Counsel shall promptly disclose any conflict arising during the engagement.

26. Records and Transition Assistance

All Authority files and work product shall be maintained and transferred in accordance with applicable professional obligations and the terms of the engagement.

Upon expiration or termination of the engagement, counsel shall reasonably cooperate in transitioning active matters to NBHA or successor counsel to avoid disruption, missed deadlines, or prejudice to the Authority.

27. Other Labor and Employment Legal Services

Provide such other routine or specialized labor and employment legal services as may reasonably be requested by the Executive Director or authorized representative of the Authority and which fall within the scope of the engagement.

III. FIRMS QUALIFICATION (Minimum):

1. Firm should be admitted to the Connecticut Bar and licensed to practice law within the State of Connecticut.

2. Firm certifies by submission of a qualification proposal that it is not currently listed as a debarred, suspended, or an ineligible Firm by any agency of the Federal or State government including HUD, DECD or GSA (No proposal received from a disbarred, suspended, or ineligible

Firm will be considered).

3. Knowledge of employment policies, statutes, personnel procedures, case law, Laws, statutes, procedures, regulations etc. with regard to PHA’s and in general.

September 2026 16

4. Collective bargaining negotiations and agreements and regulations as they pertain to Family

Medical Leave Act, American with Disabilities Act, and related federal and CT state employment laws and regulations.

5. Strong analytical and interpretive skills, as well as verbal and written communication expertise, particularly with regards to housing and urban development matters; and experience applying same.

6. Five or more years of experience representing a housing authority or its relative equivalent.

7. Admission and good standing to practice in Connecticut and, where appropriate, applicable federal courts;

8. Significant experience representing Connecticut public employers;

9. Demonstrated collective bargaining and grievance arbitration experience;

10. Experience before the Connecticut State Board of Labor Relations, CHRO, EEOC and

Connecticut Department of Labor;

11. Experience with public-sector discipline and due-process/Loudermill matters;

12. Employment litigation experience;

13. Knowledge of federal and Connecticut wage, leave, accommodation and discrimination laws;

14. Ability to provide preventive counseling and supervisor training;

15. Familiarity with housing authorities, HUD-regulated entities, municipal agencies, or comparable public bodies, preferred;

16. Availability to respond promptly to urgent matters; and

17. At least three references from public-sector clients for whom comparable labor/employment services have been provided.

IV. SELECTION CRITERIA / EVALUATION CRITERIA:

Firms will be evaluated on the basis of their written responses to this Request for Proposal and their performance in oral interviews, if required. Evaluation will be based upon the following criteria and the fee schedule will be considered in conjunction with these technical factors:

1. Experience and familiarity with Public Housing Management Processes, Local, State, and Federal policies, rules and regulations including contracting and procurement principles. Demonstrated experience and competence in labor and employment law. Public Housing employment and collective

September 2026 17 bargaining issues. 30 points

September 2026 18

2. Offeror’s compliance with all specifications and/or other requirements contained in this RFP (excluding

Cost. 10 points

3. Resources and capacity currently available to provide the services described in Section II above in a timely and cost-effective manner. 30 points

4. Proposed fee schedule. 30 points

TOTAL POINTS 100

BASIS OF AWARD

Award will be made to the responsible Offeror whose proposal is determined to be the most advantageous to the Housing Authority of the City of New Britain, taking into consideration the technical evaluation factors and price identified in this solicitation.

Award will not necessarily be made to the Offeror proposing the lowest price.

NBHA will evaluate proposals only on the criteria and weights disclosed in this RFP. NBHA may conduct interviews, request clarifications, establish a competitive range, conduct negotiations or discussions where appropriate, and request final proposal revisions consistent with applicable procurement requirements.

Offerors shall clearly identify any portion of a proposal claimed to contain confidential or proprietary information and state the legal basis for such claim. Marking an entire proposal "confidential" will not, by itself, make the proposal exempt from disclosure. NBHA will handle records in accordance with applicable

Connecticut public-records requirements and other applicable law.

Prior to award, NBHA will determine that the selected Offeror is responsible and possesses the experience, capacity, integrity, financial and technical resources, and other qualifications necessary to successfully perform the contract.

NBHA reserves the right to reject any proposal determined to be nonresponsive, technically unacceptable, or submitted by an Offeror determined not responsible.

Cost and Price Analysis: NBHA will conduct an appropriate cost or price analysis in connection with this procurement and prior to contract award. The selected Offeror may be required to provide additional cost or pricing information reasonably necessary for NBHA to determine that the proposed price is fair and reasonable. Submission of a proposal constitutes the Offeror's agreement to provide such information upon request.

V. SUMMISSION REQUIREMENTS:

1. Provide a brief description of the background of the firm and the individual attorneys who will be

September 2026 19 assigned to work with the Authority. Please indicate their probable areas of responsibility and the percentage of their time which would be available to assist the Authority.

2. Provide a copy of the firm’s Affirmative Action Policy or Program.

3. Provide a list of references for which your firm has rendered similar legal services. Please include names of persons to contact, as well as addresses and telephone numbers.

4. Certification that the firm and its attorney(s) has not been disbarred, suspended, or otherwise prohibited from professional practice by any Federal, State, or Local tribunal.

5. Provide any additional information you deem relevant that would assist the Authority in its evaluation of your firm.

6. Statement of experience as Labor Counsel and Litigations.

7. Provide evidence of understanding of all various fields of expertise necessary to perform as the Labor counsel for the Authority.

8. Capability and capacity, including adequate facilities and resources to accomplish work within required time frames.

9. Understanding of and proven ability to work with the State Department of Labor, State and Federal

Court and other relevant administrative agencies.

CONTRACTOR RESPONSIBILITY

Prior to contract award, NBHA will make an affirmative determination that the prospective contractor is responsible.

The selected Offeror may be required to provide information necessary for NBHA to determine that the firm:

Possesses adequate financial, technical, organizational, and professional resources to perform the required services;

Has a satisfactory record of performance;

Has a satisfactory record of integrity and professional ethics;

Is legally qualified and appropriately licensed to perform the services;

Is not suspended, debarred, excluded, or otherwise ineligible for participation in federally funded contracts;

Has the capacity and availability to perform the services within required timeframes; and

Is otherwise qualified and eligible to receive an award under applicable federal, state, local, HUD, and

NBHA requirements.

NBHA reserves the right to request additional information necessary to complete its responsibility determination.

September 2026 20

Proposals must be received at the New Britain Housing Authority Administrative Office no later than Friday, October 2, 2026, at 3:00 p.m. Local Time.

Proposals must be delivered to:

John T. Hamilton, Executive Director

Housing Authority of the City of New Britain

16 Armistice Street

New Britain, CT 06053

Submit one (1) unbound original, two (2) copies and one (1) flash drive of your proposal. Proposals must be submitted enclosed in a sealed envelope clearly marked “Request for Proposals – Labor Counsel”. The envelope must be addressed and mailed or delivered to the individual specified above. Proposers shall be responsible for actual delivery of proposals during business hours at the above address. It will not be sufficient to show that a proposal was mailed in time to be received before scheduled closing time for receipt of proposals. FACSIMILE

SUBMISSIONS ARE NOT ACCEPTABLE. Proposals received after the specified time and date will be rejected.

The New Britain Housing Authority hereby reserves a period of not less than sixty (60) days, if necessary after

October 2, 2026, to tabulate and evaluate all proposals submitted on or before the closing date and hour. No proposals may be withdrawn during the acceptance period of 60 days.

VI. FEE STRUCTURE:

Please provide a fixed fee amount for a three-year period for the performance of the services listed above. You may indicate a maximum cap of hours of representation available for the fixed fee. If a maximum cap is provided, also provide an hourly rate to be applied if the cap is exceeded.

A. Hourly Rate: For all Partners, Associates and Paralegal should be listed separately

B. Reimbursement: In addition, the Authority shall reimburse all reasonable and necessary expenses or disbursements paid or incurred by Counsel on behalf of the Authority in connection with the above services as follows:

1. The Authority will be responsible for any related costs or fees such as; filing fees, court costs, and any outside vendor costs incurred by Counsel.

2. Travel cost will be reimbursed in accordance with HUD established per mile rate for in excess of 45 mile radius.

3. All legal fees and costs are payable within 30-days after submission of the billing invoice by

Counsel subject to approval by the NBHA.

September 2026 21

Not-to-Exceed Amount: Regardless of the fee structure proposed, the resulting contract shall establish a maximum contract amount or not-to-exceed amount. Counsel shall not perform services resulting in charges exceeding the authorized contract amount without prior written authorization from NBHA. Services performed beyond an authorized ceiling without written authorization shall be at Counsel's risk.

The Authority does not pay for a firm’s education or developmental costs associated with its becoming familiar with statutory and case law pertinent to the Authority. In addition, the Authority will not pay for any law firm’s overhead. Overhead expenses include, but are not limited to the following:

1. Secretarial or Clerical overtime, unless such overtime is occasioned by an emergency situation created by the Authority

2. Charges relating to word processing or computer time, preparation of invoices and bills. Markups on any supplies or services procured by outside counsel are considered “overhead”.

3. Temporary personnel may not be used without authorization, which may be conditioned on the law firm’s absorption of a portion of the cost.

VII. SPECIAL CONDITIONS: Upon signing of a contract, the successful bidder will be responsible for the following:

1. Insurance:

Counsel shall furnish insurance certificates with coverage in the following amounts issued by a firm licensed to conduct business in the state of Connecticut. Upon signing this Agreement, the Counsel shall provide a certificate of insurance evidencing said insurance. Counsel will promptly provide the Authority with a copy of the insurance policy upon request. It is understood that Counsel shall not change the terms and conditions of such insurance policy except upon prior written approval of the Authority, which approval shall not be unreasonably withheld.

A. Comprehensive General Liability Insurance, including Contractual Liability Insurance:

Issued by an insurance company licensed to conduct business in the State of Connecticut with limits not less than $500,000 for all damages because of bodily injury sustained as the result of any occurrence and limits of

$250,000 for all damages of property sustained by each person as the result of any one occurrence and

$500,000 for all property damage sustained as a result of any one occurrence or a limit of $500,000

Combined Single Limit (CSL). All, if any deductibles are the sole responsibility of the Contractor to pay and/or indemnify.

B. Automobile Liability Insurance: Limits not less than $250,000 for all damages because of bodily injury sustained by each person as a result of any occurrence, $500,000 for damage because of bodily injury sustained by two or more persons as the damage sustained as the result of any one occurrence or a limit of

$500,000 Combined Single Limit (CSL).

September 2026 22

C. Workers’ Compensation Insurance: Issued by an insurance company licenses to conduct business in the State of Connecticut with limits not less than $100,000 in accordance with the U.S. Department of

Housing and Urban Development rules and regulations, and manuals; Connecticut State Statutes; the State of

Connecticut, Department of Economic and Community Development, Bureau of Housing rules and regulations, and policies; and the Authority’s Workers’ Compensation insurer requirements.

D. Other: Malpractice or Error & Omission Insurance: Counsel shall carry malpractice or errors and omissions insurance with minimum coverage limits of One Million Dollars ($1,000,000.00), to cover the work performed under this Agreement. Counsel is responsible for the payment of all premiums.

E. All, if any, deductibles are the sole responsibility of the Counsel to pay and/or indemnify.

F. Insurance coverage shall remain in full force for the duration of the Agreement including any and all extensions or renewal thereof.

G. The Housing Authority of the City of New Britain shall be named as an Additional Insured

ATIMA (As Their Interest May Appear) on any and all Certificates of Insurance.

H. The policy shall provide for not less than thirty (30) calendar days notice of cancellation to the

Authority

I. It is further agreed that the amount of insurance required herein does not, in any way, limit the liability of the Counsel by virtue of its promise to hold the Authority harmless so that, in the event that any claim results in a settlement of judgment in an amount above the limits set in 1.A above, the Counsel shall be personally liable to, or for the benefit of the Authority for the excess.

J. Insurance requirements and coverage may be reviewed from time to time during the term of this

Contract and all extensions and renewals hereof. The Counsel agrees to comply with any and all reasonable insurance requirements or modifications made by the Authority.

K. Cancellation or other termination of insurance policies required by this Contract without immediate replacement thereof may be considered a breach of contract. The Counsel provides that such breach of contract may be cured by procurement of insurance on behalf of the Counsel, at the Counsel’s expense, at the

Authority’s option.

2. Equal Employment Opportunity and Affirmative Action:

a. During the performance of this contract, the counsel shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, mental disability, physical handicap or sexual preference.

b. The Counsel shall take affirmative action to ensure that employees are employed, and that employees are treated equally during employment without regard to race, color, religion, age, sex, national

September 2026 23 origin, mental disability, physical handicap, or sexual preference.

c. The Counsel agrees to abide by all terms and conditions contained in Paragraph 14, Equal

Employment Opportunity of the General Contract Conditions, Non-Construction (Form HUD

5370-C)

The Counsel hereby agrees to conform to all applicable laws and ordinances and statutes of the Federal

Government, State of Connecticut and City of New Britain, including, but not limited to, the following:

a. Civil Rights Act of 1964, as amended,

b. Civil Rights Act of 1991, as amended,

c. Executive Orders Numbers 3 and 17 of the State of Connecticut

d. Section 504 of the Rehabilitation Act of 1973,

e. Americans with Disability Act (ADA) of 1990; Public Law 101-336 (as applicable).

3. Indemnification:

Counsel shall indemnify the Authority, and its officers, agents, and employees, acting in their official capacity, from and against all claims, damages, losses and expenses, including, but not limited to attorneys’ fees, arising from the negligent acts, errors or omissions in the performance of services set forth under this agreement.

4. Ethics and Conflicts of Interest:

a. The Counsel shall disclose any known financial or other interest held by an Authority employee, officer or agent in the firm selected for award;

b. The Counsel shall disclose to the Authority all immediate family members of the Counsel (including parents, parents-in-law, spouses, children, brothers, sisters, brothers-in-law, sisters-in-law, step-parents or siblings, aunts, uncles, first cousins) employed by the New Britain Housing Authority.

September 2026 24

APPENDIX

A

FORMS

Instruction to Offer (Non-construction HUD 5369-B)

Certification and Representations of Offeror (Non-Construction HUD-5369-C)

General Contract Conditions (Non-Construction) HUD-5370-C

Certification regarding Debarment and Suspension HUD-2992

Non-Collusive Agreement