Legal Services RFP 2025.pdf

Request for Proposal

Legal Services

Stratford Housing Authority

295 Everett Street

Stratford, Connecticut 06615

October 23, 2025

Request for Proposal

Legal Services

October 23, 2025

CONTENTS

Purpose

Scope of Work

Submission Requirements

Evaluation Criteria

General Conditions

Advertisement

Stratford Housing Authority Housing Inventory

Sample Professional Services Contract – Attorney

Attachment 1 – Fee Schedule

Stratford Housing Authority Rent Collection Policy

Board of Commissioners 2025 Meeting Schedule

PURPOSE

The Stratford Housing Authority (hereinafter referred to as the Authority or SHA) is a public housing authority which owns and manages 301 federal and 213 state public housing units. The

Authority also administers a Section 8 / Housing Choice Voucher Program (281 units), providing rental assistance to individuals/families in privately owned rental properties.

The SHA is soliciting, through a Request for Proposal (RFP), competitive proposals for legal services.

SCOPE OF WORK

The scope of services is listed in Attachment 1 - Fee Schedule. The Rent Collection Policy is attached as a supplement to the scope of services. The sample contract is intended for illustrative purposes, to further describe services expected to be provided and to indicate probable format and language.

Note: Attendance at monthly meetings of the Board of Commissioners and the presentation of a semi-annual written report is required. A 2025 meeting schedule is included for reference.

Note: Labor negotiations are not a part of this procurement. These services will be provided separately, on an as needed basis.

SUBMISSION REQUIREMENTS

Proposals must be received no later than 4:00 p.m. on November 20, 2025 via email to Elizabeth

Sulik, Executive Director, at esulik@stratfordha.org. Proposals received after this date and time will not be considered.

Submissions must include:

Cover Sheet: The submission must list the name and contact information of the primary individual who may be contacted to answer questions.

Statement of Qualifications: The consultant qualification information must include:

Professional resume(s) stating qualifications to provide the services described herein. Include number of years in business, number of employees/professional associates, location of office or offices, names of principals or employees who will provide the services, and type of entity

(corporation, partnership, etc.). Respondent must provide evidence of Connecticut license to practice law in the Connecticut court system.

Statement of Experience: The consultant experience information must include:

Demonstration of experience that must include a description of experience:

1. Providing legal services to Connecticut Public Housing Authorities and/or other entities.

The experience should detail work related to the Scope of Work outlined in this RFP.

Please list clients and describe in full the work provided to each client.

mailto:esulik@stratfordha.org

2. Providing general law and litigation.

3. With Connecticut State Department of Housing (DOH), the U.S. Department of Housing and Urban Development (HUD), and Connecticut Housing Finance Authority (CHFA) and their laws, rules and regulations. This experience is preferred.

4. In State of Connecticut, residential eviction proceedings. Note: Knowledge and speed with respect to evictions are critical to the operations of the SHA and is an essential service to be provided.

Client References:

Provide references of customers, clients or owners for whom you have delivered similar consulting/contracting services. Please provide addresses, phone numbers and individual contacts for each reference.

Fees:

Specific fee proposals will be requested for specifically assigned items of work awarded beyond the work described in the Scope of Work. However, the following information is being required with this submission:

- Fee / Cost Based Proposal to perform the scope of work outlined in the Scope of Work – See

Attachment I – Fee Schedule.

- Hourly fees for all personnel likely to be assigned to perform the work.

- Schedule of reimbursable expenses, charges and terms.

Statement of Good Standing:

Consultant must provide a statement indicating that the firm is not debarred or otherwise prevented from participating in any Federal, State or municipal procurement or non-procurement program.

EVALUATION CRITERIA

Factor Maximum Points

Qualifications and Experience 45

Capabilities 45

Price / Fee 10

Maximum Points 100

The Stratford Housing Authority reserves the right to reject any or all submissions, to waive informalities or irregularities in the submissions received, and to reject nonconforming, non-responsive, conditional or qualified submissions, and to select the submission and consultant which, in the judgment of the Stratford Housing Authority, best serves the interests of the Stratford

Housing Authority. The Board of the Authority may, or may not, require interviews of selected firms.

GENERAL CONDITIONS

Questions regarding this RFP should be directed to Elizabeth Sulik, Executive Director, by email at esulik@stratfordha.org or phone #203-375-4483, ext. 1115.

Submissions shall be firm for a period of 60 days following the submission deadline.

Any person or agency on the HUD Debarred list/US Attorney General’s list of ineligible contractors will not be considered.

All submissions shall be made without prior understanding, agreement or accord with any other person submitting a proposal for the same product or service. By delivering a response to this RFP, you represent that your submission is in all respects bona fide, fair and not the result of any act of fraud or collusion with another person engaged in the same line of business or commerce. Any false statement made in a submission constitutes a criminal offense and can result in a fine and imprisonment as well as civil damages.

The legal representative awarded this contract shall be required to comply with all State and Federal requirements related to the contract, including the execution of all required State and Federal contract forms, documentation of adequate general liability, worker’s compensation and any other required insurance with the Authority listed as an additional insured. Consultant will also be required to comply with the Privacy Act of 1974 and all rules and regulations issued under the act that are applicable to the contract.

The Stratford Housing Authority, at its sole discretion, may award this contract for a term of one year, or more than one year, but not longer than five years. In the event a term of longer than one year is awarded, the contract shall be approved based on agreed upon pricing for either the entire term, or the renewal shall be based on agreed upon pricing for each renewal term. If pricing cannot be agreed upon, the contract becomes null and void.

Submissions shall be considered public information unless advised otherwise by the consultant.

The consultant shall include a separate letter stating which parts of the submission are deemed confidential and/or proprietary information not to be released.

The submission will become a part of any contract issued for this purpose.

ADVERTISEMENT

Request for Proposal:

The Housing Authority of the Town of Stratford, Connecticut, is soliciting, through a Request for

Proposal (RFP), competitive proposals for legal services.

A copy of the Request for Proposal may be obtained by contacting Lorraine Pascarelli by phone at

203-375-4483 x.1112 or email at lpascarelli@stratfordha.org, Monday through Friday, 8:30 a.m. to

4:30 p.m. Proposals must be received no later than 4:00 p.m. on November 20, 2025 via email to

Elizabeth Sulik, Executive Director, at esulik@stratfordha.org. Proposals received after this date and time will not be considered.

mailto:lpascarelli@stratfordha.org

Housing Inventory

Program Development Name/Location # Units

State Moderate Rental Meadowview Manor 100

(Woodend Rd., McPadden Dr. and Justice St.)

State Elderly Shiloh Gardens 60

(175 Henry Ave.)

State Elderly Lucas Gardens I (125 Arbor St.) 30

Lucas Gardens II (1100 North Ave.) 23

Federal Low-Income Hearthstone 100

Family (Woodend Rd., Gregory Cir. and Birch Dr.)

Scattered Site 496 Sedgewick Avenue 1

(Two story private single-family house)

Federal Elderly Elm Terrace 50

(Woodend Rd., Elm Terrace and Leeward Dr.)

Federal Elderly Robert F. Kennedy 75

(Birch Dr.)

Federal Elderly Raymond E. Baldwin 75

(Griffen St., Watkins St. and Everett St.)

Federal Housing Authorization to subsidize in private dwellings 281

Choice Vouchers throughout the Town of Stratford

J. D’Amelia & Assoc. Authorization to subsidize in private dwellings 1161

Section 8 – Stratford throughout Stratford, Bridgeport, Fairfield, Office Milford and Trumbull

SAMPLE ONLY – PROFESSIONAL SERVICES CONTRACT – ATTORNEY

Agreement dated as of _________________________________, and effective _______________

__________________________, by and between the Stratford Housing Authority, hereinafter referred to as “The Authority” and __________________________________, hereinafter referred to as “The Legal Representative”.

WITNESSETH:

WHEREAS, the Authority desires to procure services of The Legal Representative upon the terms herein set forth; and

WHEREAS, The Legal Representative desires to render services upon the terms herein set forth:

NOW, THEREFORE, in consideration of the mutual promises herein contained, the parties hereto agree as follows:

1. SERVICES: The Authority hereby retains the services of The Legal Representative upon the terms and conditions hereinafter set forth.

2. TERM: The term of this contract shall be _______ years.

3. COMPENSATION: For services rendered by The Legal Representative under this agree-ment, payment shall be made by the Authority to The Legal Representative based on the attached fee schedule, labeled as Attachment I, unless otherwise terminated as provided herein.

4. DUTIES AND SCOPE OF WORK: The duties and scope of work are attached hereto labeled as Attachment I, as if fully set forth under this section.

5. TERMINATION OF AGREEMENT: This Agreement shall terminate upon the occurrence of any of the following events:

a. Disapproval of the contract by the Federal Department of Housing and Urban

Development (HUD)

b. Cessation of the Authority’s business

c. The execution of a written instrument by the parties hereto agreeing to the termination of the agreement

d. For any reason, by a majority vote, the Authority may discharge The Legal

Representative at any time

6. NOTICES: Any notices required or permitted to be given under this agreement shall be sufficient if in writing, and if sent by certified mail to The Legal Representative, or to the principal office of the Authority, and shall be deemed given when mailed.

7. WAIVER OF BREACH: The waiver of the Authority or The Legal Representative of a breach of any provision of the agreement shall not operate or be construed as a waiver of any prior or subsequent breach by any of the parties hereto.

8. BINDING EFFECT: The terms of this agreement shall be binding upon and inure to the benefit of the parties hereto.

9. INTEGRATION: This agreement contains the entire agreement between the parties hereto with respect to the transactions contemplated herein and supersedes all previous representation, negotiations, commitments and writing with respect thereto.

IN WITNESS WHEREOF, the parties have executed this agreement as of the day and year first above written.

HOUSING AUTHORITY OF THE

TOWN OF STRATFORD, CT

WITNESS:

___________________________________ By: __________________________________

Chairman of the Authority

THE LEGAL REPRESENTATIVE

___________________________________ By: __________________________________

ATTACHMENT I

FEE SCHEDULE

ITEM I

Retainer: Attendance at all regular meetings of the Authority, attendance at special meetings as determined pursuant to by-laws, verbal opinion via telephone to administrative staff, or as requested by the Executive Director and/or Commissioners.

ITEM 2

Evictions: $__________________ per action from preparation of Notice to Quit through Judgment for Possession (after all administrative remedies have been exhausted, individual cases turned over for summons process, possible stipulation and/or eviction.) Breakdown of fee is as follows:

ITEM 3

Preparation for and appearance at administrative hearings:

ITEM 4

Document Preparation and Preparation for Trial:

$ _______________ Per Hour (exclusive of eviction cases)

ITEM 5

Regular hourly rate for trial: $ __________________

Regular hourly rate while not on trial: $ __________________

ITEM 6

Vacated Tenants Accounts Receivable: Collection costs - Minimum Fee: $ ________________

If judgment is obtained cumulative and sliding scale based on the following:

% of amount recovered up to $1,000.00 = _______________ %

% of amount recovered between $1,000.00 and $2,500.00 = _______________ %

% of amount recovered over $2,500.00 = _______________ %

ITEM 7

Reimbursement of necessary expenses and court costs, appropriately documented.

STRATFORD HOUSING AUTHORITY

RENT COLLECTION POLICY

1. Rent is due and payable on or by the first day of each month. The Authority reserves the right, at any time, to determine the acceptable method/manner in which rent will be accepted. It may, at any time, with a minimum of ninety (90) days written notice to tenants, change or restrict payments, for example, to check/money order only, check/money order/debit card only, or any combination of methods, which may or may not include cash, that it deems to be in the best interest of the

Authority. Effective April 1, 2018, the Authority will no longer accept cash payments for rent or any other housing related charges. The acceptable forms of payment will be checks and money orders only.

2. When the Authority receives payment from a Tenant, it will be applied as directed by the Tenant if instructions accompany the check/money order. If no instructions are given, and rent and/or other charges are outstanding, payment is applied to the oldest outstanding rent first. After all outstanding rent is paid, any excess payment remaining, if applicable, will be applied to the outstanding oldest charge(s). This process will continue until all delinquent rent/charges are paid.

3. If Tenant fails to pay the current month’s rent in full by midnight on the tenth (10th) of the month in which said rent is due, irrespective of weekends, holidays, or early office closings, a non-waivable fee, in accordance with Section 47a-15a(b) the late charge may not exceed the lesser of (1) five dollars ($5.00) per day, up to a maximum of fifty dollars ($50.00), or (2) five percent (5%) of the delinquent rent payment or, in the case of a rental agreement paid in whole or in part by a governmental or charitable entity, five percent

(5%) of the tenant's share of the delinquent rent payment, will be charged to the Tenant’s account, and a written notification of lease termination will be sent to the Tenant. If rent is paid by check/money order and the check/money order is returned for non-sufficient funds or a stop payment is put on the check/money order, this shall be considered a non-payment of rent and will incur the late charge, any related bank processing fees, and a $25.00 charge.

Any and all charges/assessments assessed by the Authority, pursuant to the Lease and Rules and

Regulations, shall be designated as additional rent which the Stratford Housing Authority shall be entitled to collect with all remedies of non-payment of rent. All charges and/or assessments will become due and collectible sixty (60) days after the date of the Tenant notification of such charges/assessments. Failure to pay charges/assessments on the date due is a serious violation of the Lease and Rules and Regulations, and constitutes grounds for termination of the Lease.

4. If the Tenant does not pay the full amount of rent (including charges/fees that have been designated as additional rent [see 3. above]) and any additional charges due within the time period called for in paragraph three (3), then upon the expiration of such time period, Tenant shall be processed for eviction.

Tenant will receive written notice that: (a) the Lease will terminate in thirty (30) days of the date of the notice, and (b) the Tenant may reply to the notice within such thirty (30) day period to: (1) pay the full amount due, plus any late charge, or (2) request a hearing in accordance with the

Authority’s grievance procedure.

5. If the Tenant responds after a Notice to Quit has been served, pursuant to Connecticut General

Statutes Section 47(a)-23, the Authority may, at its sole discretion, agree to reinstate the Tenant upon full payment of all sums due the Authority, including all late charges, legal fees and costs. In the event the Tenant is unable to pay the entire amount due immediately, the Authority may, as a condition of reinstatement, require the Tenant to enter into a stipulated judgment containing a payment schedule after commencement of a summary process action, in which case the Tenant will be responsible for all additional legal fees and costs incurred in prosecuting the summary process action.

In any eviction action, if deemed to be in the best interest of the Authority, the attorney may agree to a stipulated judgment of possession with reinstatement conditioned on court ordered rental payments. Immediately upon breach of any such agreement, the Authority will pursue an execution of the stipulated judgment against the Tenant.

6. Except for eviction proceedings instituted as a result of a breach of a stipulated judgment and court ordered rental payment agreement, the Executive Director shall retain exclusive authority to make exceptions or modifications to the conditions contained in this policy, on a case-by-case basis, if it is deemed to be in the best interest of the Authority.

Tenant’s signature Date

Revised on 09/25/2025

STRATFORD HOUSING AUTHORITY

2025 BOARD MEETING SCHEDULE

4th Thursday of the month at 3:00 p.m.

In accordance with Connecticut State Statutes, Freedom of Information Act, Sec. 1-225(b)

Thursday, January 22, 2026

Thursday, February 27, 2025

Thursday, March 27, 2025

Thursday, April 24, 2025

Thursday, May 22, 2025

Thursday, June 26, 2025, Regular Meeting / Annual Meeting

July – Summer Adjournment

August – Summer Adjournment

Thursday, September 25, 2025

Thursday, October 23, 2025

*Thursday, November 20, 2025

*Thursday, December 18, 2025

*Third Thursday of the month

Any individual with a disability who needs special assistance to participate in the meetings should contact the ADA

Coordinator at 203-385-4020 or 203-385-4022 (TDD) five (5) days before the meeting, if possible.