GENESEE COUNTY

REQUEST FOR PROPOSALS

RFP# 2026-112

Issue Date:

October 19, 2026

Due Date:

November 20, 2026

Prior to 2:00 p.m.

Respond to:

Genesee County

County Building

#1

Room 317A

15 Main Street

Batavia, New York 14020

Attention:

Donna Longhini Purchasing Director

Legal Services

GENESEE COUNTY PURCHASING DEPARTMENT

RESPONSE CHECKLIST

RFP# 2026-112

The Proposers attention is especially called to the terms listed below, which must be submitted in full as part of this proposal.

Failure to submit any of the documents listed below as a part of your proposal, or failure to acknowledge any addendum in writing with your proposal, or submitting a proposal on any condition, limitation or provision not officially invited in this RFP (Request for Proposals) may be cause for rejection of the proposal.

Please check each item indicating your compliance.

THIS CHECKLIST MUST BE SUBMITTED AS PART OF YOUR PROPOSAL.

***NOTE: ALL DOCUMENTS SHOULD BE SUBMITTED IN THE ORDER OF THE

CHECK LIST. ALL ADDITIONAL ATTACHMENTS SHOULD FOLLOW THE

REQUIRED DOCUMENTS.

RESPONSE CHECKLIST

PRICING SUBMISSION SHEET (Attachment B)

PROPOSAL FORM

NON-COLLUSION FORM

VENDOR RESPONSIBILITY FORM

IRAN CERTIFICATION FORM

BIDDERS STATEMENT ON SEXUAL HARASSMENT

ADDENDUM(S) ACKNOWLEDGED (IF APPLICABLE)

FEDERAL FUNDING AGENCY MANDATORY TERMS AND CONDITIONS

ADDITIONAL LITERATURE/BROCHURES - IF APPLIES

ONE (1) ORIGINAL AND FOUR (4) COPIES OF PROPOSAL DOCUMENTS

REQUIRED FORMS AS LISTED IN RFP

-Please do not submit comb or spiral bound copies-

COMPANY TELEPHONE NUMBER

ADDRESS EMAIL ADDRESS

AUTHORIZED REPRESENTATIVE (PRINT) TITLE

AUTHORIZED SIGNATURE DATE

Please read all the information contained in this package.

REQUEST FOR PROPOSALS

Genesee County Purchasing Director is requesting proposals for Legal Services.

Specifications may downloaded https://vendors.planetbids.com/portal/71274/portal-home Vendors will need to register before downloading. Questions regarding this proposal may be directed to the Purchasing Office, 1 5 Main Street, Batavia, NY

14020, or Donna.longhini@geneseeny.gov Monday through Friday, between 8:30 am and 4:30 pm no later than 12:00 pm on: Friday, November 13, 2026.

Sealed proposals must be in possession of Genesee County Purchasing Director, County Building No. 1, 15 Main Street, room 317A, Batavia, New York 14020, no later than Friday, November 20, 2026, prior to 2:00 p.m. prevailing time. All proposals shall be accompanied by a non-collusion statement in order to be considered. Late Proposals will be returned, unopened to contractor.

Genesee County reserves the right to forego any formalities and reject any or all bids.

Woman and Minority owned businesses are encouraged to submit.

Genesee County is an equal opportunity employer.

Proposal Timeline

Distribute RFP 10/19/2026

Last Date to Accept Questions from Vendors 11/13/2026 Noon

Responses Due to Purchasing (Prior to 2:00 pm) 11/20/2026

RFP Review & Questions to Vendors 11/23/2026

Vendor Selection 11/30/2026

Legislature Approval (Approximate) 12/16/2026

Contract Start Date 1/1/2027 https://vendors.planetbids.com/portal/71274/portal-home mailto:Donna.longhini@geneseeny.gov

SPECIFICATIONS

SECTION I - BACKGROUND:

The Purchasing Director along with the Genesee County Office for the Aging is soliciting proposals for Legal Services.

SECTION II - SCOPE OF SERVICES:

See Attachment A

SECTION III - PROPOSAL FORMAT

The following is what is expected in each of the major sections of your proposal:

Section A - Introduction:

This section should contain an Executive Summary which demonstrates your understanding of the project goals and objectives to provide the services being requested in this RFP.

Section B - Company Profile and History:

Name, phone number and e-mail address of person the Purchasing Director should contact with any questions on the proposal. The name and title of person submitting the proposal, documentation of vendor history, including capabilities in the areas of services to be provided, number of years in business, number of years doing business in New York State, size and scope of operation. Type of organization (corporation, partnership or sole proprietorship). Indicated individual designated as the account manager for the project and submit a resume for this individual identifying past experience on similar projects. The

Awards Committee reserves the right to interview the individual. A statement indicating the respondent is in good financial standing, not in any form of bankruptcy, current in taxes.

Section C - Vendor Requirements:

Vendor to include compliance to requirements listed within this Request for Proposals.

The vendor shall provide the following information with the proposal:

1. List of comparable organizational contracts or programs served; do not submit confidential individual client information.

2. A work plan, including an explanation of the methodology to be followed. In developing the work plan a reference should be made to sources of information.

3. A financial statement - Proposers shall provide financial information for their most recently completed fiscal year sufficient to demonstrate the financial capacity of the organization. If the proposer is required by applicable federal, state, or other funding requirements to obtain an independent audit or Single Audit, the proposer shall submit its most recent completed audit. If the proposer is not required to obtain an independent audit, an audit is not required solely for purposes of this

RFP. In such cases, the proposer may submit its most recent annual financial statements, including at a minimum a statement of financial position/balance sheet and statement of activities/income and expenses.

Accordingly, this does not require a proposer to obtain a new CPA audit, review, or compilation solely for purposes of responding to this RFP.

Section D - Required Forms:

Proposers shall submit all documents identified in the Response Checklist, including certificates of insurance, copies of insurance policies or binders, and workers’ compensation and disability benefits coverage documentation, or applicable exemption documentation.

For this RFP, these documents are required with the proposal. This requirement supersedes any conflicting provision in the General Terms and Conditions or other RFP attachments concerning the timing of their submission.

Documents Required After Award

The successful proposer shall submit executed contract agreements and any updated insurance documentation or required endorsements before services begin. Required insurance coverage shall remain in effect throughout the contract term.

Section E. - Pricing Section:

See Attachment B

Section F - References:

Provide at least three (3) references for comparable legal services provided within the past five (5) years. References from government agencies or aging services organizations are preferred. Include the organization’s name, contact person, telephone number, email address, and a brief description of the services provided.

Section G - Additional Information:

This section should include additional information the proposer finds would be helpful regarding the proposed service. Identification and explanation of any deviations from the requirements found in the RFP, and any assumptions or conditions relied upon by the vendor in submitting his proposal. (Deviations, conditions or assumptions may be unilaterally rejected by the County, unless in its sole judgment, the vendor has provided reasonably sufficient information to justify such deviations, conditions or assumptions.)

SECTION IV - GENERAL INFORMATION

Submission Deadline:

All proposers must submit one (1) original and FOUR (4) copies of the proposal prior to 2:00 pm, Friday, November 20, 2026. Proposals may be mailed or hand delivered to the Genesee County Purchasing Department, County Building I, 15 Main Street, room

317A, Batavia, New York 14020. Late proposals will not be opened and will be returned to the contractor. Emailed or fax copies are not acceptable.

Award Decisions:

An Awards Committee including the following individuals:

Director, Genesee County Office for the Aging

Services Administrator, Genesee County Office for the Aging

Specialist, Aging Services or

Case Manager, Genesee County Office for the Aging

Member of the Genesee County Office for the Aging Advisory Council

Award shall be made in accordance with the Award provisions of the County’s General Terms and Conditions. The published evaluation criteria will be used to assess responsiveness, responsibility, qualifications, and ability to perform the required services. Award is subject to approval by the Genesee County Legislature.

In the event of a conflict, the Award provisions of the General Terms and Conditions shall control.

Applicants may be called in by the Purchasing Director or designee for an interview.

Genesee County reserves the right to conduct or waive interviews.

All proposals will be evaluated to determine if they meet the required format and be in compliance with all requirements of the Request for Proposals.

Incomplete or non-responsive proposals may be rejected at the discretion of Genesee County.

Proposals will be evaluated using the following weighted criteria.

Principal Award Criteria: (Based Upon 100 Points)

• (25 points) – Experience and expertise in civil legal services for older adults.

• (20 points) – Quality and feasibility of the service delivery plan, including capacity for advice and representation.

• (15 points) – Accessibility and ability to serve older adults with the greatest economic and social need.

• (15 points) – Reasonableness of hourly rates and overall value.

• (10 points) – Qualifications and experience of assigned attorneys and paralegals.

• (10 points)– Quality assurance, confidentiality, reporting, and coordination with the Office for the

Aging.

• (5 points) – Past performance and references.

The Genesee County Purchasing Director or designee may arrange for an interview with vendors submitting proposals, if required, for the purpose of obtaining additional information or clarification. Proposers must be prepared to make one or more interviews and may be required to make presentations prior to award of contract. Proposers must comply with this request or be disqualified.

Proposers are advised that, if in the event of receipt of an adequate number of proposals which, in the opinion of the Genesee County Purchasing Director, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion. Hence, proposals should be submitted complete and represent the Vendor’s

“best offer.”

Genesee County reserves the right to reject any and all proposals and to waive minor irregularities. Genesee County further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the County to do so.

Contract Term

This contract will take effect January 1, 2027, with the successful provider being expected to begin service at full levels as of that date. The contract will continue through December 31, 2027.

The contract may then be renewed for THREE (3) additional one (1) year periods upon mutual, written consent of both parties and in the best interest of Genesee County.

Vendor Acknowledgements:

By submitting a proposal to provide and perform services sought by Genesee County, each proposer:

1. Represents and acknowledges the proposer has examined and is familiar with this RFP and all its specifications and requirements.

2. Represents and acknowledges the proposer can furnish the materials, equipment and/or services required satisfactorily and in complete compliance with the specifications.

3. Acknowledges that neither the County nor any agent or representative of the

County have made any representation or promise on which the proposer has relied regarding the services covered by this request for proposal, or any matter or thing whatsoever relating thereto or otherwise, except as set forth.

Inquiries:

Questions relating to this RFP may be directed to:

Donna Longhini, Director, Purchasing

15 Main Street

Batavia, NY 14020

Donna.longhini@geneseeny.gov

Last Date for Questions:

Final date for written questions is Noon, Friday, November 13, 2026. All questions about the meaning or intent of the specifications must be submitted in writing via email. Vendors shall provide their email address for response. Any questions the County feels are pertinent to all proposers will be distributed as an addendum to the RFP and posted on PlanetBids.

Only questions answered by formal written Addenda will be binding. Please place the title of the RFP in the subject line when sending an email.

Proposal Format:

· Proposals must be submitted using the forms included in these specifications and any addenda that may be issued.

· Proposals must be accompanied by a signed Proposal Form and signed

Non- Collusion Statement.

· Forms can be found in these specifications.

· One (1) original and FOUR (4) COPIES of the proposal package must be provided.

· Read all documents contained in the proposal package.

· Proposers are responsible for submitting their proposals to the Genesee

County Purchasing Department, 15 Main Street, Room 317A, Batavia, NY

14020 at or prior to the time indicated in the bid package. No proposals will be accepted after the designated time indicated in the proposals package.

Proposals are due prior to 2:00 pm on Friday, November 20, 2026.

· Facsimile or emailed copies are NOT acceptable. Bids/RFP responses must be delivered to Purchasing Office before stated deadline to be considered.

mailto:Donna.longhini@geneseeny.gov

· Proposers are responsible for reporting, in writing, any errors found in the bid specifications to the Genesee County Purchasing Director, 15 Main Street, Batavia, NY 14020.

· Bidders shall indicate on the outside of their sealed bid the following information:

a. Title of RFP and RFP Number

b. Date and Time of RFP Opening

c. Company Name

Failure to do so may result in the rejection of the proposal as being unresponsive.

Non-Collusion Statement:

A signed Non-Collusion Statement shall be returned with your proposal.

Late Proposals:

Proposals received in the Purchasing Office after the date and time prescribed shall not be considered for contract award and shall be returned to the Vendor as non-responsive. The

Vendor is responsible for the delivery of the proposal. If the proposal is delivered to the wrong county office, by any delivery method, the Vendor bears the responsibility.

Delivery of the proposal to the specified location at the prescribed time and date is the sole responsibility of the Vendor.

The County employee whose duty it is to receive proposal documents will decide when the specified time has arrived and no proposal received thereafter will be accepted.

Invoicing/Payment:

Payment will be made sixty (60) days or less after receipt of invoice.

Completeness and Accuracy of Bid Documents:

The County of Genesee shall not be held responsible for the completeness or accuracy of any bid documents received by a vendor that were not directly issued to that vendor by the

Genesee County Purchasing Department.

Any vendor submitting a proposal based on incomplete or inaccurate information resulting from documentation received from any third party, shall not have cause for relief from award or completion of a contract in accordance with the official documents on file with the

Genesee County Purchasing Department.

It is HIGHLY suggested that all vendors interested in participating in this solicitation, contact the Genesee County Purchasing Department directly at the above address or telephone number to assure they have received the most accurate and up to date material concerning this contract.

Release of Information:

The County does not offer or supply anyone the list of people that have obtained a copy of

NOTE: Any delay due to traffic, weather, construction, mail or express delivery, mechanical failure or failure to locate the Purchasing Office, is not an exception to the deadline for receipt of proposals. Please plan accordingly.

the RFP scope of services or cost estimates for the project prior to the opening of the RFP.

NO EXCEPTIONS ARE MADE TO THIS POLICY.

Pricing:

Each price listed in the proposal will include any and all expenses involved in the furnishing and installation of goods and services covered under these specifications.

Mileage may be charged separately as noted in the scope of service. Each proposal price will exclude any and all taxes. Governmental entities are tax-exempt under State law.

Price adjustments, if necessary, will be acceptable upon proper documentation, at the time of contract renewal only.

References:

Provide at least three (3) references for comparable legal services provided within the past five (5) years.

References from government agencies or aging-services organizations are preferred. Include the organization’s name, contact person, telephone number, email address, and a brief description of the services provided.

Clarification of Proposal Information:

Genesee County reserves the right to request verification, validation or clarification of any information contained in any of the proposals. This clarification may include checking of references and securing other data from outside sources, as well as from the Vendor.

Reference to Other Materials:

The Proposer cannot compel Genesee County to consider any information except that which is contained in its proposal, or which is offered in response to a request from the

County. The Proposer should rely solely on its proposal. The County, however, reserves the right, in its sole discretion, to take into consideration its prior experience with proposers and information gained from other sources.

Altering Proposal:

Proposals cannot be altered or amended after submission deadline. Any interlineations, alteration or erasure made before opening time and date shall be initialed by the signer of the proposal, guaranteeing authenticity. Proposals must be submitted in ink or typewritten.

Penciling will not be accepted.

Amendment of Proposal:

A Proposal may not be amended. However, a Proposal may be withdrawn and resubmitted pursuant to (Withdrawal of Proposal) section above.

Withdrawal of Proposal:

A proposal may be withdrawn at any time prior to the submittal deadline. A Proposal may be withdrawn and resubmitted at any time prior to the submittal deadline. No proposal may be withdrawn after the submittal deadline without the consent of Purchasing which may be withheld by Purchasing in its absolute discretion.

Opening of Proposals:

Under the Request for Proposals process, sealed offers will be received and opened in the

Office of the Purchasing Director. Each proposal will be checked to determine if it is complete and meets the requirements of this Request for Proposals. At and after opening, proposals will NOT be part of the public record and subject to disclosure, but will be kept confidential until after award. When such award is completed, proposals will be available for public inspection.

Cost for Proposal Preparation:

Any and all costs incurred by a firm in preparing or submitting proposals are the proposer's sole responsibility. Genesee County will not reimburse any proposers for the costs incurred preparing proposal, preparing or submitting additional information requested by the County, or for the participation in a selection interview

Elaborate Proposals:

Elaborate proposals in the form of brochures or other presentations beyond that necessary to present a complete and effective proposal are neither required nor desired.

Right to Submitted Materials:

All responses, inquiries, or correspondence relating to or in reference to this RFP, and all other reports, charts, display, schedules, exhibits and other documentation submitted by the

Proposal Subject to Disclosure:

During the evaluation process, the content of each proposal will be held in confidence and details of any proposal will not be revealed (except as may be required under the Freedom of Information Law or other State law). The Freedom of Information Law provides for an exemption from disclosure for trade secrets or information the disclosure of which could cause injury to the competitive position of commercial enterprises. This exception would be effective both during and after the evaluation process.

Should you feel your firm's proposal contains any such trade secrets or other confidential or proprietary information, you must submit a request to except such information from disclosure. Such request shall be in writing, shall state the reasons why the information should be excepted from disclosure, shall be provided at the time of submission of the subject information and in the same envelop as the proposal. The proprietary or confidential data must be readily separable from the proposal in order to facilitate eventual public inspection of the non-confidential portion of the proposal.

Requests for exemption of the entire contents of a proposal from disclosure have generally not been found to be meritorious and are discouraged. Kindly limit any requests for exemption of information from disclosure to bona fide trade secrets or specific information, the disclosure of which would cause a substantial injury to the competitive position of your firm.

Genesee County cannot guarantee the confidentiality of any information submitted.

proposers, will become the property of the County when received.

Minimum Conditions for Consideration:

To be considered, the proposer must, at a minimum, respond to the full scope of services specified in this RFP. The vendor may provide suggested additions, enhancements or improvements to the scope of services, which, at the discretion of the County, may or may not be considered.

Genesee County reserves the right to:

1. Reject any and all proposals received in response to this RFP;

2. Reject the proposal of a vendor who has previously failed to perform properly;

3. Select proposals for contract award or for negotiations, other than those with the lowest price;

4. Negotiate as to any aspect of the proposal with any vendor.

5. Waive any technical or formal defect in the proposals that is considered by Genesee

County to be merely irregular, immaterial, or unsubstantial.

Award of Contract:

Award of contract will be made following review of responses by the Award Committee;

approval by designated committee followed by the Legislature approval, with contract awarded by Genesee County Resolution.

Contract Development:

If the County accepts a proposal, the County of Genesee intends to enter into a contractual agreement with the vendor providing the proposal which best meets the needs and requirements of the County. The content of the Request for Proposals and the successful proposal submitted will become an integral part of the contract, but may be modified by provisions of the contract upon mutual agreement.

Exception:

Any exception taken by the Vendor to the requirements and conditions of the specifications must be stated and described in detail as a part of the proposal. If no exceptions or deviations are identified in this manner, the item must be furnished exactly as described herein.

Advertising:

In submitting its proposal, the Proposer agrees not to use the results there from as a part of any news release or commercial advertising without written approval of the County.

Addenda:

Genesee County may, at any time by written notifications to all vendors, change any portion of the Proposal described and detailed herein. These changes will be communicated to the vendors in the form of Addenda. Copies of addenda will be posted on the PlanetBids portal: https://vendors.planetbids.com/portal/71274/portal-home No

Addenda will be issued later than forty-eight hours prior to the date and time for the receipt of offers, except an addenda withdrawing the Proposal or addenda for postponement of the

Proposal due date/time.

https://vendors.planetbids.com/portal/71274/portal-home

Venders shall ascertain prior to submitting their bid they have received all Addenda's issued and the acknowledge receipt of Addenda by the return of the signed Addenda form(s) with the Proposal response. It is the responsibility of the Vendor to check the

PlanetBid page for Addenda which may be issued on this Proposal.

Registration, Downloading, Addenda From Purchasing Web Site:

You must register with PlanetBids before you download either a RFP or Addendum.

Vendors are exclusively responsible for the downloading Addendums from the web site. It is imperative to check PlanetBids Purchasing System web page frequently right up to the

RFP closing date. By submitting a proposal a vendor waives any claims related to the failure to keep so apprised.

Alternate Proposals:

An alternate proposal is viewed by Genesee County as a proposal describing an approach to accomplishing the requirements of the RFP which differs from the approach set forth in the solicitation.

An Alternate proposal may also be a second proposal submitted by the same proposer which differs in some degree from its basic or prime approach.

Alternate proposals may address the technical approach or other provision or requirements set forth in the solicitation.

Genesee County will, during the initial evaluation process, consider all alternate proposals submitted. Genesee County reserves the right to reject any and all alternate proposals should it be in the best interest of the County.

Governing Law:

All contractual agreements shall be subject to, governed by, and construed according to the laws of the State of New York.

Independent Contractor

It is understood the contractor is an independent contractor and shall not be considered an agent of the County, nor shall any of the contractor's agents or employees be considered subagents for the County.

Disqualifications:

Reminder: It is the vendor's sole responsibility to verify the Proposal submittal includes any or all addenda.

Certifications of Insurance/Workers' Compensation/Disability:

The vendor shall provide current Certificates of Insurance, Workman's

Compensation/Disability as described in the attached Insurance Certification Form.

Proof of Worker' Compensation coverage is NOT acceptable when listed on the Insurance

Acord. Please see further instructions on Workers' Compensation included with this bid.

Genesee County reserves the right to disqualify any company upon convincing evidence of collusion with intent to defraud and to commit any other illegal practices on the part of the firm. Failure to comply with requests for insurance or bonding may also be grounds for disqualification. Genesee County reserves the right to reject any and all proposals, to waive all technicalities and irregularities, and to make the award considered to be in the best interest of the County.

Iranian Energy Sector Divestment:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of section 65-a of the State finance law.

Corporate Compliance:

Contractors are subject to the County’s Compliance Program to the extent that the contractors are affected by the County’s Compliance risk areas within the scope of their contracted authority and affected compliance risk areas.

Vendor failure to adhere to Genesee County’s Compliance Program could result in termination of the contract as per County’s Terms and Conditions.

Attachment A

Scope of Work

II. INTRODUCTION

The Office for Aging receives Federal, State and County funds to provide programs and services for people over the age of 60 in Genesee County. These funds are augmented by participant contributions for services received. Some services, including legal services, have been mandated by the Federal government, funded by Title III-B of the Older Americans Act.

III. II. SCOPE OF WORK

The selected Legal Services Provider will deliver effective and cost-efficient legal assistance to Genesee

County residents age 60 and over, funded under Title III-B of the Older Americans Act. Services must be targeted to older adults with the greatest economic and social need including low-income, minority, frail, isolated, rural, disabled, institutionalized, LGBTQ and/or Limited English Proficiency. In the legal services program, the target population also includes those older people with a need for legal services or representation who do not have access to other legal providers in the community. Services will be provided to older adults regardless of income, while targeting greatest need.

The selected provider will not defend criminal cases nor handle most fee-generating cases, nor file any conservatorship. All services must be provided by a licensed attorney or by a paralegal working under the direct supervision of a licensed attorney.

Requests for legal services will be coordinated and referred by an Office for the Aging staff. Appointments for Advance Directives will be scheduled by the Office for the Aging staff and will inform the selected provider. All other matters will be referred to by the selected legal provider so they can assign as appropriate.

1. Types of Legal Matters Covered

The Provider will furnish legal advice, brief services, representation, and advocacy related to non– fee-generating civil legal issues, including but not limited to:

a. Power of Attorney

b. Health Care Proxy and Living Will

c. Medicaid law, including spousal impoverishment rules and nursing home placement

d. Medicaid, Social Security, and Supplemental Nutrition Assistance Program (SNAP) matters and Fair Hearings for public benefit programs

e. Landlord-tenant issues

f. Bankruptcy

g. Scams, fraud, and deceptive solicitations

h. Other miscellaneous civil legal issues that are non-fee generating

2. Service Delivery Locations

Legal services will be provided:

a. Onsite at the Genesee County Office for the Aging (minimum once per month)

b. In the homes of older adults who are homebound

c. At institutional care facilities, as appropriate

d. Via phone as appropriate

e. At other locations in the community when necessary to address client needs

3. Mileage:

a. Mileage can be reimbursed for travel between the Genesee County Office for the Aging and an off-site location as requested by Office for the Aging staff.

b. Mileage will not be billed between the legal provider office and Genesee County Office for the Aging

4. Types of Legal Assistance Services Provided

a. The Provider will furnish a full range of legal services including:

i. Legal advice and consultation

ii. Brief legal services, such as phone calls, letter writing, document review and drafting, negotiation, etc.

iii. Representation in administrative hearings

iv. Representation in court, when appropriate and consistent with program guidelines.

v. If the selected provider cannot assist a referred client, the selected provider will speak directly with the client and make an appropriate referral.

b. The selected provider must:

i. Not defend criminal cases

ii. Not defend fee generating cases for the older adult

iii. Not file any conservatorship

5. Staffing Requirements

All services must be delivered by:

a. A licensed attorney, or

b. A paralegal working under the direct supervision of a licensed attorney.

c. The selected provider is responsible for ensuring appropriate oversight, review, and quality control of all paralegal work.

6. Services and Expenses Provided Without Additional Charge

a. The Provider shall furnish the following without additional charge to the Office for the Aging:

i. Travel time to and from the Office for the Aging;

ii. Consultations with Office for the Aging staff;

iii. Contract management and administration;

iv. Two (2) one-hour community presentations per contract year, as requested by the

Office for the Aging; and

v. Routine supplies, including paper, printing, and postage.

vi. Lunch periods and other non-service time shall not be billed.

vii. Approved mileage reimbursement shall be governed by the Mileage provisions of this

Scope of Work.

The provider shall continue services to clients with active cases through the contract term, without additional charge after the annual contract limit has been reached, unless the contract is terminated earlier under its termination provisions. Upon expiration or termination, the provider shall coordinate with the Office for the Aging to ensure an orderly transition of active cases, including timely client notification, appropriate referrals, and transfer of records with client consent. All transition activities shall protect client confidentiality and comply with applicable professional obligations.

7. Reporting and Invoicing

The Provider shall submit monthly service reports and itemized invoices by the tenth day of the following month.

8. Monitoring and Client Satisfaction

The Provider shall cooperate with OFA’s program monitoring, evaluation, and client satisfaction activities. Information furnished for these purposes shall protect client confidentiality and privileged communications.

9. Access and Equity Requirements

The Provider must supply language access services, including interpretation and translation, to ensure meaningful access for clients with limited English proficiency.

10. Referral and Coordination

When appropriate, the selected provider will:

a. Coordinate services with the Office for the Aging and other community partners.

b. Refer clients to alternative resources when a matter falls outside the selected provider’s scope or capacity.

11. Who Can Apply

a. Legal Services Corporation grantee, or

b. Other nonprofit corporations organized for the delivery of legal services, or

c. A private attorney or firm of attorneys licensed to practice in New York State, or

d. A social agency which has an identifiable legal component independent from the social agency (i.e. supervised by an attorney) with a demonstrated capacity to deliver quality legal representation.

Attachment B

Proposal Pricing

January 1, 2027–December 31, 2027:

$ per hour for attorney services provided within the required scope of services.

$ per hour for paralegal services provided within the required scope of services.

Optional Renewals for:

January 1, 2028–December 31, 2028 (at the same rate)

January 1, 2029–December 31, 2029 (at the same rate)

January 1, 2030–December 31, 2030 (at the same rate)

Total annual invoices to Office for the Aging shall not exceed $25,000 per year.

Note: This form, signed and dated must be included with your proposal submission. Please attach an outline of your proposed fee structure.

The undersigned understands and agrees that he/she will furnish and provide all the necessary staff, services, and other items of whatever nature, and to do and perform all the work necessary under the aforesaid conditions, to carry out the contract and to accept in full compensation therefore the amount of the contract as agreed to by the

Contractor and Genesee County.

Legal name of firm/corporation Authorized Signature (In BLUE ink)

Address Typed Name

City/State/Zip Title

Date Telephone No.

Federal ID Number Email Ad

PROPOSAL

TO: Donna Longhini, Purchasing Director, Genesee County;

THE UNDERSIGNED PROPOSES TO PROVIDE THE GOODS AND SERVICES

required as set forth in the referenced Request for Proposal. The successful bidder hereby agrees to furnish the goods and services in accordance with all terms, conditions and specifications contained within referenced Request for Proposal, at prices submitted in referenced specifications. I certify that I am authorized to sign this proposal, myself or the company or firm I represent, to a contract with Genesee County. This signed proposal will become part of a binding contract after award by the Genesee County Legislature to the successful bidder.

Legal name of firm/corporation Authorized Signature (IN BLUE INK)

Date Telephone No. Fax No.

Federal ID Number Email Address

DO NOT WRITE BELOW THIS LINE (FOR COUNTY USE ONLY)

CHAIRPERSON, GENESEE COUNTY LEGISLATURE

RESOLUTION NO.

DATE

YOU SHALL RETURN THIS FORM WITH YOUR PROPOSAL

NOTE: By signing and submitting the proposal form for consideration by

Genesee County Legislature the Contractor acknowledges they have read, understood, and agree to all aspects of the specifications as presented without reservation or alteration.

NON-COLLUSION FORM

By submission of this bid , each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty or perjury, that to the best of knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, consultation, communication or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor;

and

3. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit, a bid for the purpose of restricting competition.

In compliance with his invitation for bids, and subject to the conditions thereof, the undersigned offers and agrees, if this bid is accepted within forty five (45) days from the date of opening, to furnish any and all of the items upon which prices are submitted.

Legal name of firm/corporation Authorized Signature (IN BLUE INK)

Date Telephone No. Fax No.

YOU SHALL RETURN THIS FORM WITH YOUR PROPOSAL

Vendor Certification

RFP# 2026-112

As of January 1, 2005, the Office of the State Comptroller is requiring that governmental agencies award contracts only to vendors that have been certified as "responsible." Vendor responsibility means that a vendor has the integrity to justify the award of public dollars and the capacity to fully perform the requirements of the contract. It is a contracting agency's responsibility, under Section 63 (9) of the State Finance Law (SFL), to evaluate and make a determination of the responsibility of a prospective contractor. A responsibility determination, wherein the contracting agency determines that it has reasonable assurances that a vendor is responsible, is an important part of the procurement process, promoting fairness in contracting and protecting a contracting agency and the State (as well as the

County) against failed contracts.

The following factors are to be considered in making a responsibility determination:

1. Legal Authority to do business in New York State

2. Integrity

3. Capacity - both organizational and financial

4. Previous performance

Please complete the enclosed Vendor Responsibility Questionnaire. The completed

Questionnaire shall be returned with your bid submission in order for your bid to be ruled responsive.

Additional information concerning vendor responsibility, including electronic versions of forms, may be found at the Office of the State Comptroller's (OSC) website:

http://www.osc.state.ny.us/vendrep

Overview on Executive Order #127 May be Accessed:

http:llwww.ogs.state.ny.uslaboutOgslregulationslprocurementloverview.html http://www.osc.state.ny.us/vendrep http://www.ogs.state.ny.uslaboutogslregulationslprocurementloverview.html/ http://www.ogs.state.ny.uslaboutogslregulationslprocurementloverview.html/

Vendor Responsibility Form

Within the past five (5) years has your firm, any affiliate, any predecessor company or entity, owner, director, officer, partner or proprietor been the subject of:

A. an indictment, judgment, conviction, or a grant of immunity, including pending actions, for any business related conduct constituting a crime under governmental law?

ANSWER ALL QUESTIONS

YES NO

B. a government suspension or debarment, rejection of any bid or disapproval of any proposed subcontract, including pending actions, for lack of responsibility, denial or revocation of prequalification or a voluntary exclusion agreement? YES NO

C. any governmental determination of a violation of any public works law or regulation, or labor law or regulation, or any OSHA violation deemed "serious or willful?" YES NO

D. a consent order with NYS Department of Environmental

Conservation, or a governmental enforcement determination involving a construction-related violation of federal, state, or local environmental laws? YES NO

E. a finding of non-responsibility by a governmental agency or Authority for any reason, including but not limited to the intentional provision of false or incomplete information as required by Executive Order 27? YES NO

If yes to any of above, please provide details regarding the finding.

ENTITY MAKING FINDING:

YEAR OF FINDING:

BASIS OF FINDING:

(Attach Additional Sheets if Necessary)

SECTION: IRANIAN ENERGY SECTOR DIVESTMENT

1. Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with New York State General Municipal Law Section 03-g entitled

"Iranian Energy Sector Divestment", in that said Contractor/Proposer has not:

(a) Provided goods or services of $20 Million or more in the energy sector of

Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of Iran; or

(b) Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person's intent was to use the credit to provide goods or services in the energy sector in Iran.

2. Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 65-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in Iran, shall not be deemed a responsible bidder pursuant to Section 03 of the New York State General Municipal Law.

3. Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for

Proposals must certify and affirm the following under penalties of perjury:

(a) "By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 65-a (3)(b)."

4 Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore. The County reserves its rights, in accordance with General

Municipal Law Section 03-g to award the Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

(1) The investment activities in Iran were made before April 2, 2012, the investment activities in Iran have not been expanded or renewed after

April 2, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

(2) The County of Genesee has made a determination that the goods or services are necessary for the County to perform its functions and that, absent such an exemption, the County of Genesee would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the County in writing and shall be a public document.

5. Bidder or Proposer shall sign, notarize and return the enclosed (attached)

"Certification of Compliance with the Iran Divestment Act" form with your bid or proposal.

CERTIFICATION OF COMPLIANCE WITH THE IRAN DIVESTMENT ACT

As a result of the Iran Divestment Act of 2012 (the “Act”), Chapter 1 of the 2012 Laws of New York, a new provision has been added to State Finance Law (SFL) § 165-a and New York General Municipal Law § 103-g, both effective April 12, 2012. Under the Act, the Commissioner of the Office of General Services (OGS) will be developing a list of “persons” who are engaged in “investment activities in Iran” (both are defined terms in the law) (the “Prohibited Entities List"). Pursuant to SFL § 165-a(3)(b), the initial list is expected to be issued no later than 120 days after the Act’s effective date at which time it will be posted on the OGS website.

By submitting a bid in response to this solicitation or by assuming the responsibility of a Contract awarded hereunder, each Bidder/Contractor, any person signing on behalf of any Bidder/Contractor and any assignee or subcontractor and, in the case of a joint bid, each party thereto, certifies, under penalty of perjury, that once the Prohibited Entities List is posted on the OGS website, that to the best of its knowledge and belief, that each Bidder/Contractor and any subcontractor or assignee is not identified on the Prohibited Entities List created pursuant to SFL § 165-a(3)(b).

Additionally, Bidder/Contractor is advised that once the Prohibited Entities List is posted on the OGS Website, any Bidder/Contractor seeking to renew or extend a Contract or assume the responsibility of a Contract awarded in response to this solicitation must certify at the time the Contract is renewed, extended or assigned that it is not included on the Prohibited Entities List.

During the term of the Contract, should the County receive information that a Bidder/Contractor is in violation of the above-referenced certification, the County will offer the person or entity an opportunity to respond. If the person or entity fails to demonstrate that Bidder/Contractor has ceased engagement in the investment which is in violation of the Act within 90 days after the determination of such violation, then the County shall take such action as may be appropriate including, but not limited to, imposing sanctions, seeking compliance, recovering damages or declaring the Bidder/Contractor in default.

The County reserves the right to reject any bid or request for assignment for a Bidder/Contractor that appears on the Prohibited Entities List prior to the award of a contract and to pursue a responsibility review with respect to any Bidder/Contractor that is awarded a contract and subsequently appears on the Prohibited Entities List.

I, , being duly sworn, say that I am the (Authorized Representative’s Name) (Title) of the Corporation and that neither the Bidder/Contractor nor any proposed subcontractor is identified on the Prohibited Entities List.

SIGNED

DATE

BIDDER’S STATEMENT ON SEXUAL HARASSMENT

IN ACCORDANCE WITH NEW YORK STATE FINANCE LAW 139-1

In accordance with State Finance Law 139-1, which generally prohibits the County from entering into contracts pursuant to the bid process with persons who fail to submit a certification affirming compliance with New York Labor Law 201-g the bidder submits the following certification under penalty of perjury:

By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of perjury, that the bidder has and has implemented a written policy addressing sexual harassment prevention in the workplace and provides annual sexual harassment prevention training to all of its employees. Such policy shall, at a minimum, meet the requirement of Section 201-g of the Labor

Law.

Name of Bidder

Signature of Authorized Official

Printed or Typed Name of Official and Title

Date

COUNTY OF GENESEE

Purchasing Department

15 Main Street

Batavia, New York 14020

GENERAL TERMS AND CONDITIONS

FOR PROPOSALS

1. Each Proposal response shall be enclosed in a sealed envelope and must be mailed or delivered so as to be received prior to the time set in the advertisement for the deadline. If the Proposal is a physical submission, the sealed envelope shall have the information noting the service and date and time of deadline. This information must be affixed to the outermost packaging to be easily identified by

Purchasing personnel as a sealed Proposal.

2. Proposal shall be submitted on Genesee County RFP Forms, unless otherwise indicated in the RFP specifications, or Proposal will not be considered. Proposal must be typed or printed in ink. Original autograph signatures in ink are required.

3. Any change in wording or interlineation by Respondent of the inquiry as published by the County of

Genesee shall be reason to reject the Proposal of such Respondent, or in the event that such change in the

RFP is not discovered prior to entering into contract, to void the contract entered into pursuant to such

RFP.

4. AWARDS. The contract may be awarded to the lowest responsible and responsive bidder complying with the provisions of the Request for Proposals. In determining whether a Proposal is lowest and responsive, and the proposer responsible, the following may be considered by the County: a) Ability to perform the service required within the specified time; b) Reputation, judgment and experience; c) The quality of performance in previous contracts; d) Previous compliance with laws, as well as employment practices; e) Financial ability to perform the contract; f) The quality, availability and adaptability of the supplies or the contractual services to the particular use required; g) Ability to provide maintenance and service; h) Whether the bidder is in arrears to the County, in debt on contract, is a defaulter on surety to the County or whether the bidder's taxes or assessments are delinquent; i) The resale value and life cycle costs of the items; j) Such other information as identified in the Request for Proposal and…