Vision We strive to cultivate an educational foundation that empowers students to realize their full potential, thrive as productive global citizens, ignite positive change, and create a more just and equitable world.

DATE: September 22, 2026

TO: All Offerors

FROM: Dr. Lonita S. Broome - Chief Financial Officer

RE: Request for Proposal No. 27-001 - Legal Services

City Schools of Decatur(CSD)invitesqualifiedattorneysandlawfirmstosubmitproposalstoprovide comprehensive legal services to the District. CSD intends to establish a flexible legal-services arrangementthatsupportstheBoardofEducationandtheDistrict’sadministrativeoperations.CSDmay award to one or multiple firms, including separate counsel for Board services and District operational legal services.

Proposalsshallbesealed,markedwiththeOfferor’snameandaddress,andlabeled“RFP27-001-Legal Services,” and delivered to:

City Schools of Decatur Elizabeth Wilson School Support Center

Attention: Dr. Lonita S. Broome - Chief Financial Officer 125 Electric Avenue

Decatur, Georgia 30030

Proposals must be received no later than 1:30 p.m. local time (as per thePurchasingDepartmenttime clock) onTuesday,October20,2026.Submissionsreceivedafterthedeadlinewillnotbeconsidered.A postmark or delivery to a commercial carrier does not constitute receipt by CSD.

Anon-mandatoryPre-ProposalConferencewillbeheldattheaddressaboveonTuesday,September29, 2026at10:30a.m.EDT.QuestionsregardingthisRFPmustbesubmittedinwritingnolaterthan12:00 noonEDTonFriday,October2,2026,tolbroome@csdecatur.net.CSDanticipatesissuingresponsesand any addenda on Friday, October 9, 2026.

ThewrittenrequirementsofthisRFPmaybechangedonlybyawrittenaddendumissuedbyCSD.CSD reserves the rights stated in this RFP, including the righttorejectproposals,waiveinformalitieswhere permitted, and make award(s) in the best interest of the District.

Dr. Carmen Sulton Hans Utz Tracey Anderson James Herndon Lorraine Irier Zoe Smith Chair Vice Chair Board Member Board Member Board Member Student Representative

125 Electric Avenue ● Decatur, Georgia 30030 ● 404-371-3601 ● www.csdecatur.net

SOLICITATION NO. 27-001

REQUEST FOR PROPOSAL

FOR

LEGAL SERVICES

CITY SCHOOLS OF DECATUR - PURCHASING DEPARTMENT

ELIZABETH WILSON CENTER

125 ELECTRIC AVENUE

DECATUR, GEORGIA 30030

TABLE OF CONTENTS

Title Page No.

Section I - Introduction & District Background 4

Section II - Scope of Legal Services 5

Section III - Proposal Requirements and Response Format 10

Section IV - Pricing Proposal 14

Section V - Solicitation Calendar and Submission Instructions 15

Section VI - Evaluation and Award 16

Section VII - General Terms and Conditions 17

Section VIII - Contract/Post-Award Requirements 29

Appendix A – Coversheet for Proposed Categories 46

Appendix B - Pricing Proposal Template 47

Appendix C - Georgia Immigration and Security Forms 48

Appendix D - Subcontractor Affidavit & Agreement 51

Appendix E - Offeror’s Exceptions 53

Appendix F - Offeror’s Modifications 54

Appendix G – Acknowledgment of Addenda 55

Appendix H – Reference Survey Form 56

Appendix I – Debarment and Suspension 57

Section I - Introduction & District Background

A. Purpose City Schools of Decatur is soliciting proposals from qualified attorneys and law firms experienced in representing Georgia public school districts and other governmental entities. The selected counsel will provide responsive, practical, and cost-effective legal advice and representation across the areas identified in this RFP.

B. Background CSD is an independent public school district created by the State of Georgia General Assembly through the Charter of the City of Decatur. The District serves students residing within the City of Decatur and operates schools and administrative facilities in support of its educational mission.

CSD serves approximately 5,300 students and operates one high school, one middle school, five lower elementary schools, two upper elementary schools, and an Early Childhood Learning Center Program. The District employs approximately 900 full and part-time employees, including approximately 443 teachers.

As a public school district and political subdivision of the State of Georgia, CSD operates within a complex legal and regulatory environment governed by applicable federal and state laws, regulations, State Board of Education rules, local Board of Education policies, contractual obligations, and other requirements applicable to Georgia public School systems. Accordingly, the District requires qualified legal counsel capable of providing timely, practical, and comprehensive legal services across the range of matters associated with the governance and operation of a public school district.

Legal needs arise across Board governance, school law, student services, human resources, procurement and contracts, real estate, construction and capital projects, risk management, transportation, school health, public records, litigation and other operational areas. CSD seeks counsel with demonstrated knowledge of Georgia law and federal requirements applicable to K-12 public education and charter systems.

C. Award Structure CSD intends to establish two distinct categories of legal services under this solicitation: (1) Board of Education Legal Counsel and (2) District/Administrative Legal Counsel. Offerors may submit a proposal for either category or both categories. CSD reserves the right to award each category to a different firm, award both categories to one firm when legally and ethically appropriate, make multiple awards, or make no award in a category when determined to be in the best interests of the District. A designated administrative evaluation committee will evaluate all responsive proposals, including proposals for Board of Education Legal Counsel and District/Administrative Legal Counsel. Final contract award(s) remain subject to applicable CSD approval requirements. Firms proposing for both categories must disclose potential conflicts and explain how actual or potential conflicts between the Board and District administration would be addressed consistent with applicable professional-responsibility requirements.

Section II - Scope of Legal Services

All services must comply with applicable federal, State of Georgia, and local laws and regulations. The successful offeror(s) shall provide legal services as requested by CSD, including but not limited to the areas below. The listing is illustrative and does not limit CSD’s ability to request additional legal services for other areas, not referenced below, during the contract term.

General Services / School Law

● Georgia Charter System Law

● IDEA and Section 504

● Student discipline and student rights

● Open Records Act requests

● Family Educational Rights and Privacy Act (FERPA) and education-record requests

● Titles I, III, VI, IX, and other applicable federal requirements

● Subpoenas and police, state, and federal warrants

● E-SPLOST matters

● Media-relations responses and risk-management communications

● Advice on rules and procedural changes

● Review of documents and handbooks distributed to the public

● Other legal services requested by CSD

Special Education and Student Services

● Ensure compliance with IDEA and Section 504

● Support all aspects of special education and Section 504, including records review, consultations, draft communications, complaints, and due-process matters

● Attend IEP- and 504-related meetings, including preparatory meetings when parents are represented by counsel

● Provide training on IDEA and Section 504 compliance

● Draft or review service contracts

● Draft and process responses to official complaints, including Due Process Hearing Requests, State Formal Complaints, and Office of Civil Rights Complaints

Labor and Employment Matters

● Consult with and support staff regarding employee/HR grievances, terminations, teacher certification issues, and related notices and responses

● Consult with and support staff regarding EEOC, Title VII, and other employment complaints

● Draft or review employee contracts

Policy and Legislation

● Support drafting, reviewing, and updating Board policies for alignment with state and federal laws, rules, and regulations

● Monitor pending and emerging legislation and advise CSD regarding potential impacts on district policies and practices

Student Rights and Civil Rights

● Review and advise on student discipline matters and represent the District in related litigation and appeals, including appeals to the Board

● Attend student discipline hearings on behalf of CSD when parents are represented by counsel.

● Provide training on student discipline, searches, jurisdiction, student codes of conduct, and related matters

● Support Title IX and Title VI compliance, including coordinator, investigator, decision-maker, or informal-resolution services when requested

● Advise on student privacy (FERPA), free speech, dress codes, and other student-rights issues

Business, Contracts, and Procurement

● Provide knowledge of contract law applicable to governmental entities and K-12 public school districts

● Review, advise on, revise, and redline initial and renewal contracts

● Negotiate and draft vendor agreements, construction contracts, intergovernmental agreements, and memoranda of understanding

● Advise on E-rate and public-bidding compliance

Real Estate and Property

● Handle and advise on property acquisition, zoning, easements, property transfers, leases, and construction disputes

Litigation and Hearings

● Provide representation for litigation and hearings in the service areas identified in this

RFP and other matters impacting the District at local, state, and federal courts and administrative proceedings

Other Administrative Legal Services

● Review and advise on legal notices received by the District or schools, including custody documents, warrants, subpoenas, claims, grievances, cease-and-desist notices, citations, and audits

● Prepare legal notices that may need to be filed

● Prepare legal memoranda for staff as needed

● Develop and/or provide administrative legal training, including Code of Conduct, Title

IX, and other legal matters

● Support enrollment, admissions, and residency matters, including residency documentation, paid tuition, courtesy tuition, and residency investigations

● Review procedure manuals for compliance with local, state, and federal requirements

● Research and advise on legal questions from any District department

● Advise on safety and security matters, including trespassing and memoranda of understanding

Risk Management & Claims

● Advise on risk-management strategies to minimize legal exposure and operational liability

● Review insurance coverage, policy interpretation, and claims administration

● Assist with investigation and resolution of liability claims involving students, employees, visitors, contractors, and District property

● Provide guidance regarding tort claims, premises liability, negligence, and governmental immunity

● Coordinate with insurance carriers, third-party administrators, and claims representatives

● Review incident reports and accident investigations involving facilities, transportation, athletics, and special events

● Provide counsel regarding workers’ compensation matters in coordination with Human

Resources and the District’s administrator

● Review risk-transfer provisions, indemnification, hold-harmless provisions, and insurance requirements in contracts

● Provide legal support related to emergency management, crisis response, business continuity, and disaster recovery

● Advise on school safety, emergency operations, threat assessments, and coordination with public-safety agencies

● Assist with OSHA, workplace-safety, and applicable health-and-safety compliance

● Advise on property damage, construction defects, environmental hazards, and insurance recovery

● Assist with litigation avoidance, mediation, and alternative dispute resolution

● Provide representation for claims, administrative proceedings, mediation, arbitration, and litigation as requested

Facilities , Maintenance, Construction & Capital Projects

● Provide legal counsel throughout all phases of capital improvement and construction projects

● Draft, review, negotiate, and interpret construction contracts, professional-services agreements, architectural and engineering agreements, construction-management agreements, and design-build contracts

● Review ITBs, RFPs, RFQs, and related procurement processes for legal compliance

● Advise on Georgia procurement law, public-bidding requirements, and applicable federal procurement requirements

● Assist with bid protests, procurement disputes, and contract-award challenges

● Review and negotiate change orders, amendments, contract modifications, and closeout documentation

● Advise on construction claims, delays, differing site conditions, scheduling disputes, liquidated damages, and warranty enforcement

● Review performance bonds, payment bonds, retainage, and contractor-default issues

● Advise on mechanics’ liens, payment disputes, and construction-related claims

● Advise on environmental compliance, hazardous materials, asbestos, lead-based paint, underground storage tanks, storm water, erosion control, and related requirements

● Advise on ADA compliance, accessibility, and facility-related regulatory obligations

● Assist with real-estate transactions, including acquisitions, easements, rights-of-way, licenses, leases, transfers, and surplus-property disposition

● Draft and negotiate facility-use agreements, shared-use agreements, intergovernmental agreements, licenses, and leases

● Provide legal support for utility agreements, telecommunications easements, and infrastructure projects

● Advise on zoning, land use, permitting, and development issues affecting District property

● Support SPLOST-funded capital projects and statutory compliance associated with capital expenditures

● Provide guidance during planning, construction administration, closeout, and warranty periods

● Represent CSD in disputes involving contractors, architects, engineers, consultants, vendors, and construction professionals

● Assist with mediation, arbitration, or litigation of construction disputes, as appropriate

● Provide legal counsel regarding routine facilities and maintenance operations, including emergency repairs, building closures, inspections, code compliance, accessibility, facility use, environmental conditions, and workplace-safety matters.

● Draft, review, and advise on operational service contracts, including custodial, HVAC, landscaping, maintenance, temporary staffing, equipment service, and other outsourced operational services.

● Advise on vendor performance, defaults, cure notices, contract renewals, terminations, emergency procurements, warranty enforcement, and operational contract disputes.

● Advise on OSHA compliance, hazardous communications, chemical handling, workplace hazards, employee safety, and other regulatory requirements affecting Facilities and Maintenance operations.

Pupil Transportation Services

● Provide legal counsel and representation regarding student transportation operations and compliance with applicable federal, state, and local laws, regulations, and standards

● Advise on Georgia Department of Education pupil transportation requirements, State

Board rules, and applicable FMCSA requirements

● Advise on CDL requirements, driver qualifications, medical certifications, entry-level driver training, disqualifications, and DOT compliance

● Advise on federal DOT drug and alcohol testing requirements

● Review transportation policies, procedures, driver handbooks, parent guidelines, and operating manuals

● Advise on transportation eligibility, bus-stop assignments, hazardous walking conditions, appeals, and accommodations

● Advise on transportation provisions in IEPs, Section 504 Plans, McKinney-Vento, and other applicable requirements

● Provide counsel regarding bus accidents, vehicle incidents, injury claims, investigations, evidence preservation, surveillance video, witness statements, and litigation preparedness

● Coordinate with Risk Management, insurers, claims administrators, and law enforcement as appropriate

● Advise on student behavior on buses, driver authority, surveillance, transportation suspensions, searches, and safety

● Draft, review, and negotiate transportation-related contracts and agreements

● Advise on public-records requests involving transportation records while ensuring

FERPA and other privacy compliance

● Advise on transportation emergency response, evacuations, crisis management, security, reunification, and public-safety coordination

● Provide legal training and periodic updates to Transportation administrators

School Health Services

● Review healthcare staffing agency contracts and memoranda of understanding

● Develop and review district health policies and procedures for compliance with federal and Georgia law, including medication administration procedures and applicable Georgia requirements

● Advise on school safety and emergency preparedness

● Review cardiac emergency response plans and protocols and issues involving stock emergency medications, including epinephrine and naloxone

● Advise on scope-of-practice and delegation questions under the Georgia Nurse Practice

Act, including responsibilities of unlicensed assistive personnel

● Provide presentations and training on legal issues affecting school health, including

HIPAA versus FERPA, documentation standards, and liability

School Nutrition Services

● Advise on federal and state requirements applicable to school nutrition programs, including USDA, Georgia Department of Education, National School Lunch Program, School Breakfast Program, and other applicable child nutrition programs.

● Advise on procurement, food-service contracts, vendor agreements, food safety, sanitation, and regulatory compliance.

● Advise on meal eligibility, confidentiality, meal accommodations, food allergies, civil-rights requirements, and related student matters.

● Provide legal support regarding audits, investigations, claims, vendor disputes, and corrective actions involving School Nutrition Services.

● Review policies, procedures, contracts, and operating practices affecting School Nutrition Services.

Athletics and Extracurricular Activities

● Advise on legal and regulatory matters affecting interscholastic athletics and extracurricular programs, including GHSA requirements and Title IX.

● Advise on student-athlete eligibility, transfers, participation, discipline, waivers, and related disputes.

● Advise on student-athlete health and safety, concussion protocols, emergency response, catastrophic injuries, and risk management.

● Review contracts and agreements involving coaches, officials, athletic events, facilities, travel, sponsorships, vendors, and booster organizations.

● Advise on event security, crowd management, facility liability, investigations, claims, and litigation arising from athletic or extracurricular activities.

Board Services (Board Attorney) - Separate Service Category

● Advise the Board of Education on governance, parliamentary procedures, ethics, and compliance with the Georgia Open Meetings Act and Open Records Act

● Provide legal expertise and guidance related to policy creation or revisions

● Attend Board of Education meetings, retreats, and executive sessions

● Attend Board of Education agenda-preparation sessions

● Act as parliamentarian during Board meetings

● Describe the firm’s process for identifying and managing conflicts and differences between the legal needs of the Board of Education and District administration

Other Areas

● Identify other areas not referenced above but may be beneficial for the district to consider

Section III - Proposal Requirements and Response Format

To facilitate the evaluation, proposals shall be organized in sections based on the order below.

All terms, conditions, requirements, and procedures included in this RFP must be met for a proposal to be considered responsive.

● Executive Summary/Transmittal Letter

● Service Category Proposed: Board Services, Administrative/District Operational Legal

Services, or Both Firm Background and Qualifications

● Response to Scope of Legal Services Attorney and Project Team Qualifications

● Georgia School Law, Charter System, and Public-Sector Experience

● Approach to Legal Services and Responsiveness

● Conflict of Interest and Conflict-Management Approach

Confidentiality, Privilege, Data Security, and Technology

● References

A. Mandatory Requirements

1. Offeror must be authorized to transact business and practice law in Georgia, as applicable.

2. Lead attorneys assigned to CSD must be active members in good standing of the State Bar of Georgia.

3. Offeror must demonstrate relevant experience providing legal services to K-12 public school districts, governmental entities, or organizations of similar complexity.

4. Offeror must disclose actual or potential conflicts of interest involving CSD, its Board, administration, employees, or related parties and describe its conflict-check and conflict-management process.

5. Offeror must maintain insurance appropriate for the services proposed and provide evidence of coverage upon request.

6. Offeror must complete required affidavits, certifications, and proposal forms.

B. Firm Background and Qualifications

Provide a concise history of the firm, office locations, size, ownership/organizational structure, areas of practice, and experience relevant to Georgia K-12 public education. Identify the primary office and attorneys that would serve CSD.

C. Response to Scope of Legal Services

The Offeror shall provide a detailed response to the Scope of Legal Services identified in Section II for each service category for which the Offeror is submitting a proposal. The response shall follow the organization of Section II and clearly describe the firm’s experience, capabilities, proposed attorney(s), and approach for providing the applicable services. Offerors are not required to restate the Scope of Legal Services; rather, the response should demonstrate the Offeror’s qualifications and capability to perform the requested services. If the Offeror does not provide a particular service identified in Section II, or proposes to provide the service through outside or specialized counsel, the Offeror shall clearly identify that exception and explain the proposed approach.

As applicable to the service category proposed, organize the response using the Section II headings, including General Services/School Law; Special Education and Student Services;

Labor and Employment Matters; Policy and Legislation; Student Rights and Civil Rights;

Business, Contracts, and Procurement; Real Estate and Property; Litigation and Hearings; Other Administrative Legal Services; Risk Management and Claims; Construction, Capital Projects and Facilities; Pupil Transportation Services; School Health Services; and Board Services.

D. Service Approach and Responsiveness

Describe the proposed approach to providing day-to-day advice, urgent/emergency support, litigation management, training, Board support (if proposed), communication with CSD staff, response times, document review, legal research, and coordination among attorneys. Describe availability outside normal business hours when urgent matters arise.

E. Conflicts and Independence

Describe the firm’s conflict-check process. Identify any current or recent representation that could create an actual or perceived conflict with CSD. For firms proposing both Board and administrative services, explain how the firm would manage differences between the legal needs of the Board and administration, including when separate counsel would be recommended.

The selected firm shall have a continuing duty during the contract term to promptly disclose to CSD any new actual or potential conflict that arises and to describe the proposed method for addressing the conflict consistent with applicable professional-responsibility requirements.

F. Insurance

The selected firm shall comply with the insurance requirements contained in Section VII, General Terms and Conditions. Offerors shall identify current coverage and policy limits in the proposal and provide certificates or other evidence of coverage upon request.

G. Attorney Staffing and Response-Time Expectations

Identify the lead/relationship attorney, backup attorney(s), and other personnel expected to perform CSD work. State each attorney’s Georgia Bar status, relevant practice areas, years of K-12/public-sector experience, and anticipated role. Describe the firm’s standards for responding to routine matters, urgent matters, and emergencies, including after-hours availability and continuity of coverage. Provide resumes or professional biographies of each proposed attorney, including education, bar admissions, years of practice, school-law experience, public-sector experience, litigation experience, specialized expertise, and anticipated role.

Attorney Continuity and Substitution. The attorneys identified in the proposal as lead or key personnel are considered material to CSD’s selection. The selected firm shall not replace a lead or key attorney without prior written approval from CSD, except when circumstances outside the firm’s reasonable control make substitution necessary. Any proposed replacement shall have qualifications and experience comparable to or greater than the attorney being replaced, and the firm shall provide sufficient advance notice and transition support to avoid disruption of CSD matters.

H. Confidentiality, Privilege, Data Security, and Technology

The selected firm shall protect attorney-client privileged communications, attorney work product, student and employee records, FERPA-protected information, executive-session matters, litigation materials, personally identifiable information, and other confidential or legally protected information. The offeror shall describe safeguards used to protect CSD information, including secure transmission, storage, access controls, retention, and destruction practices.

Any use of generative artificial intelligence or similar automated tools in connection with CSD matters must comply with applicable professional-responsibility duties and CSD confidentiality and security requirements. Offerors shall disclose material use of such tools and shall not enter confidential, privileged, student, employee, litigation, or other protected CSD information into a system that may use the information for model training or expose it outside approved safeguards without prior written authorization from CSD.

I. Litigation and Matter Management

For litigation, administrative proceedings, investigations, and other significant matters, selected counsel shall provide timely status updates and, when requested, matter budgets or cost estimates. Counsel shall promptly advise CSD of significant developments, deadlines, settlement opportunities, and material changes in anticipated cost. Engagement of experts, investigators, consultants, specialized counsel, court reporters, or other significant third-party services or expenses shall require prior written CSD authorization, except when immediate action is reasonably necessary to protect CSD’s legal interests and prior authorization is impracticable. In such circumstances, counsel shall notify CSD as soon as practicable.

J. Ownership, Retention and Transition of Legal Files

The selected firm shall maintain CSD legal files in an organized and secure manner and shall comply with applicable law and professional-responsibility requirements concerning client files, attorney work product, privilege, confidentiality, and records retention. CSD shall have access to its client and matter files and records generated or maintained in connection with the representation, subject to applicable law and ethical obligations. Upon request, expiration, or termination of the engagement, counsel shall cooperate in an orderly transition and promptly provide CSD or successor counsel with CSD-owned files and reasonably necessary matter information, including pending deadlines, calendars, pleadings, contracts, correspondence, research, and other records. The selected firm shall not impose unreasonable administrative, retrieval, or file-transfer charges for an ordinary transition of CSD matters.

K. References

Provide at least three references for comparable K-12 public school District or governmental legal engagements, preferably in Georgia. Include client name, contact person, title, telephone number, email, services provided, and length of engagement.

L. Other Proposal Conditions

1. All costs incurred in preparing a proposal are the responsibility of the offeror.

2. All proposals become the property of CSD and may be subject to the Georgia Open Records

Act. An Offeror claiming that specific proposal material is exempt from disclosure shall clearly identify the specific material and the legal basis for the claimed exemption. Marking an entire proposal as “confidential” will not, by itself, establish that the proposal is exempt from disclosure. Offerors remain responsible for complying with any affidavit or other requirements applicable to asserted trade-secret protection under Georgia law.

3. Offerors shall not contact Board members or CSD employees regarding this solicitation except through the designated procurement contact, unless expressly authorized by CSD.

4. The resulting contract is non-exclusive, and CSD does not guarantee any minimum volume of legal work.

5. Any change in scope must be authorized in writing by CSD.

6. The selected vendor must comply with applicable security and immigration requirements.

M. Proposal Submission Checklist Before sealing and submitting the proposal, Offerors should use the following checklist to confirm that all applicable submission requirements have been addressed. This checklist is provided as an administrative aid and does not replace or modify any requirement elsewhere in this RFP.

☐Executive Summary / Transmittal Letter signed byan authorized representative ☐Service category clearly identified: Board of EducationLegal Counsel, District/Administrative Legal Counsel, or Both ☐Firm Background and Qualifications ☐Response to the Section II Scope of Legal Services,organized by applicable scope area ☐Attorney and Project Team Qualifications, includinglead and backup counsel and professional biographies/resumes ☐Georgia school-law, charter-system, K-12, governmental,and public-sector experience ☐Service approach, responsiveness, after-hours availability,continuity of coverage, and matter-management approach ☐Conflict-of-interest disclosure and conflict-managementapproach ☐Confidentiality, privilege, data-security, technology,and generative-AI safeguards/disclosures ☐At least three comparable references with requestedcontact information ☐Insurance coverage and policy limits identifiedas required by the RFP ☐Appendix B Pricing Proposal completed and placedin the separate sealed pricing envelope as required ☐Appendix C Georgia Immigration and Security formscompleted, signed/notarized where applicable, or marked Not Applicable where permitted ☐Appendix D Offeror’s Exceptions completed, or clearlymarked “No Exceptions” ☐Appendix E Offeror’s Modifications completed, orclearly marked “No Modifications” ☐All issued addenda acknowledged ☐One original, six printed copies, and one electronic copy of the complete signed proposal package on a USB drive, prepared in accordance with Section V ☐Outer envelope/container labeled with Offeror name,address, telephone number, RFP number, and RFP title ☐Proposal delivery arranged to ensure receipt byCSD no later than Tuesday, October 20, 2026, at 1:30 p.m. EDT

Section IV - Pricing Proposal (See Appendix B)

Pricing, Fee, and Term Structure (Submit in Separate Sealed Envelope)

Provide hourly rates by partner/shareholder, counsel, associate, paralegal, and other professional classification; any proposed blended, flat-fee, or alternative-fee arrangements; retainers;

minimum billing increments; travel-time and mileage charges; reimbursable expenses and markups; litigation-related charges; training rates; administrative, technology, or legal-research charges; and any other fees. Identify any services included without additional charge. Proposed rates shall remain firm for the initial contract term. Any rate adjustment for a renewal period must be identified in the proposal or requested in writing in advance and is subject to CSD’s written approval. No rate increase is automatic. Invoices shall identify the matter, date of service, attorney or other professional performing the work, a sufficiently detailed description of the service, time billed, applicable rate, and itemized expenses. Board matters and District/administrative matters shall be separately identifiable. Block billing is discouraged and may be rejected or returned for clarification when it prevents CSD from reasonably evaluating the services billed.

Section V - Solicitation Calendar and Submission Instructions

A. RFP Timetable

Milestone Date / Time RFP Released Tuesday, September 22, 2026 Pre-Proposal Conference Tuesday, September 29, 2026 - 10:30 a.m. EDT Last Day for Questions Friday, October 2, 2026 - 12:00 noon EDT Addenda / Responses Issued Friday, October 9, 2026 Proposal Submission Deadline Tuesday, October 20, 2026 - 1:30 p.m. EDT Administrative Review To Be Determined Evaluation of Proposals To Be Determined Interviews, if requested To Be Determined Contract Award Presented to Board for Approval To Be Determined

Anticipated Contract Award To Be Determined

B. Proposal Submission

One original and six printed copies, together with one electronic copy of the complete signed proposal package on a USB drive, must be received by Tuesday, October 20, 2026, at 1:30 p.m.

EDT. The USB drive shall be submitted with the printed proposal package and should contain a complete electronic copy of the signed proposal in PDF format.

Proposals must be submitted in a sealed envelope or container bearing the Offeror’s name, address, telephone number, RFP number, and title:

CITY SCHOOLS OF DECATUR

Elizabeth Wilson School Support Center

ATTN: Dr. Lonita S. Broome - Chief Financial Officer

RFP 27-001 - LEGAL SERVICES

125 ELECTRIC AVENUE

DECATUR, GEORGIA 30030

C. RFP Questions and Requests for Information Questions must be submitted in writing no later than 12:00 noon EDT on Friday, October 2, 2026, to Dr. Lonita S. Broome via lbroome@csdecatur.net. Questions received after the deadline may not receive a response.

D. Additional Information / Addenda CSD anticipates issuing responses to timely questions and any other corrections or amendments by written addendum on Friday, October 9, 2026. Offerors shall acknowledge all addenda in their proposals.

E. Late Proposals, Modifications, and Withdrawals Proposals and modifications received after the proposal due date and time will not be considered, except as otherwise required by law. CSD is not responsible for delays by mail or commercial delivery services.

F. Rejection of Proposal CSD reserves the right to reject any or all proposals, waive informalities or irregularities where permitted, request clarification, negotiate with one or more Offerors, and make award(s) in the best interest of the District.

G. Interviews / Presentations CSD may, but is not required to, invite one or more Offerors to participate in interviews or presentations. If requested, Offerors should be prepared to discuss staffing, responsiveness, legal approach, conflicts, pricing, and experience in the service categories proposed. CSD may also request written clarifications, revised pricing, or a best and final offer (BAFO) when determined appropriate. An invitation to interview, present, clarify, or submit a BAFO does not constitute an award or guarantee further consideration. All costs associated with participation are the responsibility of the offeror.

Section VI - Evaluation and Award

A. Administrative Review / Mandatory Requirements After the closing date and time, proposals will be reviewed for timeliness, completeness, required documents, and compliance with mandatory requirements. Non-responsive proposals may be eliminated from further consideration.

B. Evaluation of Written Proposals A designated administrative evaluation committee will evaluate all responsive proposals for both service categories. Written proposals will be scored using the criteria and maximum points shown below. The committee may apply the criteria separately to each service category proposed.

Evaluation Criterion Maximum Points

Firm Qualifications and Relevant Georgia K-12/Public-Sector Experience

Response to Scope of Legal Services/Demonstrated Capability

Proposed Attorneys, Staffing, and Continuity of Coverage 15 Service Approach, Responsiveness, and Matter Management 15 Conflicts, Independence, Confidentiality, Data Security, and Technology

References and Comparable Engagements 5 Pricing and Overall Value 10 Total 100

C. Separate Evaluation of Service Categories The two service categories (1) Board of Education Legal Counsel and (2) District/Administrative Legal Counsel will be evaluated separately by the designated administrative evaluation committee. A firm may be selected for one category without being selected for the other. Firms proposing for both categories must demonstrate how conflicts, independence, and professional-responsibility obligations will be managed. The committee’s recommendation(s) will proceed through CSD’s required approval process.

D. Final Evaluation / Clarification CSD may request written clarification, interviews, presentations, additional references, or other information reasonably necessary to complete the evaluation. Any such request does not obligate CSD to request clarification from every offeror.

E. Selection / Award CSD may award to one or multiple vendors. An award may be made for Board Services, Administrative/District Operational Legal Services, both categories, or selected areas of legal specialization. Final award is subject to applicable CSD approval requirements and successful contract negotiations.

Section VII - General Terms and Conditions

Request for Proposal Process:

This solicitation is a Request for Proposal (RFP). In using this method for solicitation, we are asking the marketplace for its best effort in seeking a “best value” solution to our requirement.

An evaluation committee will evaluate the proposal submitted by the Offeror. Offeror(s) should make their best effort to satisfy the requirements at their best price because a contract may be awarded based on the initial evaluation. Often however, it will be necessary to hold discussions and/or demonstrations with the Offeror(s) about their proposal(s). This may be done after the initial evaluation. The results of the evaluation may be reviewed, and a “competitive range” may be selected for discussions. Essentially, if an Offeror’s proposal is not evaluated as having a chance for contract award because of the content of the proposal and/or the price, the proposal will be dropped from the competitive range to save time and money for both the Contractor and

CSD.

Offerors in the “competitive range” will be notified of the weaknesses in their proposals and given an opportunity, in discussions, to assure they understand the weaknesses. At the end of discussions with all Offerors, best and final offers (BAFO) will be accepted from the Offeror(s) in the competitive range.

The BAFOs will be evaluated, and the results reported to a source selection official who will select the proposal that presents the best value to CSD. This selection may then be presented to the City Schools of Decatur Board for approval. If approved by the Board and other matters (Insurance, bonds, etc.) have been provided in accordance with this solicitation, a contract will be awarded.

1. GOVERNMENTAL ENTITY

a. The governmental entity, the owner, for whom the work will be executed, is City Schools of Decatur School District, Georgia (hereinafter “CSD”).

2. PREPARATION OF PROPOSALS

a. Specifications used are intended to be open and non-restrictive. Potential Offeror(s) are invited to inform the CSD Purchasing Department in writing whenever specifications or procedures appear not to be fair and open. Such information should be supplied as early in the procurement process as possible.

Information received in less than five (5) days prior to the scheduled receipt of proposals will not be acted upon unless the CSD Purchasing Department rules that it is in the best interest of CSD to consider.

b. By submitting a proposal, the Contractor warrants that any legal services provided to CSD meet or exceed specifications set forth in this solicitation.

c. The CSD Purchasing Department will be the sole judge in making the determination as to the quality and the appropriateness of the services proposed as well as the responsiveness and responsibility of the Contractor.

d. An authorized officer of the company shall sign proposals.

e. The Contractor covenants with CSD to furnish its professional skill and judgment with due care in accordance with the care and skill normally exercised with experienced and competent, licensed employees performing the same or similar services at the same time and place and in accordance with any specific requirements of the solicitation (the “Standard of Care”). The Contractor acknowledges and agrees that the standard of care is a material term of this solicitation.

3. TAXES

CSD is exempt from all state sales tax and Federal Excise Tax. These taxes shall not be included in proposals. However, in the event state or federal law for the services outlined in this proposal requires taxes, such taxes shall be the sole responsibility of the Contractor unless otherwise stated in writing and agreed to by CSD.

4. PRICING AND CHARGES

Proposals shall define all pricing and all pricing must remain firm for each year that the contract is in effect.

Any addenda issued in writing during the time of solicitation shall be included in the proposal, and each will be incorporated in the subsequent contract.

If any person or firm contemplates submitting a proposal and is in doubt as to the meaning of any part of the solicitation documents, they may submit a written request to the Purchasing Department for interpretation via email at lbroome@csdecatur.net.

5. WITHDRAWAL OF PROPOSALS

A proposal cannot be withdrawn after it is delivered to CSD, unless Offeror makes a request in writing to the Owner prior to the time set for receiving proposals, or unless the Owner fails to accept or reject the proposal within one hundred and twenty (120) days after the date fixed for receiving said proposals. After the proposal opening, CSD Purchasing Department, at its sole discretion, will permit withdrawal only when the best interest of CSD would be served. If withdrawal is allowed, CSD reserves the right to determine that the Contractor is chronically not responsible.

6. ADDITIONAL TERMS NOT BINDING

CSD shall not be bound by any terms and conditions included in any Offeror’s proposed contract(s), including but not limited to, terms and conditions related to any provided service, limitations of the Offeror's liability or any other third party's liability, limitation of warranties, packaging, invoices, service catalog, brochure, technical data sheet, electronic disclosures, electronic agreements, or other document which attempts to impose any conditions at variance with or in addition to the terms and conditions contained in this solicitation, CSD’ purchase order related to this solicitation or contract.

CSD encourages the submission of value-added recommendations by Offeror but discourages the submission of terms, which negate or conflict with the terms and conditions of this solicitation (See Section 11 below). If Offeror has additional terms and conditions, including but not limited to supplemental contracts or purchase orders, that Offeror is proposing, then Offeror must provide a list of the documents and a copy of each document in the listed order, with the

Offeror's initial RFP response. Additional documents proposed by Offeror may not incorporate other documents by reference - all documents Offeror

Proposals CSD consider must be listed and attached to Offeror's Proposal. No additional terms, conditions or documents will be considered after the proposal due date unless specifically requested by CSD.

7. EXCEPTIONS AND PROPOSED CONTRACT MODIFICATIONS

The terms and conditions contained in this solicitation comprise the contract terms and conditions proposed by CSD. CSD does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements.

Offeror may lose points or be declared non-responsive for substantive modifications proposed by Offeror that materially differ from the RFP terms and are likely to, in the opinion of CSD, require substantial legal negotiations to resolve. In addition, failure to accept the RFP terms and conditions may result in significant unacceptable delays in CSD’s ability to award a contract and may also result in an Offeror’s proposal being deemed to be non-responsive.

Nonetheless, if an Offeror must take exception to the contract terms, the exceptions to the scope of work and/or technical requirements must be clearly identified along with the reason for the exception and submitted with Offeror's proposal on Appendix D attached. Similarly, if Offeror must propose modifications to the solicitation's contractual terms, then Offeror must use Appendix E to specifically identify the contract provision Offeror seeks to modify, the reason for the proposed modification and Offeror must provide the specific contract language Offeror proposes to substitute in place of the provision. Offerors who submit a proposed or sample contract must still specifically identify each proposed modification using Appendix E. These Forms shall be placed in the proposal immediately after the executive summary.

Proposed exceptions and proposed modifications must not conflict with or attempt to preempt the mandatory requirements set forth in the Special Stipulations Section of this solicitation.

No exceptions or proposed modifications will be considered after the proposal due date unless such modification is specifically requested by CSD. Offerors are cautioned to limit exceptions and proposed contracts as they may be determined to be so material as to cause rejection of the Proposal as non-responsive. All exceptions and proposed modifications shall be evaluated in accordance with the appropriate evaluation criteria established by CSD and may result in the Offeror receiving a less favorable evaluation than without the stated exceptions and proposed contract modifications. Exceptions and modifications that grant the Offeror an impermissible competitive advantage as determined by CSD in its sole discretion will be rejected.

If there is any question whether a particular exception or modification would be permissible the Offeror is strongly encouraged to inquire via written question to CSD prior to the deadline for submitting questions.

No exception or proposed contract modification shall be binding on CSD unless specifically accepted by CSD in writing and acknowledged by CSD as a change to the terms of the solicitation.

8. COMPLIANCE WITH LAWS

All services furnished shall comply with all applicable Federal, State and Local laws, codes, rules, ordinances and regulations, including but not limited to all CSD policies, procedures, operating guidelines and/or regulations including but not limited to those pertaining in any way to the privacy, confidentiality, security, management, and disclosure of CSD data, including student data and personnel information. This solicitation and any contract arising out of the solicitation shall be interpreted under the laws of the State of Georgia. All bidders shall include a notarized affidavit stating with specificity any “trade secret” as that term is defined in O.C.G.A.

§ 10-1-761 to protect such confidential information from being automatically released under The Open Records Act (O.C.G.A. § 50-18-70 et. seq.), specifically O.C.G.A. § 50-18-72(a) (34).

Jurisdiction and venue of any action relating to the interpretation and enforcement of this Agreement shall be proper only in the Superior or State Courts of DeKalb County, or in the U.S.

District Court, Northern District, and Atlanta Division.

9. PROTESTS

Protests dealing with the specification or the solicitation shall be filed not later than three

(3) Working days prior to the proposal opening date. Other protests shall be filed not later than three (3) working days after proposal opening date, or if the protest is based on subsequent action of CSD, not later than three (3) working days after the aggrieved person knows or should have knowledge of the facts given rise to the protest. Protests are considered filed when received by the Purchasing Department. Protests that are not filed in a timely manner, as set forth above will not be considered. Contractor agrees to pay for CSD reasonable attorney’s fee and expenses of litigation for any protest arising out of this solicitation in which CSD is a prevailing party. Only Contractors who participated in the solicitation are eligible to protest.

10. PURCHASING POLICY AND OPERATING GUIDELINES – RFP

The CSD Purchasing Policy DJE is incorporated into this solicitation (and, therefore, any contract awarded as the result of this solicitation) by reference. By participation in this solicitation an Offeror, potential Offeror, or Contractor agrees to be bound by the CSD Purchasing Policy DJE on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

ADDITIONAL CONDITIONS

A. CONTRACT AWARD

1. CONTRACT LETTER

The contract award letter or establishing purchase order prepared and mailed by CSD, or otherwise furnished, to the selected Offeror within the time for acceptance specified, results in a binding contract without further action by either party.