RFP TC FY26-27-006 Legal Services

TORRANCE COUNTY
STATE OF NEW MEXICO
REQUEST FOR PROPOSALS (RFP)
LEGAL SERVICES
RFP TC FY26-27-006
TORRANCE COUNTY PURCHASING
205 S Ninth Street
P.O. Box 48
Estancia, NM 87016
August 19, 2026

RFP TC FY26-27-006 / 08.19.2026
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RFP TC FY26-27-006 / 08.19.2026
Table of Contents
I. INTRODUCTION .................................................................................................................................................... 1
A. PURPOSE OF THIS REQUEST FOR PROPOSALS ......................................................................................... 1
B. SUMMARY SCOPE OF WORK......................................................................................................................... 1
C. SCOPE OF PROCUREMENT ............................................................................................................................ 1
D. PROCUREMENT MANAGER .......................................................................................................................... 1
E. DEFINITION OF TERMINOLOGY ................................................................................................................... 2
F. RESIDENT/VETERAN BUSINESS PREFERENCE .......................................................................................... 3
G. PROCUREMENT LIBRARY ............................................................................................................................. 4
II. CONDITIONS GOVERNING THE PROCUREMENT .................................................................................... 5
A. SEQUENCE OF EVENTS .................................................................................................................................. 5
B. EXPLANATION OF EVENTS ........................................................................................................................... 5
1. Issue RFP ........................................................................................................................................................ 5
2. Return of "Acknowledgment of Receipt" Form for Distribution List ............................................................. 5
3. Pre-Proposal Conference ................................................................................ Error! Bookmark not defined.
4. Deadline to submit additional written questions ............................................................................................. 6
5. Response to written questions/RFP Amendments............................................................................................ 6
6. Submission of Proposal ................................................................................................................................... 6
7. Proposal Evaluation........................................................................................................................................ 7
8. Notification of Finalists................................................................................................................................... 7
9. Best and Final Offers ...................................................................................................................................... 7
10. Oral Presentations ........................................................................................................................................ 7
11. Contract Negotiations ................................................................................................................................... 7
12. Contract Award ............................................................................................................................................. 8
13. Protest Deadline ........................................................................................................................................... 8
C. GENERAL REQUIREMENTS ........................................................................................................................... 8
1. Acceptance of Conditions Governing the Procurement .................................................................................. 8
2. Incurring Cost ................................................................................................................................................. 8
3. Prime Contractor Responsibility ..................................................................................................................... 9
4. Subcontractors ................................................................................................................................................ 9
5. Amended Proposals ......................................................................................................................................... 9
6. Offeror's Rights to Withdraw Proposal .......................................................................................................... 9
7. Proposal Offer Firm ........................................................................................................................................ 9
8. Disclosure of Proposal Contents ..................................................................................................................... 9
9. No Obligation ................................................................................................................................................ 10
10. Termination ................................................................................................................................................. 10
11. Sufficient Appropriation .............................................................................................................................. 10
12. Legal Review ............................................................................................................................................... 10
13. Governing Law ............................................................................................................................................ 10
14. Basis for Proposal ....................................................................................................................................... 11
15. Contract Terms and Conditions .................................................................................................................. 11
16. Offeror's Terms and Conditions ................................................................................................................. 11
17. Contract Deviations .................................................................................................................................... 11
18. Offeror Qualifications ................................................................................................................................. 11
19. Right to Waive Minor Irregularities ............................................................................................................ 12
20. Change in Contractor Representatives ....................................................................................................... 12
21. Notice .......................................................................................................................................................... 12
22. County Rights .............................................................................................................................................. 12
23. Ownership of Proposals .............................................................................................................................. 12
24. Ambiguity, Inconsistency or Errors in RFP ................................................................................................ 12
25. Competition ................................................................................................................................................. 12
26. Use by Other Government Entities .............................................................................................................. 12
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27. Confidentiality ............................................................................................................................................. 13
28. Electronic mail address required ................................................................................................................ 13
29. Use of Electronic Versions of this RFP ....................................................................................................... 13
III. RESPONSE FORMAT AND ORGANIZATION ............................................................................................ 14
A. NUMBER OF RESPONSES ............................................................................................................................. 14
B. NUMBER OF COPIES ...................................................................................................................................... 14
C. PROPOSAL FORMAT ..................................................................................................................................... 14
1. Proposal Organization .................................................................................................................................. 14
2. Letter of Transmittal Form ............................................................................................................................ 15
3. Other Supporting Materials .......................................................................................................................... 15
IV. SPECIFICATIONS ............................................................................................................................................. 16
A. INFORMATION ............................................................................................................................................... 16
1. In-State Resident or Veteran Preference ....................................................................................................... 16
2. Response to Requirements ............................................................................................................................. 16
B. MANDATORY REQUIREMENTS .................................................................................................................. 16
1. Letter of Transmittal Form (0 Points) ........................................................................................................... 16
2. Professional Qualifications (0 Points) .......................................................................................................... 16
3. Experience with New Mexico Local Public Body (100 Points) ..................................................................... 16
4. Capability and Agreement to Perform (0 Points).......................................................................................... 17
5. Oral Presentation (40 Points) ....................................................................................................................... 17
6. Campaign Contribution Disclosure Form (0 Points) .................................................................................... 17
7. Accessibility (250 Points) .............................................................................................................................. 17
8. Property Tax Obligations (0 Points) ............................................................................................................. 17
9. Cost (200 Points) .......................................................................................................................................... 17
C. DESIRABLE REQUIREMENTS ...................................................................................................................... 18
1. Specific Experience ....................................................................................................................................... 18
2. References (50 Points) .................................................................................................................................. 19
V. EVALUATION ..................................................................................................................................................... 20
A. EVALUATION POINT SUMMARY ............................................................................................................... 20
B. EVALUATION FACTORS: MANDATORY REQUIREMENTS ................................................................... 20
1. Letter of Transmittal Form (0 Points) ........................................................................................................... 20
2. Professional Qualifications (0 Points) .......................................................................................................... 20
3. Experience with New Mexico Local Public Body (100 Points) ..................................................................... 21
4. Capability and Agreement to Perform (0 Points).......................................................................................... 21
5. Oral Presentation (40 Points) ....................................................................................................................... 21
6. Campaign Contribution Disclosure Form (0 Points) .................................................................................... 21
7. Accessibility (250 Points) .............................................................................................................................. 21
8. Minimum Level of Effort (0 Points) ................................................................. Error! Bookmark not defined.
9. Property Tax Obligations (0 Points) ............................................................................................................. 21
10. Cost (200 Points) ........................................................................................................................................ 21
C. EVALUATION FACTORS: DESIRABLE REQUIREMENTS ....................................................................... 22
1. Specific Experience ....................................................................................................................................... 22
2. References (50 Points) .................................................................................................................................. 23
D. EVALUATION PROCESS ............................................................................................................................... 23
APPENDIX A ............................................................................................................................................................. 25
ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................................................... 25
APPENDIX B ............................................................................................................................................................. 26
PROFESSIONAL SERVICES CONTRACT ......................................................................................................... 26
APPENDIX C ............................................................................................................................................................. 39
COST RESPONSE FORM ..................................................................................................................................... 39
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RFP TC FY26-27-006 / 08.19.2026
APPENDIX D ............................................................................................................................................................. 40
LETTER OF TRANSMITTAL FORM ................................................................................................................... 40
APPENDIX E ............................................................................................................................................................. 41
CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................................................... 41
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RFP TC FY26-27-006 / 08.19.2026
I. INTRODUCTION
A. PURPOSE OF THIS REQUEST FOR PROPOSALS
The County of Torrance, State of New Mexico, on behalf of the Torrance County Board of
County Commissioners, seeks sealed proposals from qualified law firms for legal services to
oversee and assist in managing all County related legal matters, ensuring maximum protection of
legal rights and continued operation consistent with federal, state and local laws.
B. SUMMARY SCOPE OF WORK
The scope of work consists of providing legal counseling, advice and services to County
Commissioners, the County Manager, upper management and elected officials.
C. SCOPE OF PROCUREMENT
The scope of the procurement consists of providing legal counseling, advice and services. The
duration of the professional services contract resulting from this RFP shall be for one (1) year
from the date of award. This Contract will automatically renew on an annual basis, for up to
three (3) additional one (1) year terms unless terminated as provided by this Contract or law. In
accordance with Section 13-1-150 NMSA 1978, no term for a professional services contract,
including extensions and renewals, shall exceed four (4) years, except as set forth in Section 13-
1-150 NMSA 1978. This procurement will result in a single source award.
D. PROCUREMENT MANAGER
The County of Torrance has designated a Procurement Manager who is responsible for this
procurement and whose name, address, and telephone number are listed below. Any inquiries or
requests regarding this procurement should be submitted to the Procurement Manager in writing.
Offerors may contact ONLY the Procurement Manager regarding the procurement. Other County
employees do not have the authority to respond on behalf of the County of Torrance.
Kathryn Dillon
Torrance County Chief Procurement Officer
Delivery Address (Including proposal delivery): Mailing Address:
205 S Ninth Street // Estancia, NM 87016 P.O. Box 48 // Estancia, NM 87016
Phone: (505) 544-4700
Cellular: (505) 464-1116
Fax: (505) 384-5294
E-mail: kdillon@tcnm.us
NOTE: All deliveries via express carrier (INCLUDING PROPOSAL DELIVERY) should be
addressed to Kathryn Dillon's Delivery Address, above.
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E. DEFINITION OF TERMINOLOGY
This section contains definitions that are used throughout this procurement document, including
appropriate abbreviations.
"Board of County Commissioners" (also "BCC") means the elected board in whom all powers of
the County are vested and who are responsible for the proper and efficient administration of
County government.
"Close of Business" means 5:00 P.M. Mountain Standard Time (MST) or Mountain Daylight
Time (MDT), whichever is in effect on the date specified.
"Contract" or "Agreement" means a written agreement for the procurement of items of tangible
personal property or services.
"Contractor" means a successful Offeror who enters into a binding contract.
"County" means the County of Torrance, State of New Mexico.
"Determination" means the written documentation of a decision of the procurement manager
including findings of fact required to support a decision. A determination becomes part of the
procurement file to which it pertains.
"Desirable" refers to the terms "may", "can", "should", "preferably" or "prefers" which identify a
desirable or discretionary item or factor. (As opposed to a "mandatory" item or factor.)
"Evaluation Committee" means a body appointed by County management to perform the
evaluation of Offeror proposals.
"Evaluation Committee Report" means a report prepared by the Procurement Manager and the
Evaluation Committee for submission to appropriate approval authorities for contract award that
contains all written determinations resulting from the conduct of a procurement requiring the
evaluation of competitive sealed proposals.
"Finalist" is defined as an Offeror who meets all the mandatory specifications of this Request for
Proposal and whose score on evaluation factors is sufficiently high to merit further consideration
by the Evaluation Committee.
"Mandatory" refers to the terms "must", "shall", "will", "is required" or "are required" which
identify a mandatory item or factor. (As opposed to a "desirable" item or factor.) Failure to meet
a mandatory item or factor may result in the rejection of the Offeror's proposal.
"Local public body" means every political subdivision of the State of New Mexico and the
agencies, instrumentalities and institutions thereof, including two-year post-secondary
educational institutions, school districts and local school boards and municipalities.
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"Offeror" is any person, corporation, or partnership who chooses to submit a proposal.
"Procurement Manager" means the person or designee authorized by the County to manage or
administer a procurement requiring the evaluation of competitive sealed proposals.
"Procuring agency of the County" means the department or other subdivision of the County of
Torrance that is requesting the procurement of services or items of tangible personal property.
"Purchase Order" or "PO" means the document which directs a contractor to deliver items of
tangible personal property or services pursuant to an existing, valid contract.
"Purchasing" means the County of Torrance Purchasing Office or the Torrance County
Purchasing Agent.
"Purchasing Agent" or "PA" means the Purchasing Agent for the County of Torrance.
"Request for Proposals" or "RFP" means all documents, including those attached or incorporated
by reference, used for soliciting proposals.
"Responsible Offeror" means an Offeror who submits a responsive proposal and who has
furnished required information and data to prove that their financial resources, production or
service facilities, personnel, service reputation and experience are adequate to make satisfactory
delivery of the services or items of tangible personal property called for in this proposal.
"Responsive Offer" or "Responsive Proposal" means an offer or proposal which conforms in all
material respects to the requirements set forth in the request for proposals. Material respects of a
request for proposals include, but are not limited to, price, quality, quantity and delivery
requirements.
"Statement of Compliance" and "Statement of Concurrence" mean an express statement, by the
Offeror in their proposal, that they agree with and agree to the stated requirement(s). Possible
examples of acceptable responses include "The [NAME HERE Company] agrees to comply with
this requirement." and "The [NAME HERE Company] concurs with this requirement."
F. RESIDENT/VETERAN BUSINESS PREFERENCE
1. Resident Business Preference
The New Mexico Procurement Code provides for preference for resident businesses and
Contractors under certain conditions. If applicable, the preference will be provided to
those Offerors that have provided a valid resident business preference certificate with
their bid, as required by 13-1-22 NMSA 1978.
In order for a Bidder to receive preference as a resident business, that Bidder must submit
a copy of their resident business preference certificate with their bid. The preference
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RFP TC FY26-27-006 / 08.19.2026
certificate must have been issued by the New Mexico Taxation and Revenue Department.
Providing only a preference number or a copy of the application is not acceptable.
For more information and application forms, go to:
http://www.tax.newmexico.gov/Businesses/Pages/In-StatePreferenceCertification.aspx
2. Resident Veterans Preference
Effective July 1, 2012, certain preferences are available to Resident Veteran Businesses.
[Please see Section V.C.4 for more information and especially note Appendix F.] In order
for a Bidder to receive preference as a resident veteran business, that Bidder must submit
a copy of their resident veteran business preference certificate with their bid. The
preference certificate must have been issued by the New Mexico Taxation and Revenue
Department. Providing only a preference number or a copy of the application is not
acceptable.
For more information and application forms, go to:
http://www.tax.newmexico.gov/Businesses/Pages/In-StatePreferenceCertification.aspx
G. PROCUREMENT LIBRARY
The Procurement Library consists of the following documents which may be accessed by their
associated Internet links:
- New Mexico Procurement Code
http://www.conwaygreene.com/nmsu/lpext.dll?f=templates&fn=main-h.htm&2.0
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II. CONDITIONS GOVERNING THE PROCUREMENT
This section of the RFP contains the schedule for the procurement, describes the major
procurement events and contains the general requirements governing the procurement.
A. SEQUENCE OF EVENTS
The Procurement Manager will make every effort to adhere to the following schedule:
ACTION RESPONSIBILITY DATE
1. Issue RFP Procurement Manager (PM) August 19, 2026
2. Return of "Acknowledgment of Potential Offerors (PO) August 31, 2026
Receipt" Form
4. Deadline to Submit Additional PO September 2, 2026
Questions
5. Response to Written Questions/ CPO September 8, 2026
RFP Amendments
6. Submission of Proposal Offerors September 17, 2026 by
2:00 PM MST
7. Proposal Evaluation Evaluation Committee (EC) September 21, 2026
8. Selection of Finalists (If desired) EC October 1, 2026
9. Best & Final Offer (If requested) Offerors October 5, 2026
10. Oral Presentations (If requested) BCC October 6, 2026
11. Contract Negotiations (If Tentative winner/County October 8, 2026
needed)
12. Contract Award* Purchasing Agent/BCC* September 1, 2026
13. Protest Deadline Offerors + 15 days
*Contract award is subject to approval of the Board of County Commissioners.
Dates indicated in Events 7 - 13 are estimates only and may be subject to change/cancellation without necessitating an
amendment to the RFP.
B. EXPLANATION OF EVENTS
The following paragraphs further detail the activities listed in the sequence of events shown in
Section II, Paragraph A.
1. Issue RFP
This RFP is being issued by the Torrance County Purchasing Agent on behalf of the
County of Torrance and the Torrance County Board of County Commissioners.
2. Return of "Acknowledgment of Receipt" Form for Distribution List
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