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Description
REQUEST FOR PROPOSAL
043-25
Questions Due: 10/17/2025
Proposals Due: 10/27/2025
NOTICE IS HEREBY GIVEN that the County of Wayne will receive sealed proposals for assigned counsel administrator services.
Such proposals may be submitted electronically using the BidNet platform at https://www.bidnetdirect.com/new-york/waynecountyny OR by mail in a sealed envelope clearly identified and filed with the Clerk of the Wayne County Board of Supervisors, 26 Church Street, Lyons, New York 14489, on or before 2:00 PM prevailing time on 10/27/2025.
An electronic copy of proposal forms, specifications, and plans can be obtained by visiting https://www.bidnetdirect.com/new-york/waynecountyny or by requesting them directly from the Purchasing Department Office located at 26 Church Street, Lyons, NY by email request to purchasing@co.wayne.ny.us (Telephone: 315-946-7675)
The RFP requires a Cost Proposal/Pricing estimate. On the Proposal Form, provide a total lump sum cost estimate, including travel, printing, and technology-related expenses, for the work described in the Specifications section of this RFP; a fee or a rate schedule for computing any extra work not specified in this RFP (as noted in section f of the Technical proposal). Wayne County reserves the right to award/not award the extra work not specified in this RFP.
Wayne County seeks proposals from qualified organizations or individuals to provide Assigned Counsel Administrator Services in accordance with New York State law and local requirements. The Assigned Counsel Administrator will manage and oversee the administration of assigned counsel services for indigent defendants and other eligible parties entitled to publicly funded legal representation pursuant to County Law §722, Criminal Procedure Law, Family Court Act, and applicable state and local mandates.
The assigned counsel administrator shall provide all services, including but not limited to support staff, office space, technology, and all related services necessary to timely and efficiently appoint legal representation for persons identified in the first paragraph of County Law Section 722 charged with criminal offenses that are not otherwise able to be represented by the Wayne County Public Defender’s Office.
The assigned counsel administrator shall accept referrals from the Wayne County Public Defender’s Office and shall appoint an attorney to represent that applicant.
The assigned counsel administrator shall maintain a list of all attorneys eligible for assignment and shall appoint an attorney for each eligible applicant based upon the complexity of the case; the experience and expertise of the attorney and other appropriate factors.
The assigned counsel administrator shall receive, review, and if appropriate approve all written requests and vouchers for payments submitted by the assigned attorney and shall forward all approved vouchers to the appropriate Judge for review and approval. All such vouchers that have been approved by both the assigned counsel administrator and the court shall be forwarded to the Wayne County Administrator’s Office for payment.
The assigned counsel administrator shall maintain records of all assignments, caseloads, and vouchers, and shall report such statistical information to the County Administrator upon request.
Requirements
The Administrator shall be an attorney licensed in the State of New York who possesses administrative experience and skill in the representation of criminal defendants who demonstrates integrity and a commitment to quality representation of public defense clients.
The Administrator shall implement and ensure adherence to NYS Office of Indigent Legal Services (ILS) Standards and ACP policies
- Delegating duties: the administrator may delegate day to day tasks to foster efficiency, but may not delegate ultimate responsibility for the administrator's primary functions. The administrator shall not delegate to a non-lawyer any duties for which legal training is needed.
- Spokesperson role: the administrator shall act as the spokesperson for the ACP in matters involving policy and the operations of the program
- Addressing issues: the administrator shall address matters that arise among the ACP, its attorneys, and other actors in the criminal justice and parental representation system
- Planning and policy: the administrator shall engage in the planning and policy discussions with the County and other entities regarding decisions affecting the ACP, assigned lawyers, and public defense clients; and shall be responsible for preparing and submitting a proposed budget to the County Administrator.
a. The administrator shall prepare and submit a detailed budget to the County Administrator and shall maintain records and accounts of expenditures in accordance with accepted accounting practices and relevant laws and regulations - Assignment process: the administrator shall oversee the rotation and coordination of panel attorneys and implement a fair process for assignments
a. The administrator shall implement systemic procedures to ensure the prompt assignment of counsel for all persons eligible for mandated representation
b. The administrator shall create a panel of attorneys who have demonstrated the skills, experience, and commitment needed to provide quality representation to public defense clients - Vouchers: the administrator shall review assigned counsel vouchers for quality review purposes and to ensure that attorney billing is accurate
- Non-attorney professional services: the administrator shall approve applications for the provision of investigative, social work, or other professional services for ACP cases and shall review vouchers submitted for such services
Other necessary functions to ensure a compliant ACP that the administrator participates in are as follows
- Client communications: the administrator shall work with the justice system and other officials to ensure that adequate confidential meeting spaces for client interviews are provided in courthouses, jails, and prisons. The administrator shall similarly work with officials to establish means by which incarcerated clients can have confidential communications with their assigned counsel by telephone or other means
- Ensuring adequacy of facilities for representation: the administrator shall require that all assigned counsel attorneys have the facilities necessary to provide quality representation.
a. Confidential client communication facilities
b. Legal research capacity - Attorney capacity: the administrator shall establish and maintain systems to ensure that assigned counsel have sufficient knowledge and experience to provide quality representation to clients.
a. The administrator shall determine which level cases are appropriate for each attorney, recertify assigned counsel attorneys, and identify the training needs of assigned counsel attorneys
b. For new attorneys, there shall be a mandatory orientation, which should include a discussion of expectations for quality representation and administrative procedures
Proposed services to successfully perform the scope of work should include that of a part-time data entry clerk, employed by and under the supervision of the proposer, to ensure accurate entry and assist with administrative responsibilities.
-Funding for these services, as paid by the County and reimbursed through ILS, may be appropriated as an allowable expense to the awarded proposer in an amount up to or not to exceed the rate established by ILS for the services for approximately 25 hours per week. Data Entry Clerk services would need to be vouchered separately and list specific hours worked for the ACP in order to receive payment and ensure ILS reimbursement.
Pending final approval of the Wayne County Board of Supervisors, the ACP Administrator may have the opportunity to contract with an attorney as a Justice Court Coordinator, as ILS funding is available for this purpose, to assist in the administrative duties related to the numerous Justice Courts in Wayne County. Should this be pursued, these services would need to be vouchered separately from ACP Administrator Vouchers in order to receive payment and ensure ILS reimbursement.
The County does not guarantee or commit to any monetary compensation for the above-referenced services. Support for these services is contingent on the availability of ILS funding. See Executive Law §832(4)(d).