Request for Proposal

IETF Legal Services

The Internet Society

On behalf of

The IETF Administrative Oversight Committee

Date of Issuance:  February 22, 2011
Proposal Submission Deadline: March 21, 2011 5:00 P.M. EDT
Table of Contents
												    Page
Section I General Procedural Information                                                                                   0 3
Section II Specifications                                                                                                                 4
Section III Statement of Work 								        5
Section IV Service Levels                                                                                                             10
Section V Proposal Format                                                                                                            11
Section VI Selection                                                                                                                      12
Section VII Other Terms and Conditions                                                                                      13                                                                                 
Section VIII Signature Page                                                                                                          14

Appendices
Appendix 1 Provider’s Affidavit                                                                                                    15

Tables
RFP Schedule                                                                                                            0	        4

Section I:  General Procedural Information

A. Summary
B. Questions/Inquiries
C. Addenda to RFP and Corrigenda
D. Presentations and Tests
E. Proposal Evaluation Board
F. Process Modification
G. Projected Schedule of Events

A. Summary
The Internet Society, on behalf of the IETF Administrative Oversight Committee (IAOC), announces this Request for Proposals to for legal services.  The successful bidder will enter into a contract with the Internet Society.

The Provider will provide legal advice to the IESG, IAOC, IAB, IRTF, RFC Series Editor, Independent Submissions Editor, and IETF Trust as requested, but will report primarily to the IAD.

The IETF Administrative Oversight Committee (IAOC) desires a long-term relationship commencing on 1 May 2011 of up to four (4) years with a successful Provider.  Accordingly, it is looking to structure a four (4) year term with contract review points at the one-year and three-year marks to evaluate the success of the service provider. The contract may be extended twice of one year’s duration each for a possible contract term of six (6).  

The IETF is a community of volunteers interested in contributing to the long-term vitality of the Internet.  The Internet Society is the organizational home of the IETF and is itself a non-profit organization.  Pro bono bids are welcomed, however, where that is not possible a fixed price would be desirable. It is understood that for certain services as noted herein additional costs may apply.  

The closing date for submission of proposals is Monday, March 21st not later than 5:00 P.M. EST.  

B.  Questions/Inquiries
  1.  The sole point of contact regarding this Request for Proposal (RFP) is the IETF Administrative Director (IAD), Ray Pelletier. 
  2.  All questions/inquiries must be submitted in writing and must be received no later than March 1, 2011.
  3.  Questions/inquiries will be accepted by email at rpelletier@isoc.org 
  4.  All questions and answers shall be posted online at http://iaoc.ietf.org/rfpsrfis.html, no later than March 7, 2011.  Questions will not reveal the identity of the submitter.

C.  Addenda to RFP and Corrigenda
  1. If IAOC finds it necessary to revise any part of this RFP or correct any errors, an addendum will be provided in the same manner as the original RFP.  
  2. Any addenda will be posted to http://iaoc.ietf.org/rfpsrfis.html.
  3. Addenda to the RFP will not be issued after March 14, 2011. 

D.  Presentations and Tests
  1. Oral presentations and/or teleconferences may be required.  If requested, said presentations may be conducted by teleconference, at the offices of the Internet Society in Reston, Virginia, or some other location, at a time to be determined.  Providers will be responsible for their own expenses associated with such presentations.

E.  Assistance
  1. The IAOC may seek the assistance of others in the fulfillment of its responsibilities in regards to the evaluation of responses to this RFP.

F. Process Modification
  1. In the case where responses to this RFP fail to meet the basic requirements defined, the IAOC reserves the right to modify this RFP process. 
  2. The IAOC may choose to re-open the RFP or to enter into further negotiations with one or more of the Providers if the situation warrants. 

G. Projected Schedule of Events
The IAOC intends to process this RFP in accordance with the following schedule:

Legal Services RFP Projected Schedule of Events		
Date	Action	
22 Feb 2011	RFP Issued	
1 Mar	Questions and Inquiries deadline	
7 Mar	Answers to questions deadline	
14 Mar	Addenda & Corrigenda deadline	
21 Mar	Proposals due	
22 – 29 Mar	Proposal Evaluation Period	
30 Mar	Negotiations Begin	
21 Apr	Contract Award	
I May	Contract commence	

Section II Specifications

This section provides details about the proposal submission, contract terms and contractor requirements.

A.  Term of Contract
B.  Closing Date & Submittal Requirements
C.  Duration of Proposal Offer
D.  IAOC Discretion; Cancellation, Negotiation, Contracting, Rejection, Clarification
E.  Public Information
F.  Subcontractors
G.  Incurred Expenses 
H. Type of Contract(s)
I.  General Contractual Conditions
J.  Provider Affidavit
K. Experience
L. Key Personnel
M. Contractor Obligations

A.  Term of Contract
  1. The IETF Administrative Oversight Committee (IAOC) desires a long-term relationship commencing on 1 May 2011 of up to four (4) years with a successful Provider.  Accordingly, it is looking to structure a four (4) year term with contract review points at the one-year and three-year marks to evaluate the success of the service provider. The contract may be extended twice of one year’s duration each for a possible contract term of six (6).  

  2. The renewal of the Agreement at the review marks should not be presumed, as it will be based on each party's sole discretion, the needs of the IETF Community and performance under the contract.
B.  Closing Date & Submittal Requirements
  1.  The proposal shall arrive not later than 5:00 P.M. EST Monday, March 21, 2011, in order to be considered.  
  2. Proposals or unsolicited amendments to proposals arriving after the closing time and date will not be considered.
  3. A PDF version of the proposal must be submitted by email to the IAD at rpelletier@isoc.org by the closing date and time.  

C.  Duration of Proposal Offer
  1. Proposals shall be valid and irrevocable for at least 180 days following the closing date for this RFP.  
  2. This period may be extended by written agreement between a Provider and the IAD.

D.  IAOC Discretion; Cancellation, Negotiation, Contracting, Rejection, Clarification
  1.  The IAOC may cancel this RFP, in whole or in part, at any time.
  2.  The IAOC may obtain the assistance of others in fulfillment of its responsibilities in regards to the evaluation of responses to this RFP. 
  3.  The IAOC may contract with one or more Providers to accomplish the tasks reflected in the Statement of Work.
  4.  The IAOC may disqualify proposals that it deems to be non-responsive.
  5.  The IAOC may reject an Provider’s proposal if the Provider:
    	a. Fails to submit by the deadline
    	b. Fails to submit the information required
    	c. Fails to submit a proposal in accordance with the required format
    	d. Fails to submit a costs quotation response
    	e. Fails to respond to requests for clarification, make an oral presentation, or perform tests if
requested
    	f. Fails to complete the Provider Affidavit
    	g. For any other reason that the IAOC deems to be reasonable
  6.  The IAOC may seek clarification of any element of a Provider’s proposal.
  7.  The IAOC may require Providers to make oral presentations in person at the offices of the Internet Society in Reston, Virginia, USA and/or participate in teleconferences at a time to be determined.  Each Provider will be responsible for its own expenses associated with such presentations.
  8.  The IAOC may select one or more Providers for contract negotiations on the basis of the strength, viability and financial terms of their proposals and presentations, their known track records for similar functions, and the credentials and experience presented in their proposals.  The IAOC does not make any commitment regarding the outcome of these negotiations.
  9.  The IAOC will seek to enter into contract(s) with a Provider or Providers that IAOC deems, in its sole discretion, to represent the best value combination of performance and cost, not necessarily the low bidder.
  10.  All proposals shall become the property of the IAOC.

E.  Public Information
The IETF is a community committed to transparency in the manner in which it conducts its operations.  Accordingly, the following will apply to the contract, proposal, and negotiations:
  1.  The contract, including total cost (not salaries), will be made public upon execution.
  2.  The Providers’ names will be announced on or after March 21, 2011.
  3.  The Provider’s proposal will NOT be released during negotiations.
  4.  Negotiations are private among the Provider, and the IAD, the IAOC, and ISOC leadership.

F.  Subcontractors
  1.  The Internet Society will enter into agreements with selected Provider(s) only, not the Provider’s subcontractors, if any.
  2.  The selected Providers(s) shall be responsible for all products and services as required by this RFP.
  3.  Subcontractors, if any, shall be identified with a complete description of qualifications and roles relative to this proposal, and shall be included at the time of proposal submission.
  4. Subcontractors may not be placed under contract in any way that obligates the IAOC, or that delegates work that the proposal indicates will be performed by Provider personnel without the written approval of the IAD.

G.  Incurred Expenses
  1. The Provider shall be responsible for any cost incurred in the preparation and submission of a proposal, oral presentations in support of such proposal, performance of any tests, and a services agreement.

H.  Type of Contract(s)
  1.  The contract(s) will be a fixed-price, which could include pro bono, contract, except for services as noted in the Statement of Work. 

I.  General Contractual Conditions
  1. Any contract will contain the general provisions included in this RFP.  
  2. This RFP, including the Statement of Work will be incorporated by reference and made a part of the contract. 

J.  Provider Affidavit
  1. Each proposal shall include a completed Provider Affidavit, a copy if which is included in Appendix 1.

K. Experience
  1. Provider must have experience in the delivery of legal services to standards development organizations as appropriate to the proposal.

L.  Key Personnel
  1.  Provider shall identify and provide the resumes of Key Personnel.
  2.  The contract may be adjusted or terminated if Key Personnel are identified but cannot be supplied or replaced by a substitute acceptable to the IAOC by Provider at contract execution or within ninety days thereafter, at the discretion of IAOC.

M. Contractor Obligations
  1. Provider shall provide for and pay the compensation of its personnel, including Subcontractors, and shall pay all taxes, contributions and benefits (such as, but not limited to, workers’ compensation benefits) which an employer is required to pay relating to the employment of employees.  
  2. The ISOC and IAOC will not be responsible for providing any compensation, insurance, medical, disability or other benefits to Provider’s personnel or subcontractors.

Section III Statement of Work

RFP Requirements for Legal Services

Organizational Background.  The Internet Engineering Task Force (IETF) is an international Internet standards-development activity in which volunteers from vendors, operators, universities, etc. participate.  The “organizational home” of the IETF is the Internet Society, a District of Columbia non-profit corporation and 501(c)(3) tax-exempt entity based in Reston, Virginia and Geneva, Switzerland.  The IETF conducts most of its activities through working groups (WGs) that communicate through online forums and e-mail exchanges, as well as three in-person meetings per year in locations across the globe.

The oversight of the IETF is conducted through a variety of committees including the Internet Engineering Steering Group (IESG), which oversees and approves standardization activity; the IETF Administrative Oversight Committee (IAOC), which is responsible for administrative matters including contracts and meeting planning; the Internet Architecture Board (IAB) which is responsible for architectural oversight of IETF activities, Internet Standards Process oversight and appeal, and the appointment of the RFC Editor; the Internet Research Task Force (IRTF) which is responsible for promoting research of importance to the evolution of the future Internet; and the IETF Trust, which is an independent charitable trust formed in Virginia for the purpose of holding and licensing IETF-related intellectual property.  The IETF Administrative Director (IAD) is a member of the IAOC and IETF Trust and is the primary point of contact for IETF administrative matters.

Clients:  The Provider will provide legal advice to the IESG, IAOC, IAB, IRTF, RFC Series Editor, Independent Submissions Editor, and IETF Trust as requested, but will report primarily to the IAD. 

Note that the Provider will not be required to provide legal advice to ISOC in any respect other than its IETF activity.

IETF’s Legal Requirements.  The IETF seeks a legal services provider (Provider) to advise it on all aspects of its operations.  Traditionally, the legal services that IETF has required have included the following:

a)	Advice regarding the conduct of standard-setting activities, particularly antitrust and intellectual property implications of IETF policies and activities
b)	Development, drafting and interpretation of IETF policies relating to intellectual property, namely copyright and patent policies
c)	Advice regarding the acquisition and licensing of intellectual property held by the IETF Trust
d)	Maintenance and oversight of IETF’s global trademark portfolio
e)	Advice with drafting and negotiation of contracts with vendors and service providers
f)	Response to third party subpoenas served on IETF by litigants in cases, typically patent infringement suits, in which IETF standards or activities are implicated
g)	Governance and procedural issues relating to the IETF Trust and IETF in general
h)	Analysis and advice relating to relationships with other standards development organizations, governmental entities, and the like
i)	Training sessions for the IETF Trust, as well as the IETF and WG leadership on the above topics 

Provider Characteristics.  Technical standards-setting is an area with some legal risk.  Moreover, the IETF is an idiosyncratic organization with unique governance and decision-making procedures.  Accordingly, the Provider should be familiar with existing IETF policies and procedures, including:

a)	The structure and history of the IETF, including the organizational structures outlined in RFC 4677 and 4844 and the IETF Trust Agreement, as well as associated organizations such as the Internet Architecture Board (IAB), Internet Research Task Force (IRTF), RFC Editor, Internet Assigned Numbers Authority (IANA) and the Internet Corporation for Assigned Names and Numbers (ICANN)
b)	The standards-development and advancement process as described in RFC 2026 and successor documents, and
c)	The intellectual property rules and policies described in RFCs 3979, 5378 and the IETF Trust Legal Provisions Relating to IETF Documents at < http://trustee.ietf.org/license-info/>.

In addition, given the technical nature of IETF’s work, the Provider should demonstrate familiarity and experience with:

d)	Internet infrastructure and architecture,
e)	Standards organizations working in the telecommunications and Internet space, including ITU, ETSI, IEEE, W3C and the like,
f)	Telecommunications and networking industry players and industry,
g)	Software development and licensing practices, including open source software licensing.

Financial Considerations.  The Provider will be expected to offer its services in a highly efficient and cost-effective manner, bearing in mind the non-profit status of the IETF organization and its limited budget.  

Provider may be required to attend one or more IETF meetings per year.  Please note that IETF does not pay for travel time.  Out-of-pocket costs for pre-approved economy class travel and conference hotel room rates will be reimbursed.

Conflicts.  Participants in the IETF include many large companies in the telecommunications, computing and networking industries.  Occasionally, these participants are involved in disputes, including disputes regarding IETF standards. Proposer shall include an assessment of the likelihood that conflicts of interest will prevent the Provider from performing services for IETF, and a plan of action to address situations in which conflicts of interest arise. Provider should assess whether it is likely that conflicts of interest involving IETF participants may make it difficult or awkward for Provider to render advice to IETF on matters that arise in the ordinary course.  Consideration will be given for Providers who are less likely to have frequent conflicts involving IETF participants.  IETF will not agree to "blanket" waivers of conflict of interest, and will consider each request for
a conflicts waiver on its merits.  Provider should not assume that any waiver request will be 
granted.

Section IV Service Levels

A. Introduction
B. Processing Service Levels

A. Introduction
  1.  A quick turnaround is often required from counsel by the client to facilitate the client’s ability to be responsive to the IETF community, consisting of thousands of individuals worldwide from nearly every time zone; and to the courts and counsel when subpoenas are requested.  A little more time is available when the IETF, IAOC and IETF Trust are engaged in the development of policy.

B. Processing Service Levels
  1. Given tight timelines, it is imperative that Provider be responsive to requests for advice on a timely and rapid basis.  At times, this will mean working evenings and/or weekends, and will require fairly constant monitoring of email for IETF-related requests (e-mail is the primary means of communication with IETF).  Responsiveness will be a consideration at the performance review points.

Section V Proposal Format

A. Proposals
B. Preparation
C. Fee and Expenses
D. Proposal Format

A. Proposals
  1. Proposals shall be submitted in the proposal format to facilitate proposal review.
  2. Failure to submit the proposal in the format may be grounds for proposal rejection.

B. Preparation
  1.  Proposals should be prepared simply and economically, providing a concise and straightforward, but complete and detailed, description of the Provider’s abilities and methodologies to meet the requirements set forth in the RFP.

C. Fee and Expenses
  1. Consideration will be given to Providers who can provide services pro bono, in whole or in part.  However if not proposed, Provider shall describe (i) its fixed fee and services to be provided for that fee; (ii) services not covered by the fee and rates for those services to be provided by the Provider; (iii) services that may need to be obtained elsewhere and the Provider’s plan to obtain and manage those services in a cost-effective manner; and (iv) costs, if any, for the management of services provided by others.
  2. Provider shall describe expenses for which there is no charge and those for which it seeks reimbursement.
  3.  Client prefers an annual flat fee with monthly payments to being billed by the hour.
  
D. Proposal Format
  1.  Transmittal letter with signature of authorized representative
  2.  Executive Summary
  3.  Table of Contents
  4.  Experience, Qualifications and Accomplishments in this area
  5.  Key Personnel and their relevant experience with specific examples
  6.  Commitment to meet work requirements and service levels
  7.  Methodologies and experience meeting statement of work and service levels
  8.  References – three.
  9.  Detailed cost proposal, including either discounted hourly rates or fixed monthly fees for
       specified services  
  10. Resumes of Key Personnel
  11.  Conflicts of Interest - an assessment of the likelihood that conflicts of interest will prevent the 
Provider from performing services for IETF, and a plan of action to address situations in 
which conflicts of interest arise. Provider should assess whether it is likely that conflicts of 
interest involving IETF participants may make it difficult or awkward for Provider to render 
advice to IETF on matters that arise in the ordinary course.  Preference will be given for 
Providers who are less likely to have frequent conflicts involving IETF participants.  IETF 
will not agree to "blanket" waivers of conflict of interest, and will consider each request for
a conflicts waiver on its merits.  Provider should not assume that any waiver request will be 
granted.
  11. Subcontractor Information
  12. Assumptions
  13. Exceptions to any specifications, terms, conditions, service levels
  14. Provider Affidavit
  15. Miscellaneous Information
  16. Signature Page

Section VI Selection
A  Selection Procedure
B. Selection Criteria
C. Negotiation Stage
D. Award

A  Selection Procedure
  1. The IAOC will or will cause the review and evaluation of all proposals to determine if they are qualified.
  2. Oral presentations and/or teleconferences may be requested by the IAOC, or designees.
  3. Requests for clarity may be made of the Provider.
  4. Qualified Providers will be notified of their selection for advancement to the negotiation phase on or about March 30, 2011.
   5.  The decision of the IAOC is anticipated April 21, 2011.

B. Selection Criteria
  1. Vendor Qualifications and Experience performing similar services
  2. Key Personnel
  3. Vendor Ability to Meet Requirements
  4. Proposal as a reflection of Provider’s understanding of scope of work and methodologies
  5. Oral presentation and/or teleconferences, if conducted
  6. Cost to furnish the services (Note: The lowest cost offer will not necessarily be awarded a contract.)
  7. References

C.  Negotiation Phase
  1.  ISOC may enter into contract(s) with a Provider or Providers that represents the best value combination of performance and cost, not necessarily the low bidder.
  2. The IAD will submit questions to each Provider seeking clarification of any element of their proposal, if needed.
  3. Negotiations will be undertaken in accordance with the timetable in Section I.
  4. Negotiations may include face-to-face sessions. Providers are responsible for their own expenses associated therewith.
  5. The IAOC reserves the right to solicit a best and final offer from each remaining Provider.

D. Award
  1. The Contract(s) is/are expected to be concluded by April 21, 2011.
  2. The Contract term begins May 1, 2011.

Section VII Other Terms and Conditions

A. Intellectual Property Rights

A. Intellectual Property Rights
  1. All work performed by the counsel shall be “work for hire” and the counsel shall obtain no rights there from.  All rights belong to the IETF Trust.

Section VIII

Signature Page

Date Proposal Submitted:  __________________________

Provider: ____________________________________________________________________

Name/Title of Provider Representative:

___________________________________________________________________________

Address of Provider:

_____________________________________________________

_____________________________________________________

_____________________________________________________

_____________________________________________________

Telephone:  ______________________________  Facsimile: ______________________________

Provider Representative Email Address:  

___________________________________________________________________

Signature of Provider Representative:  

__________________________________________________________

Date:  ______________________________
 
Appendix I

Provider’s Affidavit

I HEREBY DECLARE AND AFFIRM that I am the (Title) _______________________________, 

and the duly authorized representative of  (Provider) ____________________________________, 

and that I possess the legal authority to make this Affidavit on behalf of myself and the Provider for 

which I am acting.

I FURTHER AFFIRM THAT:

1.  The Provider named above is a {Insert type of entity] _________________________ in the 

country and state of __________________________ and that it is in good standing and that has 

filed all required statutory reports and, except as validly contested, has  paid or arranged for the 

payment of all taxes in the applicable jurisdictions.

2.  The Provider has been in business for _______ years and ________ months.

3.  The Provider’s company registration number or U.S. Employer ID Number is: ______________.

I do solemnly declare and affirm under the penalties of perjury that the contents of this affidavit are true and correct to the best of my knowledge, information, and belief.

________________________   By: __________________________________________________
(Date)					(Affiant)