Request for Proposals: Administrative Law Judge Services

Request for Proposals: Administrative Law Judge Services

Proposals Due: October 9, 2026 5pm
RFP Issued: September 10, 2026
Project Location: Kaysville City

Contact: Human Resource Manager Kim Bosworth, [email protected], 801-497-7142

Kaysville City reserves the right to reject any or all proposals received and to waive any informality or technicality when in the best interest of the City.

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I. Background
Kaysville City ("City") is seeking written proposals from qualified, independent attorneys to serve as the City's Administrative Law Judge or alternate Administrative Law Judge (ALJ). The ALJ will serve as a neutral hearing officer over two categories of administrative matters:

1. Employee grievances and personnel-related disputes, and

2. Land use appeals under the Utah Municipal Land Use, Development and Management Act and city zoning and land use ordinances.

This RFP is part of a competitive procurement process for independent contractor services.

II. Scope of Services

A. Personnel / HR Grievances

• Conduct impartial hearings on employee grievances and disciplinary appeals in accordance with the City's Personnel Policies and Procedures and Kaysville City Code Title 2, Chapter 8.

B. Land Use Appeals

• Serve as the City's Appeal Authority consistent with Utah Municipal Land Use, Development and Management Act, Kaysville City Code Title 17, and Kaysville City Code Title 2, Chapter 8.
• Hear and decide appeals from land use decisions, requests for variances, and appeals of related fees.

C. General Duties (All Matters)

• Maintain neutrality and avoid actual or apparent conflicts of interest.
• Conduct hearings in person, remotely, or in a hybrid format as directed by the City.
• Coordinate scheduling and logistics with City staff while preserving decisional independence.
• Maintain confidentiality of records consistent with GRAMA and applicable law.
• Issue ruling / written findings within 45 days of the conclusion of the hearing.

D. Alternate Administrative Law Judge

The City may, in its sole discretion, select an alternate qualified Administrative Law Judge when the primary ALJ is unavailable, has a conflict of interest, or is otherwise unable to serve in a particular matter. The City may select an alternate ALJ from among qualified proposers.

III. Minimum Qualifications

• Active license to practice law in Utah, in good standing.
• Demonstrated experience as an ALJ, hearing officer, arbitrator, or in a substantially similar quasi-judicial role.
• Working knowledge of Utah administrative law, due process requirements, and evidentiary practice.
• Familiarity with Utah land use law and municipal personnel/employment matters preferred.
• Ability to produce timely, well-reasoned written decisions.
• Availability to conduct hearings on an as-needed basis.

IV. Proposal Requirements

Proposals should be clear, concise, and organized, and must include:

1. Cover Letter (one page max) - introduction, interest, and availability.
2. Statement of Understanding - your understanding of the ALJ's duties across both hearing types.
3. Relevant Experience - summary of experience with personnel grievances and land use appeals.
4. Fee Proposal - proposed hourly and/or per-hearing rate, how rates are calculated, and any travel or administrative charges.
5. Resume / Attorney Profile.
6. References - at least three, with contact information.
7. Sample Work Product - one redacted written decision or comparable adjudicative writing.
8. Conflicts Disclosure.

V. Selection Schedule (Tentative)

 

Milestone	Date
RFP Issued	September 10, 2026
Proposals Due	October 9, 2026. 5pm.
Proposal Review / Interviews (if needed)	October 12-30, 2026
City Council Approval	November 5, 2026

VI. Evaluation Criteria

Consistent with the City's direction to keep evaluation focused on experience and cost, proposals will be scored as follows:

Criteria	Points
Qualification & Relevant Experience	50
Cost Effectiveness (Fee Proposal)	35
Availability & Understanding of City Operations	15
Total	100

Cost is a significant factor but is not the sole determining factor. The City reserves the right to reject any and all proposals, waive minor informalities, and negotiate terms with the selected proposer.

VII. Term

In accordance with Kaysville City Code Title 2, Chapter 8, the appointed individual(s) shall serve for a period of two years per term with no limit on the number of terms should the City Council determine to reappoint the same individual. The ALJ may be removed from office by a vote of the City Council.

VIII. Independent Contractor Status

The selected ALJ shall serve as an independent contractor, not an employee of the City, and shall maintain any required professional liability insurance and comply with all applicable state and local laws.

IX. Submission Instructions

Proposals must be submitted electronically in PDF format to [email protected] no later than the date and time listed above. Late submissions will not be considered.

X. Public Records Notice

Submittals are subject to the Government Records Access and Management Act (GRAMA), Utah Code § 63G-2-101 et seq., and may be subject to public disclosure unless a specific statutory exemption applies and is properly claimed.

XI. Questions

Direct questions to Katie Ellis at [email protected], with the subject line "Kaysville ALJ RFP."

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The City of Kaysville reserves the right to reject any and all proposals, waive informalities, and select the proposal determined to be most advantageous to the City. Award will not be based on cost alone.