REQUEST FOR PROPOSAL FOR COURT REPORTING AND TRANSCRIPTION SERVICES FOR A TWO (2) YEAR PERIOD FOR THE

Transcription

1 REQUEST FOR PROPOSAL FOR COURT REPORTING AND TRANSCRIPTION SERVICES FOR A TWO (2) YEAR PERIOD FOR THE NORTHEAST OHIO REGIONAL SEWER DISTRICT S BOARD OF TRUSTEES MEETINGS, SUBURBAN COUNCIL OF GOVERNMENTS MEETINGS, AND DEPOSITIONS Proposal Due Date: Thursday, January 5, 2012

2 INTRODUCTION The Northeast Ohio Regional Sewer District (the District ) is a regional sewer district organized and existing as a political subdivision of the State of Ohio under Chapter 6119 of the Ohio Revised Code. The District currently has approximately 600 employees and a service area encompassing over 60 communities in the Greater Cleveland area. The District s mission is to serve the public by providing cost-effective wastewater collection and treatment services that protect health and the environment. The District is soliciting requests for proposals from court reporting service firms that are interested in and qualified to perform reporting and transcription services relative to a variety District proceedings and functions (the Respondents ). 2

3 COURT REPORTING AND TRANSCRIPTION SERVICES A. SCOPE OF SERVICES Court reporting and transcription services for a two (2) year period are necessary for each of the following: 1. Board of Trustees Meetings Regular Meetings. The District s Board, comprised of 7 members, meets twice a month, in regular public meetings to discuss and determine policy and to act upon resolutions presented by District staff. There are also opportunities for public citizens to comment on specific agenda items as well as non-agenda items. The Board currently meets on the first and third Thursday of each month at 12:30. The meetings last approximately 2-3 hours. Transcripts are required by noon the following Monday (an copy is acceptable, but a hard copy must also follow). If an copy is provided, a hard copy of the transcript would be required no later than the end of the day the Monday following each Board meeting. Committee Meetings. The District s Board has various committees that meet on a scheduled- or as-needed basis. Transcripts are required by noon one week following each meeting. 2. Suburban Council of Governments Meetings The SCOG was established pursuant to court order and is comprised of representatives of all suburban communities served by the District. The purpose of the SCOG is to appoint representatives to the District s Board allocable to Subdistrict 2 and to advise the representatives as necessary. The meetings of the SCOG are at the call of the President at times and places designated by him or at the request of a majority of the SCOG Council. Transcripts are required by noon one week following each meeting. 3

4 3. Depositions Conducted By In-House Legal Staff The District s Department of Law currently has a Director of Law and 5 Assistant Directors of Law. Court reporting and transcription services for depositions conducted by the attorneys are necessary on an as-needed basis. B. PROPOSAL AND EVALUATION Proposals should demonstrate how Respondents will accomplish the above. Respondents shall submit at least 6 copies of the written proposal. C. QUALIFICATIONS At a minimum, the Respondents shall provide the following information: 1) Background and Experience Identify prior experience in performing services similar to the services required under this Request for Proposals Identify the clients for whom such services were performed, including name, address, telephone number, address, and contact person i. The District, in the exercise of its discretion, may or may not contact one or more of these clients Identify any additional references for whom other types of consulting services have been recently performed, including name, address, telephone number, address, and contact person i. The District, in the exercise of its discretion, may or may not contact one or more of these references Describe any relevant certifications and licenses held by the Respondent Provide appropriate information on Proponent s organization, including history, principal business or purpose, size and number or offices, personnel, principals, affiliations, etc. Furnish any other information that supports and documents Respondent s experience and qualifications to perform the services contained in this Request for Proposals 2) Management Summary Provide a synopsis of how the Respondent s proposal meets the needs of the District, including whether or not Consultant can 4

5 perform each point of the RFP and how Consultant will provide the services to satisfy the stated requirements o If company literature or other publications are included and intended to respond to an RFP requirement, the response to this section should include reference to the document name and page in order to be considered complete 3) Conflicts of Interest Identify any possible conflicts of interest your firm may have with the Northeast Ohio Regional Sewer District, including individual Board of Trustees members, executive personnel, and individual staff members FEE PROPOSAL Please submit a Fee Proposal for the performance of the above services contained in this Request for Proposal, including: 1. An all-inclusive fixed hourly rate for attendance of a Court Reporter. The fee should include any fixed fee, overhead, direct expenses, and profit. 2. The cost per page for original transcripts, including those needed on an expedited basis. 3. The charge for diskette and condensed transcripts. 4. Any other fees. 5. Any prompt payment discount. GENERAL INFORMATION The Proposals should be submitted no later than Thursday, January 5, 2012 to: Katarina K. Waag Assistant Director of Law Northeast Ohio Regional Sewer District 3900 Euclid Avenue Cleveland, OH

6 VENDOR INFORMATION FORM Please fill in: Business Name IRS Reporting Name Business Address City State Zip Telephone Ext Toll Free Number Vendor Fax Number Vendor Address Ordering Address City State Zip Telephone Ext Contact Person: (Ordering) (Remit) PLEASE INCLUDE THE ABOVE INFORMATION WHEN SUBMITTING YOUR BID OR PROPOSAL 6