Addendum 2 Questions & Answers State of Florida Office of the Attorney General Request For Proposals (RFP) No. 13/14-10 COURT REPORTING SERVICES Contained herein are the responses to the Questions submitted to the Department of Legal Affairs. Please Note: Addendum 2 does not need to be returned with Response. FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3), FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.
No. Bidder Questions Answers to Bidder Questions 1 Under Section 1.5, Definitions, Eligible User is defined. There is no reference in the remainder of the RFP to a requirement for eligible users to employ contractor(s) in rank order. Is this a purposeful omission? Does the State contemplate including such a requirement in the contract that will be effective July 1, 2014? 2 Under Section 3.8, Contents of Proposal/Proposal Submission, Tab 5, Business/or Corporate References seems to require submission of both reference letters and Form 4 for each reference. Are both forms of reference required? 3 Under Section 3.8, Contents of Proposal/Proposal Submission, Tab 5, in paragraph one of this requirement the following phrase appears: five clients, judges, and boards. In paragraph two of this requirement, the following phase appears: five clients, judges, and/or boards. (Emphasis added.) Please clarify whether references must be from all sources listed, as the word and indicates, or if they may be from any combination of sources, as the phrase and/or indicates. Contractors will not be ranked. Eligible users may contract with any court reporter identified for that circuit and/or region. See Addendum 3, Section 3.8, Tab 5. See Addendum 3, Section 3.8, Tab 5. 4 1.2 page 4, Solicitation Objection therein refers to award one respondent or multiple respondents by circuit and/or region. I understand circuit, what do you mean by region? Some of the circuits were split into multiple regions. When multiple regions are listed within a circuit, a Respondent can bid on one or up to all regions within that circuit. Circuits 5, 10, 14 and 18 are divided into regions within the circuit. 5 1.3 BACKGROUND therein refers to "official physical office location. "What do you mean by official physical office location? Does that mean headquarters? It does not necessarily mean headquarters. But an official physical office location is required as defined in Section 1.3.
6 7 8 In section 3.7.1, page 11. This section sounds like you want an original with a price sheet submitted together. Yet in 3.8 page 11 you want one package containing all materials EXCEPT price sheets in one envelope marked technical and the price sheets in another envelope marked Price Sheets. I don't like to assume, so I want clarification. You want an Original technical with five copies of the technical all in one envelope marked technical, and an original price sheet with five copies in another envelope marked price sheets? ATTACHMENT B STATEMENT OF WORK, page B-3 2.2 FEES, "F" just to clarify, customer requests transcript on a computer disk, the disk will be provided at no charge, you are speaking strictly the cost of the disk, not the cost of the transcript? In other words, you're not expecting the transcript to be free of charge on that disk? If the attorney requests the transcript be only E-tran or PDF, with no paper original and one, or no paper copy, we will charge our regular page rate for the transcript, but not the charge for the disk. If the attorney requests a paper original and one or a paper copy and ALSO a digital copy on a disk, is that what you're referring to as "at no charge"? Clarification, please. ATTACHMENT B STATEMENT OF WORK, page B-3, 2.2 "H" If the employing agency schedules multiple jobs at the same location for one day, the start of each job does not constitute a first hour. With respect to depositions, one after another in the same case, same location I understand that. But if you have two different cases with depositions scheduled say in our Port St. Lucie Office, there will be a first hour charge at the start of the new case as it is my understanding you cannot lump charges all on one invoice for two different cases for invoicing purposes for the departments or agencies of the State. However, if you are in court attending hearings with different See Addendum 3, Section 3.7.1. Computer disc transcripts only charges would apply per page as you would a normal transcript request. Hardcopy of transcripts with computer disc charges for the transcript per page but no charge for the accompanying computer disc. A separate invoice needs to be created for each case. Each case, regardless if before the same judge, will have a first hour charge.
9 10 cases before the same judge, it has been my experience having been the vendor for the Attorney General in the 19th circuit for the past nine years that it is required for each case to have a separate invoice, that they cannot be lumped together if they are totally different cases. In which case it is proper to charge a first hour for each case. So are you referring to depositions? Or are you also referring to hearings? Clarification, please. ATTACHMENT A Contract, Section 11, page A-9. This sections refers to hiring of new employees. Our Reporters are Independent Contractors. So are you referring to Court Reporters in this section, or strictly employees, such as our scheduler/receptionist, production person, bookkeeper, who are actually employees? Contractors shall utilize the E-Verify system for all new employees, including subcontractors, independent contractors and their employees hired to carry out the duties specified in this RFP. See Addendum 3, Sections 3.7 and 3.8. 11 RFP Section 3, paragraph 3.8 RFP page # 11 Question If an Offeror bids on 5 different Circuits would the Offeror submit 5 different Technical Document envelopes (one for each circuit)? Would the Offeror submit 5 different Price Sheet envelopes (one for each Circuit)? RFP Section 3, paragraph 3.6 RFP page # 10 Question What address should be used for UPS or FEDEX delivery? 107 West Gaines Street, Room 158D Tallahassee, FL 32301
12 RFP Section 3.8, Tab 5 RFP page # 12 has obtained a number of letters of recommendation from private firms. However, a number of board attorneys, governmental agencies, and judges, including the Office of Attorney General, have stated that they do not give reference letters because of ethical concerns. I have not yet approached these reluctant entities again since the new RFP was recently released, but anticipate that their answers may be the same. If that is the case, instead of providing FORM 4 for these reluctant governmental attorneys and judges, may I instead list their names as references, or will they be advised or directed by your office that it is okay to fill out FORM 4? 13 RFP Section Attachments A, 4.3 RFP page # A-6 Will parking fees and tolls be reimbursable travel expenses even in instances where travel mileage to the hearing or meeting location may not be claimed? 14 RFP Section Tab 3, 3.9 RFP page # 11, 13 If a bid response is not submitted in a redacted format, will the information about the individual reporters such as their resume be treated as PII or will it be considered public record? 15 RFP Section 1 RFP page # 4 What estimated percentage of the work expected to be no-write? 16 RFP Section 1 RFP page # 4 What percentage of the work is estimated to be hearings versus trials; versus depositions? 17 RFP Section 1.5 RFP page # 5 What percentage of the work is estimated to be Real Time? Form 4 must be completed for each of the five (5) references. The OAG will not be directing clients, judges, and/or boards to complete Form 4. Private firms would be considered as clients. No other fees will be reimbursed where travel mileage may not be claimed. The information, including the resume, would be considered as public record. No estimates are available.
18 RFP Form # 1 - Mandatory Checklist RFP page # 18 What is the estimated percentage of Civil versus Criminal work? 19 How many vendors presently perform this contract? See the Department of Management Services website for current contractors. Please click on the link below to view this website - Department of Management Services website. 20 Who is/are the present vendor(s)? See the Department of Management Services website for current contractors. Please click on the link below to view this website - Department of Management Services website. 21 What is the page rate currently being paid for these services? See the Department of Management Services website for current contract rates. Please click on the link below to view this website - Department of Management Services website 22 How many concurrent proceedings in any given day? No estimates are available. 23 Does this cover grand jury proceedings as well? Yes. 24 On what schedule are invoices paid? Invoices are paid upon receipt and upon verification by the hiring office that the invoice is correct and it s submission for payment. 25 How many 1 st appearance fees are expected, per year? Per 26 How many hearings are expected, per year? Per
27 How many half day appearances are expected per year? Per 28 How many full day appearances are expected per year? Per 29 How many overtime hours are expected per year? Per 30 How many transcript pages are expected per year for depositions/hearings? Per 31 How many transcript pages are expected to 24-hour-expedite per year for depositions/hearings? Per 32 How many transcript pages are expected to 72-hour-expedite per year for depositions/hearings? Per 33 How many transcript pages are expected to 4-5 day-expedite per year for depositions/hearings? Per 34 How many transcript pages are expected to expedite per year for depositions/hearings? Per 35 How many board and public meetings, 1 st appearance fees are expected per year? Per 36 How many half day, board and public meetings are expected per year? Per 37 How many full day, board and public meetings are expected per year? Per 38 How many overtime hours are expected for board and public meetings per year? Per
39 How many pages are expected for board and public meetings per year? Per 40 How many pages are expected are expected to 24-hour-expedite per year for board and public meetings per year? Per 41 How many pages are expected are expected to 72-hour-expedite per year for board and public meetings per year? Per 42 How many pages are expected are expected to 4-5 day-expedite per year for board and public meetings per year? Per Questions and Answers for RFQ OAG 13/14-10 43 How many copy orders are expected? 44 Will the OAG be paying for the other side s copy of the transcript? Upon approval, the OAG will pay for opposing counsel s transcripts. 45 For audio transcription, will tapes be provided? No. Tapes shall be provided by the Contractor. 46 How many audio hours are expected per year? Per 47 How many audio transcription pages are expected per year? Per 48 How many video hours are expected per year per 49 How many video-overtime hours are expected per year? Per 50 How many MPEG/MPEG 2 hours are expected per year? Per
51 How many synchronization hours are expected per year? Per 52 How many video conferencing hours are expected per year? Per Questions and Answers for RFQ OAG 13/14-10 53 How many court playback hours are expected per year? Per 54 How many video conferencing/bridging service hours are expected per year? Per 55 How many mobile video conferencing hours are expected per year? Per 56 Etran does this mean etran by Real Legal,.ptx file or emailed transcript? See Addendum 3, Attachment C, Pricesheets. 57 Does the technical envelope need to be packaged per reporter, with all complete information or does the package need to have like items packaged together? Resumes in one stack, 58 Is there a requirement for the proposal, as far as the number of pages, minimum page count? See Addendum 3, Sections 3.7 and 3.8. There is not a page count requirement. 59 Are your jobs an automatic order? No. 60 How many black and white exhibit copies are expected per year? Per 61 How many color exhibits copies are expected per year? Per