RFP 221755 - Court Reporter Services

Agency: City of Memphis
State: Tennessee
Type of Government: State & Local
NAICS Category:
  • 561492 - Court Reporting and Stenotype Services
Posted Date: Apr 18, 2024
Due Date: May 15, 2024
Solicitation No: RFP 221755
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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RFP 221755 - Court Reporter Services
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Date modified: 04-18-2024
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CITY OF MEMPHIS
REQUEST FOR PROPOSAL
#221755
COURT REPORTER SERVICES
Date Issued: 15 April 2024
Proposal Submission Deadline:
ON Or Before 15 May 2024 No Later than 12:00 PM CT
1
CONTENTS
1. OVERVIEW ................................................................................................................................................................4
1.1 GENERAL CONDITIONS ......................................................................................................................................4
1.2 OBJECTIVE ...................................................................................................................................................5
2. SCOPE OF SERVICES .................................................................................................................................................6
2.1 .............................................................................................................................................................................. 6
2.2 .............................................................................................................................................................................. 6
2.3 INSURANCE REQUIREMENTS.............................................................................................................................9
2.4 DURATION ..........................................................................................................................................................9
3. PROPOSAL RESPONSE ..........................................................................................................................................10
3.1 COVER LETTER ............................................................................................................................................10
3.2 NON-COLLUSION AFFIDAVIT ......................................................................................................................10
3.3 CRIMINAL AND CIVIL PROCEEDINGS DISCLOSURE .....................................................................................10
3.4 PRICING ......................................................................................................................................................11
3.5 RELEVANT EXPERIENCE ..............................................................................................................................11
3.6 EQUAL BUSINESS OPPORTUNITY (EBO) PROGRAM ...................................................................................11
4. INSTRUCTIONS ON RFP PROCESS ........................................................................................................................15
4.1 USE OF INFORMATION ...............................................................................................................................15
4.2 PRINCIPAL CONTACT AND INFORMATION REQUESTS ...............................................................................15
4.3 SCHEDULE OF ACTIVITIES ...........................................................................................................................15
4.4 PRE-SUBMITTAL CONFERENCE...................................................................................................................16
4.5 INITIAL QUESTIONS SUBMISSION, FINAL QUESTIONS SUBMISSION ..........................................................16
4.6 PROPOSAL SUBMISSIONS...........................................................................................................................17
4.7 FINALIST SELECTIONS (OPTIONAL) .............................................................................................................19
4.8 RECIPIENT PRESENTATIONS (OPTIONAL) ...................................................................................................19
4.9 CONTRACT AWARD ....................................................................................................................................19
4.10 PROTESTS ...................................................................................................................................................20
4.11 MODIFICATION OR TERMINATION OF RFP PROCESS .................................................................................20
4.12 SUPPLEMENTAL INFORMATION.................................................................................................................20
4.13 NO REPRESENTATIONS OR WARRANTIES ..................................................................................................20
4.14 PROPOSAL PREPARATION COSTS ...............................................................................................................21
5. EVALUATION MODEL ...........................................................................................................................................22
5.1 QUALIFYING PROPOSALS ...........................................................................................................................22
5.2 EVALUATION OF QUALIFYING PROPOSALS ................................................................................................22
6. RFP TERMS AND CONDITIONS .............................................................................................................................23
EXHIBITS ....................................................................................................................................................................... 26
EXHIBIT 1 NON-COLLUSION AFFIDAVIT ................................................................................................................26
EXHIBIT 2 CRIMINAL AND CIVIL PROCEEDINGS DISCLOSURE ...............................................................................29
EXHIBIT 3 PRICE FORM..........................................................................................................................................30
EXHIBIT 4 PROPOSER QUESTIONS TEMPLATE ......................................................................................................31
EXHIBIT 5 CITY OF MEMPHIS SERVICE AGREEMENT SAMPLE CONTRACT ............................................................32
EXHIBIT 6 EVALUATION CRITERIA .........................................................................................................................54
1. OVERVIEW
1.1 GENERAL CONDITIONS
The following data is intended to form the basis for submission of proposals to provide an impartial
means of capturing and preserving the spoken word so that an accurate verbatim transcript may be
produced. This material contains general conditions for the procurement process, the scope of service
requested, contract requirements, instructions for submissions of proposals, and submission forms that
must be included in the proposal. The RFP should be read in its entirety before preparing the proposal. All
materials submitted pursuant to this RFP shall become the property of the City of Memphis.
To the extent permitted by law, all documents pertaining to this Request for Proposals shall be kept
confidential, to the extent necessary for review, until the proposal evaluation is complete. No
information about any submission of proposals shall be released until the process is complete, except
to the members of the Evaluation Committee established by the City and other appropriate designated
City staff. All information provided shall be considered by the Evaluation Committee in making a
recommendation to enter into an agreement with the selected consultant.
Any inquiries, suggestions or requests concerning interpretation, clarification or additional information
pertaining to the RFP shall be made in accordance with the requirements listed in Section 4.5 Initial
Questions Submission, Final Questions Submission. The City of Memphis is not responsible for oral
interpretations given by any City employee, representative, or others. The issuance of written addenda
is the only official method whereby interpretation, clarification, or additional information can be
given. Any questions or concerns not submitted by the stated time and date will be deemed
waived.
If any addenda are issued to this Request for Proposals, the Purchasing Division will post them to the
City's website at https://www.memphistn.gov/business/rfps-rfqs/. Submitting organizations are strongly
encouraged to view this website often to see if addenda are posted. Failure of any proposer to receive
such addendum or interpretation shall not relieve such Proposer from any obligation under his proposal
as submitted. All addenda so issued shall become part of the Contract Documents.
The City of Memphis reserves the right to (a) accept or reject any and/or all submissions of proposals;
(b) to waive irregularities, informalities, and technicalities; and (c) to accept any alternative submission of
proposals presented which, in its opinion, would best serve the interests of the City. The City shall be
the sole judge of the proposals, and the resulting negotiated agreement that is in its best interest,
and its decision shall be final. The City also reserves the right to make such investigation as it deems
necessary to determine the ability of any submitting entity to perform the work or service requested.
Information the City deems necessary to make this determination shall be provided by the submitting
entity. Such information may include, but is not limited to, current financial statements by an
independent CPA, verification of availability of equipment and personnel, and past performance
records.
1.2 OBJECTIVE
The City of Memphis Human Resources division is seeking a qualifications firm court reporter to capture
live testimony and proceedings. It is the intent to solicit bids from companies who have expertise in
providing court reporting services. Respondents must demonstrate that they will have the continued
capacity to perform those services on an as-needed basis.
The contractor shall provide certified court reporters (CCRs) for the City of Memphis
(COM) as needed. The contractor is prohibited from providing non-certified court
reporters. All CCR’s in Tennessee shall be certified and all court reporters must be
licensed under the State of TN under T.C.A. §40-14-301 through §40-14-317. The
contractor will be required to provide proof of certification.
Under no circumstances will monitored audio recordings be substituted for CCR’s.
Monitored audio recording shall not be covered under this contract.
The contractor will ensure that the CCR’s report promptly to all hearing locations onsite
or virtual.

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