Title
Court Reporting Services - Requirements Contract (Ordinance S-46347)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Donna DeLaVina Reporting, LLC, Glennie Reporting Services, LLC, Griffin & Associates, LLC and Ottmar & Associates, Inc. to provide court reporting services for the Law Department. The aggregate contract value will not exceed $129,000 (including applicable taxes) with an estimated annual expenditure of $25,800. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Law Department requires certified court reporting services in order to obtain complete and accurate records of all legal proceedings. Currently, the Law Department has 75 active in-house litigation cases and the number of cases handled in-house rather than sending to outside counsel continues to increase. The Qualified Vendor List (QVL) will provide court reporting services related to civil and criminal depositions, courtroom transcription, expert witness testimony, etc. for cases handled by Law Department attorneys for legal matters involving City departments, commissions, boards, and agencies on an as-needed basis.
Procurement Information
Request for Qualifications (RFQu) 20-032 Court Reporting Services was conducted in accordance with Administrative Regulation 3.10 with the intent to establish a QVL to provide court reporting services. Seven offers were received by the Finance Department Procurement Division on Nov. 22, 2019. Two offers were deemed non-responsive. Five offers were evaluated by a committee which determined four offers met the City's minimum qualification criteria.
The following offers are recommended to be included on the QVL:
Donna DeLaVina Reporting, LLC
Glennie Reporting Services, LLC
Griffin & Associates, LLC
Ottmar & Associates, Inc.
The Chief Financial Officer recommends this list of responsive and responsible offers to be included on the QVL.
Contract Term
The five-year contract term shall begin on or about Feb. 23, 2020.
Financial Impact
The aggregate contract value will not exceed $129,000 (including applicable taxes) with an estimated annual expenditure of $25,800. Funds are available in the Law Department's budget.
Department
Responsible Department
This item is submitted by Assistant City Manager Milton Dohoney, Jr. and the Law Department.