Attachment 1 - SOW - LARA.docx

Enter your company name Attachment 1 – Statement of Work - LARA

REQUIREMENTS MICHIGAN DEPARTMENT OF LICENSING AND REGULATORY AFFAIRS (LARA):

Contractor must provide Court Reporting Services and otherwise do all things necessary for or incidental to the performance of work, as set forth in the individual Agency Statements of Work listed below. For each individual Agency Statement of Work the Bidder must also acknowledge and indicate compliance in the Bidder Response box provided.

BACKGROUND

The Michigan Department of Licensing and Regulatory Affairs (LARA) has offices/bureaus that conduct administrative proceedings, commission meetings, and other events which require the making of a permanent record at the time of the event. The Department has hearing rooms equipped with video recording equipment but still requires in-person or remote “live body” Court Reporters on occasions where permanent hearing rooms are not used or are not available.

1) General Contractor Responsibilities for all LARA Bureaus:

(a) Reporting and Transcriptions; the Court Reporter must:

(i) Transcribe the record of hearings recorded by the Court Reporter and certify said transcript.

(ii) A verbatim transcript of each hearing must be completed as follows:

1. Normal copy requires delivery within 10 calendar days of the hearing date.

2. Expedited copy requires delivery within the dates as stipulated in the price sheet.

3. Daily copy requires delivery by 8:30 a.m. the next business day of the hearing date.

4. Real-time requires online delivery during the hearing.

5. Certified paper copies and CDs must be provided as normal, expedited or daily based on the Commission’s request.

(iii) The original and one copy of the transcript (double spaced, 8 ½ X 11” typewritten page with 10 pitch type (12 pitch type for State Boundary Commission and Internal Audit & Monitoring), 25 lines per page) must be prepared. The original and one copy must be provided directly to the State and/or Bureau requesting services.

(iv) The State and/or Bureau may order additional transcripts in which case the transcripts must be available within five calendar days.

(v) Preserve the stenographic notes or tapes of hearing for a period of five years from the date a hearing is concluded.

(vi) Provide the State and/or Bureau with invoices for services rendered, to be paid only upon receipt of transcript.

(vii) Provide a phrase and key word index with each transcript.

(viii) Provide transcripts in Portable Document Format (PDF).

(b) Project Control: The Contractor must adhere to all requirements under the direction and control of the State and/or Bureau requesting services.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

2) The Michigan Public Service Commission operates with a three-member Commission appointed by the Governor and is tasked with regulatory responsibilities which include ensuring safe, reliable, and accessible energy and telecommunications services at reasonable rates. The MPSC regulates rates services of investor-owned utilities, reviews energy infrastructure proposals, implements competition and other aspects of energy and telecommunications, and monitors the safety of natural gas pipelines.

(a) The MPSC is responsible for ensuring that Court Reporting Services are provided by competent, certified court reporters familiar with the technical language and acronyms used in all MPSC proceedings at the Commission’s offices, 7109 W. Saginaw, Lansing (and on occassion, other locations designated by the MPSC). Hearings are scheduled during normal working hours, 8:00 a.m.-5:00 p.m. EST/EDT, unless otherwise designated.

(b) The MPSC will provide the Contractor with a monthly schedule and send out hearing dockets on a weekly basis which will provide pertinent data.

(c) The MPSC also permits applicants to hire court reporting firms to provide court reporting services, consistent with the requirements of the State of Michigan court reporting contract. An applicant is a party seeking approval, authority, a certificate of authority or of public convenience and necessity or other certificate, license, permit or exemption or other relief from the Commission. An applicant making contractual arrangements with court reporting firms:

(i) Assumes full responsibility for payment of services including costs for travel, meals, lodging, and Commission copies of transcripts.

(ii) Must notify the MPSC at least 10 calendar days prior to the initial scheduled hearing date, of its intent to hire.

(iii) Must submit a letter of concurrence among applicants to the MPSC when joint applicants hire Court Reporters.

(iv) The Commission retains all designated authorities and requires that Court Reporting Services meet its requirements and needs.

(d) Prior to the hearing, the Court Reporter must follow established check in procedures with the Executive Secretary Section.

(e) All hearings will be held at the MPSC’s office, 7109 W. Saginaw, Lansing, Michigan, unless otherwise designated by the MPSC. Multiple hearings may be held simultaneously.

(f) The Contractor must participate in the Michigan Public Service Commission’s Electronic Filing program by filing certified transcripts to the Commission Website. To electronically file transcripts with the MPSC, the Court Reporter must:

(i) Submit transcripts electronically in Portable Document Format (PDF) within 10-calendar days;

(ii) Have access to Internet connection and browser;

(iii) Secure a User name and password from the MPSC;

(iv) Submit a paper transcript and two copies of each transcript and a phrase and key word index with each transcript, upon request by the Administrative Law Judge (ALJ);

(v) Submit electronic transcripts with a signed certification page, mirroring exactly the paper transcript, submitted in PDF file on the electronic location identified and required by the Commission;

(vi) File electronic transcripts and paper transcripts simultaneously;

(vii) Preserve the stenographic notes or tapes of hearings for a period of 5 years from the date a hearing concludes;

(viii) Follow the format prescribed by the State Court Administrative Office as published in the Court Reporters Manual;

(ix) Provide real-time court reporting service capabilities upon the request of MPSC.

(x) Have the ability to provide translation services (including hearing impaired, sight impaired and language barrier) and make full arrangements upon request of the MPSC. Submit an invoice to the MPSC for the billing (not hourly billing) according to the terms and conditions of the resulting Contract. The MPSC must not be billed separately by the translator.

(xi) Assign court reporting personnel who possess knowledge of the MPSC’s proceedings and acronyms/technical language as it relates to regulated or non-regulated energy, telecommunications, and/or natural gas utilities.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

3) State Fire Safety Board: The LARA, State Fire Safety Board, hears a wide variety of appeals to administrative decisions made by the Bureau of Fire Services. The State Fire Safety Board is mandated to hold hearings in accordance with the Michigan Fire Prevention Code 1941 PA 207, as amended and/or various federal regulations.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

4) Michigan Liquor Control Commission: The mission of the LARA, Liquor Control Commission, Hearings and Appeals Unit, is to protect the health, safety and welfare of the citizens of the State of Michigan by providing a mechanism for law enforcement agencies to fulfill their duties of enforcing the rules and regulations of the Michigan Liquor Control Code, and to ensure that licensees and applicants for licensure are afforded due process in responding to any alleged violations or denials for licensure.

(a) The Michigan Liquor Control Commission (MLCC) is comprised of two Hearing Commissioners and three Administrative Commissioners. Hearing Commissioners, and occasional contracted Administrative Law Judges, hold statewide violation hearings, show cause hearings and semi-annual public hearings. Administrative Commissioners hold penalty hearings, appeal hearings of violation matters, as well as appeal hearings on licensing matters. These appeal hearings are held at the Southfield and Lansing offices of the MLCC.

(b) Hearings are held in accordance with the Michigan Liquor Control Code, Michigan Administrative Code, Administrative Procedures Act and the Michigan Rules of Evidence.

(c) The MLCC will provide the Contractor with a monthly schedule and send out hearing dockets on a weekly basis which will provide pertinent data, i.e., licensee’s name, address, complaint number, date, time and location of hearing. One docket may hold anywhere from six to fifteen complaints and a copy of each complaint is attached to the docket, outlining the charge(s) and any subpoenaed witnesses and attorney information.

(d) The Contractor must ensure that the Court Reporter collects subpoenas from witnesses listed on the Complaint; obtain witness’ correct address and round-trip mileage and submit to Michigan Liquor Control Commission, along with a copy of the docket sheet, outlining the outcome of each hearing. (Specific details are outlined in weekly mailing of docket letter from MLCC to Contractor.)

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

5) Bureau of Construction Codes: The LARA, Bureau of Construction Codes (BCC), Barrier Free Design Board can grant exceptions from Michigan’s barrier free code requirements. Action taken by the board can be appealed to circuit court. Hearing reporter services are needed to comply with accommodation requests from board members, and transcription services may be needed to comply with the requirements of the court.

(a) The Contractor must provide Court Reporting services as required and be present at board meetings.

(b) The Court Reporter must be present ½ hour before the meeting is scheduled to commence and be ready to proceed at the direction of the bureau facilitator.

(c) Meetings will typically be held at the BCC offices, 2501 Woodlake Circle, Conference Room 3, Okemos, Michigan 48864. Alternate locations may be scheduled in the Lansing area.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

6) Michigan Office of Administrative Hearings and Rules (MOAHR): The MOAHR is staffed by over 100 Administrative Law Judges (ALJs) who preside over primary and remanded administrative law hearings for 30 various State bureaus/agencies. MOAHR has approximately 55 permanent hearings rooms. In addition, as required, MOAHR ALJs travel to numerous non-permanent locations around the State to conduct hearings.

(a) The ALJs conduct these hearings under a variety of legal requirements, including, but not limited to, the Code of Federal Regulations, the Michigan Administrative Procedures Act, the Michigan Employment Securities Act, and other federal and state acts covering a variety of issues, including, but not limited to, social welfare, public health, mental health, agriculture, education, building construction & codes, insurance, state retirement system, transportation and highways, MIOSHA, mobile homes, licensing & regulation of occupational codes, public service, securities, wage & hour, employment relations.

(b) In most cases, permanent hearing rooms are equipped with either video or audio recording equipment. However, where permanent hearing rooms are not used, MOAHR requires the use of in-person or “live body Court Reporters” for recording purposes. Additionally, MOAHR has Memorandums of Understandings which require the use of live Court Reporters.

(c) The primary MOAHR hearing locations are as follows:

(i) 611 W. Ottawa, 4th Floor, Lansing

(ii) Cadillac Place, 3026 W. Grand Blvd., Suite 2-700, Detroit

(iii) Cadillac Place, 3038 W. Grand Blvd., Suite 7-450, Detroit

(iv) G-1388 Bristol Road, Suite 2, Flint

(v) 2942 Fuller N.E., Grand Rapids

(vi) 940 N. 10th Street, Suite 109, Kalamazoo

(vii) 608 W. Allegan, 2nd Floor, Lansing

(viii) 6545 Mercantile Way, Lansing

(ix) 525 W. Allegan, Atrium Level, Lansing

(x) General Office Building, 7150 Harris Drive, Lansing

(xi) 411 E. Genesee, Saginaw

(xii) 3333 Cass Road, Traverse City

(xiii) 51111 Woodward Ave., 1st Floor, Pontiac

(xiv) Intermittent hearings may be scheduled at various sites located in every Michigan County.

(d) MOAHR – Education: Teacher Tenure Hearings, Property Transfer Hearings, Teacher Certification Revocation Hearings, Special Education Hearing, and Child and Adult Food Care Program Hearings should be recorded and transcribed in accordance with the applicable statutes and administrative rules.

(i) Typed, verbatim transcripts must be available for all hearings, and must include a word index.

(ii) Audio recordings must be available for all Special Education Hearings.

(iii) The cost of Tenure Hearing transcripts is shared between the Teachers’ Tenure Commission and the controlling board of education. The Commission is billed for ½ the cost and the controlling board is billed for ½ the cost.

(iv) The cost of Special Education transcripts is shared between the Michigan Department of Education/Special Education and the school district. The Michigan Department of Education/Special Education is billed for 25% of the cost and the school district is billed for 75% of the cost.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

7) Finance and Administrative Services – Utility Consumer Participation Board: The Utility Consumer Participation Board exists within the Bureau of Finance and Administrative Services.

(a) The court reporter attends the scheduled meetings throughout the year, typically consisting of at least 7 meetings a year, extending from 3 to 5 hours.

(b) The court reporter records the meetings and prepares a transcript for the board.

(c) All meetings are scheduled during normal business hours and the majority of them are scheduled for 12:30 p.m.

List all exception(s):

Bidder must describe how they comply with the above requirement(s):

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