Attachment 4 - SOW - MDOS.docx

Enter your company name Attachment 4 – Statement of Work - MDOS

REQUIREMENTS MICHIGAN DEPARTMENT OF STATE BUREAU OF ELECTIONS (MDOS):

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 Board of State Canvassers oversees the canvassing of nominating and qualifying petitions filed by candidates who seek federal and state offices which typically include the Governor, U.S. Senator, U.S. Representative in Congress, State Senator, State Representative, Judge of the Court of Appeals, Judge of the Circuit Court, Judge of the District Court, Judge of Probate (multi-county Probate Districts only). The Board of State Canvassers, a four-member appointed by the Governor, must approve the form of initiative petitions, referendum petitions and “new political party” petitions. They also canvass initiative petitions, referendum petitions and “new political party” petitions. They are responsible for resolving challenges filed against nominating petitions, qualifying petitions, initiative petitions, referendum petitions and ‘new political party’ petitions. The Board assigns ballot designations, approve voting equipment for use in the State, approve the language used to present statewide proposals on the ballot, and certify the result of elections held statewide and in districts that cross county boundaries. Decisions made by the Board may be appealed directly to the Court of Appeals or Supreme Court.

(1) The Contractor must provide Court Reporting Services and provide transcripts for every Board of State Canvassers meeting scheduled.

(2) The Court Reporter must be present ½ hour before scheduled time of meeting and be ready to proceed at the director of the Chair of the Board of State Canvassers. The Board of State Canvassers meetings are typically held in Lansing, but may be scheduled in other locations. All meetings are in person. Meetings are typically scheduled during regular business hours and may last all day.

(3) The Contractor must provide Court Reporters who possess demonstrated ability to:

(a) Have a Court Reporter available when a priority Board meeting must be scheduled. Meetings may be scheduled in as little as 18 hours notice. The Contractor should have enough Court Reporters that if an ‘emergency’ meeting were to occur, the Contractor is able to send a Court Reporter in short amount of notice.

(b) Be able to transcribe within a short amount of turn-around. Often there is a court hearing and transcripts are needed the following day of the Board meeting.

(c) Be able to handle reasonable accommodations by members of the public, including but not limited to transcribing remote testimony.

List all exception(s):

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

(4) All files, tapes, recordings and transcripts will be made available to the public as they are public information.

(5) The Contractor must provide the following after each Board of State Canvassers meeting:

(a) An original paper transcript to the Bureau of Elections.

(b) Transcripts via PDF in e-mail format. (MDOS also prefers to obtain electronic files from Contractor website via log-in access).

(c) Contractor must submit a bill to the Bureau of Elections upon delivery of original paper copy.

(6) Per page and per unit pricing must include all travel and regular postal delivery. The Contractor may invoice the Department for any approved expedited delivery expense (when one or three day delivery is requested), with submission of receipt. Comment by Massa, Emily (DTMB): Schedule B.

(7) Reporting and Transcriptions:

(a) The Contractor must provide a sealed original and one copy of a transcript to the Bureau within 10 calendar days from the date of the board meeting, unless expedited or overnight service is requested in advance of or at the time of the board meeting.

(b) Expedited transcripts must be provided within either a one, three, or five day time period from the date of the board meeting, with all options to be a condition of the resulting Contract.

(c) The Contractor must be able to provide a “Mini-Script” or four pages of original text condensed to one page, upon request of the Bureau.

(d) Each transcript must contain a phrase and key word index with each transcript.

(8) Per Page Rates: Comment by Massa, Emily (DTMB): Schedule B.

(a) Ten-day delivery time from date of deposition (ten day must be considered standard).

(b) Five day delivery time from date of Board meeting

(c) Three day delivery time from date of Board meeting

(d) One day delivery time from date of Board meeting

List all exception(s):

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

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