Attachment 8 - SOW - MCSC CSHO.docx

Enter your company name Attachment 8 – Statement of Work – MCSC CSHO REQUIREMENTS MICHIGAN CIVIL SERVICE COMMISSION, CIVIL SERVICE HEARINGS OFFICE (MCSC CSHO) 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 major functions of the Civil Service Hearings Office (CSHO) are to impartially hear and decide unfair labor practice charges, grievance appeals, and other labor relations disputes; impartially mediate contract disputes; and conduct certification election proceedings. Transcripts are needed for Hearing Officers to issue decisions. The Employment Relations Board (ERB) also uses the transcripts in the appellate process. Other offices within the Civil Service Commission may rarely request a Court Reporter for hearings before the Ethics Board, the Impasse Panel, or the Coordinated Compensation Panel.

a) Hearings can continue past the usual working day and into the evening. Hearings may include a conference telephone call or video conference.

b) In most hearings, the hearing officer accepts briefs from the parties. The parties must have the transcript soon after the hearing is conducted to promptly prepare briefs. The CSHO therefore normally requires that transcripts be received within 10 calendar days from the request date. If a hearing lasts several days, the time to produce a transcript would remain limited even though there may be numerous days of hearing to transcribe.

c) Additionally, hearing officers travel statewide. Each hearing officer is responsible for his or her own hearing schedule. Thus, there may be two or possibly more hearings held simultaneously at different locations in the State.

d) The transcript must be an accurate and complete verbatim transcript. Disputed questions of fact may be resolved by the hearing officer based on the transcript. The hearing officer and parties rely on the transcript to accurately and completely reflect what was said by witnesses during hearings. Further, a verbatim transcript is necessary for the courts when cases are appealed.

1) Responsibilities:

a) The Contractor must provide Court-Reporting Services as required and be present at hearings.

b) The Court Reporter must be present ½ hour before the hearing is scheduled to start and be ready to proceed at the direction of the hearing officer, or must provide a fully qualified substitute.

c) Cases are held statewide. Various locations may be used such as correctional facilities, state offices, and our main office at the Capitol Commons Center, 400 S. Pine Street in Lansing, Michigan 48913. Most hearings will be conducted at this office. Multiple hearings may be held simultaneously. Travel expenses must be included in the bid price.

2) Reporting and Transcriptions: The Contractor must:

a) Upon 30 days’ notice of scheduled hearings (or occasionally less notice for continuation of hearings or expedited hearings), provide the services of Court Reporters for up to 3 hearings in one day. Most hearings will be scheduled during normal working hours (9:00 a.m. – 5:00 p.m. EST/EDT). Rare cases may require scheduling beyond the normal 5:00 p.m. depending on the circumstances of the case.

b) Transcribe the record of hearings recorded and certify said transcript.

c) A verbatim transcript of the hearing must be completed within 10 calendar days.

d) The original transcript must be double spaced on 8-1/2 x 11” page with 10-pitch type and 25 lines per page. The original must be provided to the CSHO, it will then be sent to the appropriate office within the agency requesting the transcript. The agency’s address is: Civil Service Commission, Hearings Office, Capitol Commons Center, P.O. Box 30002, Lansing, Michigan 48913.

e) An electronic copy of the transcript, including at minimum a Portable Document Format (PDF) version, must be made available in a password-protected online repository or emailed to the CSHO at MCSC-Hearings@michigan.gov when the original transcript is produced.

f) The agency must be billed at the rate specified in the Contract. If either or both parties order the transcript, they must be billed at the same rate that the agency would have been billed. A second copy will be billed at a lower rate.

g) The agency may order a transcript on an expedited basis, in which case the transcript must be available within three workdays.

h) Preserve the stenographic notes or tapes of hearings for a period of five years from the date a hearing ends.

i) Provide the Agency an invoice for services rendered, to be paid only upon receipt of transcript.

j) Provide a phrase and keyword index with a transcript, upon request.

k) For any transcripts delivered late, the Contractor will be paid half it’s per page transcription rate. If transcripts are habitually late, the State may cancel the services provided by the Contractor and procure services elsewhere.

3) The Agency will, in case of the necessity of a cancellation of hearing, notify the Contractor by 5:00 p.m. the previous day of a scheduled hearing.

4) Project Control: The Contractor will carry out each assignment under the direction and control of the Michigan Civil Service Commission.

List all exception(s):

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

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