COURT_REPORTER_SERVICES.pdf

County of Orange, County Executive Office - CPO

Invitation for Bid for COURT REPORTER SERVICES IFB # 017-2871102-JM

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

County Executive Office - CPO

PROCUREMENT SERVICES

400 W Civic Center Dr

Santa Ana, CA

92701

Date: Friday, August 8, 2025

INVITATION FOR BIDS

FOR: COURT REPORTER SERVICES

BID MUST BE RECEIVED BEFORE:

August 29, 2025 / 2:00 pm

IFB # 017-2871102-JM

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. Summary & Background

2. General Information

3. General Instructions

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Pricing

7. Vendor Responses

Attachments:

C - RCA-017-25010101 - Court Reporter Services Minimum Requirements

D - RCA-017-25010101 Court Reporter Contract Draft

SECTION 1. Summary & Background

The County of Orange, County Procurement Office, (hereinafter referred to as County) is requesting competitive bids from California licensed Court Reporter firms (hereinafter referred to as Bidder) for court reporter services.

Awarded Contract(s) will be between the County and awarded Bidder(s), in accordance with the attached model contract terms, conditions, and scope of work. Contract(s) awarded will be cooperative and may be also utilized by all County of Orange departments. Provisions and pricing of awarded Contract(s) may be extended, at the option of Contractor, to any Municipal, County, Public Utility, Hospital, Educational

Institution, or any other non-profit or governmental organization (the “Cooperative Program”).

This is a fully electronic solicitation – only electronic bids submitted through the County’s online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits.

SECTION 2. General Information

2.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each

Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency (DPA) via the County’s online biding system.

Invitation for Bid for COURT REPORTER SERVICES

County of Orange IFB

County Executive Office - CPO - COURT REPORTER SERVICES, 017-2871102-JM

2.2 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this Invitation for Bid (IFB). County will provide all official communication concerning this IFB.

Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid. All questions regarding this IFB must be submitted via the County’s eProcurement Portal at: https://procurement.opengov.com/portal/ocgov.

2.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued, and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the

County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received by Friday August 19, 2025 @

2:00 PM PDT.

2.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

2.5 IMPORTANT DATES

These dates only apply to IFB # 017-2871102-JM

Last day to post questions: Tuesday August 19, 2025 @ 2:00 PM PDT

Bid Closes: Friday August 23, 2025 @ 2:00 PM PDT

2.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District Doug Chaffee, Vice Chairman, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 3. General Instructions

3.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions, and Scope of Work. The Model Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

3.2 RESPONSIVENESS

Responsive bids must include a completed Court Reporter Services Minimum Requirements form

(Attachment C) and required submittals/attachments provided in Section 7. Vendor Responses. Failure to submit will deem a bid invalid.

3.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids, and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the IFB deadline. If you encounter any problems with your registration, system, bid submission, or other system issues please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

3.4 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article O-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors will be required to submit a California 587 or 590

Form.

3.5 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

mailto:procurement-support@opengov.com

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

3.6 SUBSTITUTIONS

Bids offering equivalent items meeting the standards of quality specified in the solicitation may be considered, unless otherwise specified, providing the bid clearly describes the article offered and how it differs from the specified brand. Unless Bidder specifies otherwise, it is understood that the Bidder is offering the brand item as specified in the solicitation. If Bidder bids an “equal,” Bidder must state the brand name and must submit complete specifications and/or provide samples with the bid. Determination of equality shall be at the sole discretion of the County, and the County reserves the right to request a sample for determining equality with the specified brand. If it has been justified and accepted by the requesting agency/department and/or a County standards committee that only one brand can meet the County’s requirements, “no exceptions” shall be noted in the specifications.

3.7 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid. If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

3.8 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet.

Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

3.9 PROTESTS

In the event a Bidder believes that County’s solicitation is unfairly restrictive or ambiguous or contains conflicting provisions or the Bidder believes that any resulting Contract would be commercially impractical to perform, the Bidder must file a written protest with the County DPA at jeff.miller@ocgov.com.

A. Procedure All protests shall be typed under the protester’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

1. The name, address and telephone number of the protester.

2. The signature of the protester or the protester’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and

5. The form of relief requested.

B. Protest of Bid Specifications:

1. All protests related to bid specifications must be submitted to the County DPA no later than five (5) business days prior to the close of the bid. Protests received after the five (5) business day deadline will not be considered by the County.

2. In the event the protest of specifications is denied, and the protester wishes to continue in the solicitation process, they must still submit a bid prior to the close of the solicitation in accordance with the bid submittal procedures provided in the bid.

C. Protest of Award of Contract:

In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the County

DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

1. Protest Process

a. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the County DPA, the County Procurement Officer or the Procurement

Appeals Board renders a decision on the protest.

b. Upon receipt of a timely protest, the County DPA will within ten (10) business days of the receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

c. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

d. If the protester disagrees with the decision of the County DPA, the protestor may submit a written notice to the Office of the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

B. Appeal Process

A. If the protester wishes to appeal the decision of the County DPA, the protester must submit, within three (3) business days from receipt of the County DPA’s decision, a written appeal to:

Email: CPOAppeals@ocgov.com

Or

County of Orange/County Procurement Office

400 West Civic Center Drive, 5th Floor

Santa Ana, CA 92701

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the protest shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

3.10 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

Orange terms and conditions. In addition, County reserves the right to verify and validate any information prior to Contract Award and during the entire term of the Contract.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award (Attachment - D). If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

mailto:CPOAppeals@ocgov.com

3.11 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Waive, at its discretion, any irregularity or informality, which County deems correctable or otherwise not warranting rejection of the bid.

B. County reserves the right, at its sole discretion, to make multiple awards to Bidders for services requested in this solicitation.

C. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

D. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

E. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

F. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

3.12 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

3.13 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

3.14 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

3.15 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

3.16 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

3.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award of Human Services. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 4. Scope of Work

4.1 COURT REPORTER SERVICES, MATERIALS, & FEES

A. GENERAL INFORMATION:

Contractor(s) shall report and transcribe verbatim stenographic record of legal and administrative hearings or proceedings and prepare and certify transcripts in a format acceptable to the County.

Contractor shall be responsible for all labor, materials, equipment, incidentals and travel expenses necessary to provide certified court reporting and transcription services.

B. HOURS OF OPERATIONS

1. Contractor shall maintain a telephone answering system, which at a minimum, provides eight

(8) hour a day, five (5) day-week (Monday thru Friday) coverage between the hours of 8:00 am to 5:00 pm (PDT).

2. Contractor shall return calls or respond to emails within twenty-four (24) hours, by the end of one (1) business day, to County regarding requests for service.

C. CONFIDENTIALITY

1. Contractor and all its personnel performing under the terms of this Contract shall be bound to strict confidentiality pertaining to all transcripts and/or work. Any violation shall be subject to legal action and/or deemed breach of Contract and cause for termination.

2. Contractor shall be responsible to maintain strict confidentiality and if/when undefined, Contractor shall clarify procedures with County’s Project Manager.

3. When the presiding officer requires parts of a transcript to be “under seal,” a separate transcript volume shall be produced and delivered to the presiding officer in a sealed envelope. The entire transcript will be page-numbered consecutively, but the “under seal” pages are to be removed from the transcript and bound separately. Contractor shall use a separate USB, diskette or other recording medium for the “Confidential session” of any hearing.

D. CONTRACTOR REQUIREMENTS

1. Contractor shall possess and maintain all Federal, State and Local permits, licenses and approvals necessary to provide services required for Court Reporter Services. Any associated fees shall be the responsibility of the Contractor. Copies of each may be required at time of award.

2. Contractor must possess a valid California Driver’s License by date of appointment and/or need to have other means of transportation to travel from office to any other County location, during the Contract term.

3. Contractor shall have a minimum of three (3) years of business experience providing Court

Reporter Services and transcription services, including at least one (1) year experience in a court or arbitration environment. Contractor’s personnel assigned to the County Contract shall have at minimum, two (2) years of experience in both areas.

4. Contractor shall be responsible for all labor, materials, equipment, incidentals and travel expenses to provide certified court reporting and transcription services for several categories of legal hearings or proceedings to the County of Orange, on as-needed basis and in a timely manner.

5. Contractor must possess a current Certified Shorthand Reporter License (CSRL) in good standing with the Court Reporters Board of California for the entire Contract term. Copies of each may be requested by County at any time during the Contract term.

6. Contractor must have thorough knowledge of techniques and procedures of court reporting and use of related materials and equipment. Contractor shall own or have available their own

Stenographic Equipment and/or Computer Aided Transcription System (CATS).

7. Contractor must have expertise in specialized vocabulary used in legal proceedings and demonstrate familiarity with legal practices, courtroom procedures and protocol. Contractor shall have considerable knowledge of business English, punctuation, grammar and usage.

8. Contractor must have the ability to accurately report court proceedings, prepare printed transcripts, and meet deadlines that are required by the parties with the use of personal computer including word processing and other software.

9. Contractor must have the capability and adequate number of staff to cover, perform and complete the services under this Contract, to ensure there is coverage as multiple hearings may extend for several days.

10. Contractor must have the capability to provide a replacement within two hours of the scheduled hearing when personnel calls-out sick or is unable to perform services at the scheduled hearing time.

E. CONTRACTOR RESPONSIBILITIES:

1. Contractor shall report verbatim testimony and arbitration proceedings using stenographic equipment and/or Computer Aided Transcription (CAT); Contractor shall be responsible to ask for clarification of instructions, orders or take other actions to properly note the official record.

2. Contractor’s equipment shall provide for reduction of noise and enhanced clarify for accuracy in transcribing. All equipment cost and maintenance shall be the responsibility of Contractor.

3. Contractor shall read back all portions of official hearings when needed or as requested; and shall make corrections accordingly.

4. Contractor shall prepare transcripts and shall be make these available in hardcopy/printed format and other types of formats that maybe requested by County.

5. Contractor shall review and certify transcripts of arbitration proceedings.

6. Contractor shall meet all deadlines required by the Parties.

7. Contractor shall be responsible for the use personal computer including work processing and other software; all updates and maintenance of such shall be the responsibility of Contractor.

8. Contractor shall maintain a variety of electronic and paper files of the hearing, prepare daily transcripts as needed and provide transcripts of proceedings on request by Parties.

9. Contractor shall provide and ensure confidentiality of information and records.

10. Contractor shall adhere to established response time on service request, including standard completion time without additional fee and required arrival time on designated work location.

11. Contractor shall bill in 15-minute increments, after the last billable hour of service; billing shall be per 15-minute increments, rounding off to highest number.

F. CONTRACT SERVICES, SCHEDULES AND LOCATIONS

1. SERVICES:

a. Contractor shall provide services for arbitration hearings and administrative hearings throughout the year, as scheduled and at the request of County.

b. County shall not incur an appearance fee charge when a request for service is cancelled by the close of business (5:00 PM) the day prior to the scheduled proceeding.

c. County reserves the right to report to the Court Reporter’s Board of California, any Court

Reporter scheduled for work who fails to show up.

d. Contractor’s personnel shall use a recording device for backup on difficult assignments. The recording device must be approved and authorized by Parties prior to proceedings.

e. Contractor shall be available to extend services after 5:00 pm weekdays, with two (2) hours advance notice by the County’s Project Manager. For weekend work, the requesting Party shall provide notice to the Contractor by 5:00 pm the Friday before that weekend/holiday. For approved time after hours, weekends/holidays, Contractor shall be paid the applicable fees set forth in Attachment B.

2. SCHEDULES

a. Contractor shall be given three (3) calendar days’ advance notice, via email or telephone to schedule a proceeding or hearing. In the event the need for service cannot be determined within the three (3) day period, Contractor shall make every effort to supply personnel for services requested even on short notice.

b. Contractor shall be contacted via email or telephone from Human Resources Services and/or County Counsel when services are needed. County shall schedule and provide contact information for the scheduled proceedings.

3. LOCATIONS

a. Contractor personnel must arrive at the designated work location no later than 15 minutes prior to the job start time and remain until dismissed by the requesting Party. Contractor shall provide a business card, name of the Contractor they are representing, and the estimated number of pages transcribed that day.

b. County’s Primary Location: 400 W. Civic Center Dr., Santa Ana, 92701. County reserves the right to change and/or update any business address location to accommodate change by both Parties.

G. TRANSCRIPTS MINIMUM REQUIREMENTS

1. Contractor must prepare transcripts pursuant to Division 24 of Title 16 of the California Code

Regulations, and/or all other applicable Federal and State Laws/regulations, unless otherwise stated by the requesting Party.

This shall include, but not be limited to:

a. A minimum of 25 words per page.

b. Five (5) spaces indent, including Exhibit listings.

c. 1-1/2-inch margins (A minimum of 56-character spaces per line, time-stamping no fewer than 52).

d. Sentence case only, transcripts printed in all capitals are not accepted.

e. In the case of an arbitration hearings, exhibits shall be maintained by the County, but may also be released to the reporter for marking identification.

f. Must include a Title Page – Title Page shall contain the case, Union or Firm’s case number

(for arbitration proceeding or hearing), volume number, date, location of proceeding, CSR’s name and CSR’s number.

g. Must include an Appearance Page – Appearance Page shall list name of the Arbitrator, Administrative Law Judge or hearing panel members, name(s) or Party(ies) represented, name(s) and address(s) of representatives(s).

h. Must include a Witness Index – Witness index shall identify witness, type of examination

(i.e. direct, cross, redirect, re-cross or rebuttal), and page number at which each witness testifies; or identify speakers and page number at which each speaker testifies.

i. Must include an Exhibit Index – Exhibit Index shall identify documents with enumeration and descriptions, state which page in the transcript they were introduced and which page they were admitted.

j. Must include the Time – the beginning time or proceeding shall be noted at the top of the first page of text and concluding time shall be noted on the last page after the last line of text.

2. Contractor shall spell check and edit transcriptions for final review to eliminate critical errors that impact the credibility of the transcript to ensure examinations, witness and exhibit entries are thorough and accurate.

3. In the event critical errors are not discovered until after the distribution to the Parties, Contractor shall send a letter of correction to all Parties concerned, within three (3) business days of receipt of notification. Contractor shall be responsible for all cost associated with errors. Critical errors shall be defined as follows:

a. Incorrect witness exams or exhibits entries.

b. Incorrect text (including typographical errors).

c. Missing text.

d. Incorrect use of words, names or titles; or,

e. Incorrect page numbering, witness/exhibits indexes, etc. that impact the accuracy and credibility of the transcript.

4. Contractor shall be responsible for providing replacement copies of transcript copies due to errors made by Contractor’s personnel. Replacement copies shall be at no cost to County.

5. Contractor shall provide an electronic copy of transcript (if requested) and three (3) hard copies of transcripts and shipping charges, inclusive in the fixed fee price on Attachment B-

Compensation and Pricing. Transcripts must be received within then (10) business days from hearing, excluding weekend and holidays. On occasion, the opposing Party may request a copy at their own expense.

6. Contractor may provide additional transcripts at the fixed rate price listed in Attachment B-

Compensation and Pricing. Contractor must receive prior written approval for additional transcript copies from authorized County Personnel. Opposing Party may request a copy at their own expense

7. Contractor shall provide all transcripts under the standard format used by the Court Reporters;

any changes are subject to County approval.

A. MAINTENANCE OF RECORDS

1. Contractor shall maintain the security of all shorthand notes, records, tapes, transcripts and correspondence during the term of the Contract.

2. Contractor shall keep all records under keyed and in a secure file cabinet/container and only

Contractor’s personnel shall have access to these records.

3. Contractor shall retain all records, regardless of medium (paper, electronic, tape, disk, and/or any other format) for a minimum of seven (7) years after the proceedings. Storage of said records must be maintained in an environment that protects them from deterioration and fire.

4. When storing anything “under seal”, Contractor shall keep the transcript, and corresponding shorthand notes, records, tapes, disks, etc., in sealed envelopes in its secured areas, not subject to view by any unauthorized person. Electronic records shall be appropriately secured from any unauthorized viewing.

5. Contractor shall provide copies of transcripts, upon request during the seven (7) year period of record retention, regardless whether the recording CSR is available, at the cost of the requesting

Party. An order for a copy of a transcript can be placed via phone, electronic mail, fax or U.S.

Mail by an authorized County Personnel.

B. SECURITY REQUIREMENTS

County operates several secured facilities: most notable are Probation, Sheriff and Airport operated sites. Contractors and their employees who perform services in these facilities will be required to strict operation policies and may be required to pass a background check prior to their employment due to security requirements for certain facilities covered under this Contract. During performance of the work, especially at detention facilities, workers shall closely monitor all tools, equipment and other materials at all times. Workers shall have no contact verbal or physical, with any inmate of these facilities. These policies have been designed with the primary purpose of ensuring a safe and secure environment for all involved.

1. Contractor will provide a list of all personnel/employees who will be directly performing tasks associated with the Contract. Contractor’s personnel/employees providing service in a secured detention facility, a Probation facility or a Sheriff’s facility will be expected to pass two (2) separate background checks performed by the Orange County Sheriff’s

Department and the Orange County Probation Department. No changes shall be authorized to the approved list without a request in writing submitted by the Contractor and approved by the County Site Coordinator. At no time will unauthorized Contractor employees perform any task associated with this Contract. If this occurs, the Contractor will be notified that they have not complied with the terms of this Contract and are subject to

Contract termination. The list of all Personnel/Employees working on County projects shall be submitted prior to award of this Contract.

2. Contractor shall prepare and submit a Security Clearance form to the County Site

Coordinator for all persons who will be working on or who will need access to secured facilities.

3. Security Clearance forms shall be submitted at least five (5) working days prior to the start of work or prior to the use of any person subsequent to the start of work.

4. Said Security Clearance forms shall be thoroughly and accurately complete. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance.

5. No person shall be employed on this work who has not received prior clearance from the

Probation Department, Sheriff’s Department or John Wayne Airport.

6. County, John Wayne Airport, the Probation Department and the Sheriff’s Department are not under any obligation to give a reason clearance is denied.

7. Contractor shall be responsible to sign in with the County Site Coordinator or designee, as required. Upon arrival at any secure facility (e.g., JWA, Probation) the Contractor shall report to the Central Control Center (Control). Contractor personnel shall have no contact, either verbal or physical, with internees in secured detention facilities.

Specifically:

A. Do not give names or addresses to internees.

B. Do not receive any names or addresses from internees.

C. Do not disclose the identity of any internee to anyone outside the facility.

D. Do not give any materials to internees.

E. Do not receive any materials from internees (including materials to be passed to another individual or internee).

*Failure to comply with these requirements is a criminal act and can result in prosecution.

1. Any Contractor personnel/employee(s) engaged in the performance of work under this

Contract shall be expected to pass the screening requirements and abide by all of the security requirements set forth by the Federal Aviation Administration (FAA) and the

County of Orange.

“The Federal Aviation Administration (FAA) approved security program for John Wayne

Airport requires that each person issued a John Wayne Airport security badge is made aware of his/her responsibilities regarding the privilege of access to restricted areas of the airport”.

All persons within the restricted air operation areas of the airport are required to display, on their person, a John Wayne Airport security badge, unless they are specifically exempted for reasons or they are under escort by a properly badge individual. Each airport employee or airport tenant employee who has been issued a John Wayne Airport security badge is responsible for challenging any individual who is not properly displaying an airport issued or approved and valid identification badge. Any person who is not properly displaying or who cannot produce a valid John Wayne Airport security badge must immediately be referred to the Sheriff’s Department Airport Detail Office for proper handling.

John Wayne Airport security badge is the property of the County of Orange and must be returned upon termination of employment at John Wayne Airport. The loss of a badge shall be reported within twenty-four (24) hours to the Sheriff’s Department Airport Dispatch

Center (949) 252-5000. A report shall be made before a replacement badge will be issued.

2. All vehicles parked on-site shall be locked and thoroughly secured at all times.

3. All equipment and materials shall remain in Contractor possession at all times and shall never be left unattended. All lost or misplaced equipment or materials shall be reported immediately to the (a) security staff or Control in secured detention facilities or (b) the escort or Control in Sheriff’s facilities.

4. Personnel shall not smoke or use profanity or other inappropriate language while on-site.

5. Personnel shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession.

6. Personnel shall plan their activities to minimize the number of times they must enter and exit a facility, i.e., transport all equipment and materials needed for the day at the start of work and restrict all breaks to the absolute minimum.

7. Contractor employee(s) shall be well-disposed to the public and County staff utilizing the facilities but shall be responsive only to the requests of the County Site Coordinator unless otherwise directed and shall direct all inquiries or requests to the County Site Coordinator.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. has:

a. a business address located in the County of Orange that is not a post office box, or

b. a valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and, C. Above requirements must be valid at the time of bid/proposal submittal.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. maintains their principal center of operations (i.e. headquarters) within Orange County.

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Pricing

COURT REPORTER SERVICES (TWO HOUR MINIMUM) YEARS 1 - 3

Line Item Description Quantity Unit of

Measure Unit Cost Total

01 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

1 Hour

02 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

15 Minutes

03 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

1 Hour

04 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

15 Minutes

TOTAL

COURT REPORTER SERVICES (TWO HOUR MINIMUM) YEAR 4

Line Item Description Quantity Unit of

Measure Unit Cost Total

05 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

1 Hour

06 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

15 Minutes

07 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

1 Hour

08 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

COURT REPORTER SERVICES (TWO HOUR MINIMUM) YEAR 5

Line Item Description Quantity Unit of

Measure Unit Cost Total

09 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

1 Hour

10 Court Reporter Services: Monday -

Friday, 8:00AM - 5:00PM. (15-minute increments apply after the last full billable hour).

15 Minutes

11 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

1 Hour

Line Item Description Quantity Unit of

Measure Unit Cost Total

12 Court Reporter Services: After

Hours/Holidays & Weekends. (15-minute increments apply after the last full billable hour).

MATERIALS AND OTHER ADDITIONAL FEES YEARS 1 - 3

Measure Unit Cost Total

13 Additional Transcript’s Copy – with

Exhibits/Shipping/Reporter’s

Certificate

1 Each

14 Deposition - Rough Transcript 1 Page

15 Hearing and Arbitration Services –

Rough Draft 1 Page

16 Sealed Envelope - For Transcripts

“under Seal” Request 1 Envelope

17 Next Business Day Delivery 1 Each

18 3 Business Day Delivery 1 Each

19 5 Business Day Delivery 1 Each

MATERIALS AND OTHER ADDITIONAL FEES YEAR 4

Measure Unit Cost Total

13 Additional Transcript’s Copy – with

Exhibits/Shipping/Reporter’s

Certificate

1 Each

14 Deposition - Rough Transcript 1 Page

Line Item Description Quantity Unit of

Measure Unit Cost Total

15 Hearing and Arbitration Services –

Rough Draft 1 Page

16 Sealed Envelope - For Transcripts

“under Seal” Request 1 Envelope

17 Next Business Day Delivery 1 Each

18 3 Business Day Delivery 1 Each

MATERIALS AND OTHER ADDITIONAL FEES YEAR 5

Measure Unit Cost Total

13 Additional Transcript’s Copy – with

Exhibits/Shipping/Reporter’s

Certificate

1 Each

14 Deposition - Rough Transcript 1 Page

15 Hearing and Arbitration Services –

Rough Draft 1 Page

16 Sealed Envelope - For Transcripts

“under Seal” Request 1 Envelope

17 Next Business Day Delivery 1 Each

18 3 Business Day Delivery 1 Each

SECTION 7. Vendor Responses

7.1 BID VALIDITY: *

Bids will be valid for a period of 365 days after the solicitation closing date.

☐ Please confirm

*Response required

7.2 NAME OF BIDDER*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

7.3 CONTRACTOR INFORMATION

7.3.1 Company Legal Name*

*Response required

7.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

7.3.3 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

7.3.4 Firms Court Reporters Board of California Information*

Name:

License Type:

License Status:

Issuance Date:

Expiration Date:

License Number:

*Response required

7.4 COMPANY PROFILE & REFERENCES

7.4.1 Length of Time Firm Has Been In Business*

Please clearly state, in months and years, how long your firm has been in business.

*Response required

7.4.2 Local Business Address(es)*

Please provide the local business address for the company named above. If there are multiple local addresses then please provide all.

• Full address:

• Telephone Number:

• E-mail Address:

*Response required

7.4.3 Length of Time At Current Location*

Please clearly state, in months and years, how long your firm has been in business at its current location.

*Response required

7.4.4 Regular Business Hours*

*Response required

7.4.5 Regular Holidays and Hours When Business Is Closed*

*Response required

7.4.6 Federal Taxpayer ID Number*

*Response required

7.4.7 DUNS Number*

Please provide your D-U-N-S Number

*Response required

7.4.8 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

7.4.9 Are you registered, active, and in good standing with the California Secretary of

State?*

☐ Yes

☐ No

*Response required

7.4.10 Corporation?*

Is your firm incorporated?

☐ Yes https://sam.gov/entity-registration

☐ No

*Response required

When equals "Yes"

7.4.11 State of Incorporation?*

You have indicated that your firm is incorporated. Please provide the name of the State of

Incorporation.

*Response required

When equals "Yes"

7.4.12 Contract Signature Authority - Executive Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Executive Signer Authority comes from the President, Vice-President, or

Chairperson of the Board.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "Yes"

7.4.13 Contract Signature Authority - Financial Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Financial Signer Authority comes from the Secretary, Assistant

Secretary, Chief Financial Officer, or Treasurer.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "No"

7.4.14 Contract Signature Authority*

If not incorporated, please provide the name, contact number, and email of the person who has the binding and signature authority of this contract.

• Contact Full Name:

•…