Q and A~6.docx

1. Whether companies from Outside USA can apply for this? (like,from India or Canada) Answer: No.

2. Whether we need to come over there for meetings?

Answer: Yes.

3. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) Answer: No.

4. Can we submit the proposals via email?

Answer: Yes, Email Bid Response Form to max.feldpausch@dot.state.ma.us.

5. Section 1.5 Eligible Entities. Since this will be cooperative purchasing agreement between many agencies throughout Massachusetts, will there be a need for pricing on other types of services provided by our stenographers, i.e. depositions, arbitrations, hearings, etc. in addition to the public hearings? If so, will a full rate sheet need to be provided with our proposal to reflect the pricing for those services which are typically lower in cost than public hearings due the nature of the work?

Answer: No. Submit rates on bid response form as requested.

6. Section 3.1 Scope of Services. After reviewing the pricing sheet included on the bid response form, costs for other billable items such as shipping, exhibits, condensed transcripts, copy of transcript, etc. are not included. Please advise if an additional rate sheet is acceptable to submit in the proposal.

Answer: Only submit rates requested in Bid Response Form.

7. Section 3.7 Subcontracting. The statement indicated that subcontracting is not allowed on this contract. The majority of court reporters are independent contractors and work for several agencies at a time. Is the use of independent contractors such as Court Reporters acceptable under this contract?

Answer: Subcontracting is allowed. See Amended RFR, Section 3.7.

8. Section 8.2 Bid Response Form. Under item 1.1 Designated Contract Manager, the verbage ‘Can you provide transcription services for up to three public hearing per night located anywhere within the Commonwealth?:’, are the terms transcription services and stenography services being used interchangeably?

Answer: Yes

9. Do we need a SDO? Or do we just fill in the SDP and no other attachments are required? Please elaborate on what is needed for the SDP in full detail Answer: Upon award, yes. Verify SDP Percentage Committed in Bid Response for Life of Contract on page 9 of Bid Response Form.

10. What does “professional liability” mean? Is a Certificate of Liability Insurance sufficient for this bid?

Answer: Yes.

11. Regarding resumes, many of our reporters do not have resumes as it is not commonplace in our industry to have one. More emphasis in our industry is based on certifications such as Certified Reporter, Registered Professional Reporter, Certified Realtime Reporter, Merit Reporter. These are the designations in our industry that carry weight. Is there a way to modify the resume request?

Answer: No, submit to the best of your ability.

12. Can you tell us how each category of the bid is weighted?

Answer: See section 6 of RFR.

13. Can you specify how we might fill this out being court reporters?

Answer: Read RFR and submit Bid Response Form.

14. It says “Email Bid Response Form and Bid Spreadsheet” – I am not sure where the spreadsheet it.

Answer: See section 9 of Amended RFR. Email Bid Response Form to max.feldpausch@dot.state.ma.us

15. Do we just really email you directly with all these files attached? RFR checklist, Pages 2-4, Resumes, Cert of Insurance, references, PPD, SDP (please clarify which form exactly this is – is it just SDP Plan Form #1 and No. 2 is NOT needed) and EPP.

Answer: Yes, Expand boxes for answer length as necessary and verify that all information is submitted in the order that it was asked. All information should be submitted as one scanned PDF document. Only SDP Form #1 is needed to submit a bid.

16. Are electronic court reporters (e-reporters) permitted to bid? E-reporters record proceedings using digital audio equipment so that the audio can be later transcribed.

Answer: Reporters are required to be present at the hearings.

17. Are the minutes of the proceedings (Section 3.1 of the RFR) different than any transcript produced from the proceedings? If so, what would that entail?

Answer: See section 3.1 of RFR.

18. For any previous contracts such as this, could you describe the previous hearing/meeting locations?

Answer: You must be prepared to attend in any of the 351 Cities and Towns of the Commonwealth. Larger Cities typically have more hearings.

19. For any previous contracts, could you describe the average number of hearings/meetings per year?

Answer: There are 10 to 15 meetings per month. Most of the meetings are at night, but can also include same day meetings.

20. For any previous contracts, could you describe the average length of the various hearings/meetings?

Answer: 10 to 50 people attend typically and they typically run one-half to two hours long.

21. Could you describe the various proceeding types (Section 3.1 of the RFR – e.g. public hearings, information meetings, outdoor advertising hearings, designer proposal meetings, etc.)? Such as what will be the average set up of each type of proceeding, what is the general progression of each proceeding, and what is the average attendance for each type of proceeding?

Answer: please see answer to question 20.

22. Is there a minimum number of transcribers that need to be included in Section 1.4 of the bid response?

Answer: You need enough staff to cover the number of hearings per month, please see the response to question 18 and 19.