RFP-EOA08-12-0087 Q A 2.pdf

Questions & Answers Re: RFP-EOA08-12-0087 #0002

RFP Description: Grand Jury and Deposition Court Reporting Services for USAO in District of Arizona (Phoenix) RFP Issue Date: 03/27/2012 RFP Close Date: 04/10/2012

1. Can you provide the name of the current agency that holds this contract, and what year they are performing of their contract plus options? (i.e., the current RFP shows 1 "base year" with options for years 1 through 4. I'm trying to find out: did the EOUSA exercise all or part of the 4 option years after the base year for the current contractor)?

Freestate Court Reporting, Inc.

Period of Performance: 7/1/07-6/30/08, with 4 one-year options

2. If the current contract holder is not currently performing in option year 4, can you provide the reason that the USAO has opened this contract up for bid at this time, as opposed to continuing your option with the current contract holder (i.e., are you looking for a lower rate, were you unhappy with their performance, did the current contract holder ask to be released?, etc.)?

The above-referenced awardee is currently performing; the contract expires on 6/30/12.

3. I understand that the historic average number of deposition per year has been 30. Can you give either exact figures or an estimate of how many pages each deposition was - and/or the length of time each deposition generally lasts - whichever is easier for you to ascertain? (For example, it may be 30 depositions with each one lasting one hour, or 30 depositions with each one lasting 7 hours. These would be quite different scenarios.).

The average deposition is 2-4 hours.

4. Further to question 3 above, can you advise how many of each of these depositions were ordered “regular,” how many were ordered “Intermediate,” how many were ordered “Daily,” and how many were ordered “Special” delivery?

Most depositions are ordered regular delivery.

5. Can you advise how many pages of “additional Transcript Copies” were ordered, for both Grand Jury proceedings and depositions?

Most orders are for one original and no additional copies are ordered.

6. Can you advise how many depositions were held that a transcript was not requested to be transcribed for same?

Transcripts are ordered for most depositions.

7. Can you advise how many depositions were also ordered videotaped?

Most depositions are NOT videotaped.

8. Further to question 7 above, on page 16 of the SOW it discusses that videotaping may be ordered, but there is no space on the chart for rates to include rates for videotaping. Will these services be ordered off of the contract, or will the rate chart be modified to include rates for videotaping?

The CLIN list will be amended to include Viodeotapes.

9. Further to question 5 above - The RFP states under “Additional Copies of Transcripts” for depositions: “Even though the Government has the right to copy and distribute transcripts acquired under this contract …” Does this mean that the Government is allowed to photocopy deposition transcripts and provide them to counsel for the adversary, or are they referring to copying and distribution within the EOUSA for in-house use only?

Photocopying and distribution is typically limited to government agencies and not adversarial counsel.

10. Regarding delivery of deposition transcripts, the RFP states: "Deposition transcripts shall be delivered as instructed by the individual AUSA." Does this mean that the AUSA will decide if a particular transcript should be sent either by messenger or via FedEx or other means? If so, can you advise if, historically, the AUSA's have requested that deposition transcripts be delivered by regular mail (USPS) or express mail through the USPS?

Delivered as instructed means to the address and by the date requested by the AUSA.

11. It specifically states that “multiple awards may result from this solicitation” – do you have an idea of how many awards may be made – is there a minimum or maximum amount of awards that will be made?

No

12. If multiple awards are made, how will selection of the contractors for each assignment be made? Will each orderor have the freedom to select any of the contractors or will there be a “round robin” ordering system whereby each contractor will receive an equal number of assignments as their turn comes up?

We cannot predict/determine this at this time.

13. For depositions it appears that only an original transcript will be ordered as part of the “regular” order (albeit “additional transcript copies” can be added to that order). However, item 5 on page 13 refers to “key word indexing” but there is no place on the rate chart to include rates for the key word index. Does this mean that each original transcript should also include a key word index, and that rate should be factored into the cost of the original transcript, or will the rate chart be modified to include a space to put rates for key word index?

Key Word Indexing is CLIN #0005 for Grand Jury Transcripts, and CLIN #0015 for Deposition Transcripts.

14. On page 17 of the SOW it discusses the requirements for Reduced page transcripts (condensed transcripts), but there is no space on the chart for rates to include rates for this item.

Will these services be ordered off of the contract, or will the rate chart be modified to include rates for condensed transcripts?

The CLIN list will be amended to include Condensed Transcripts.

15. On the bottom of page 17 the SOW states “Exhibits shall not be copied into the record nor shall photo static copies of exhibits for inclusion in the record be made by the reporter unless the presiding official so directs. Should the presiding official so direct, there is no space on the chart for rates to include rates for exhibit photocopying. Will these services be ordered off of the contract, or will the rate chart be modified to include rates for exhibit copying?

The CLIN list will be amended to include Exhibit Copies.

16. The SOW states on page 24; “Payment for actual work and services rendered under this contract will be made on a monthly basis.” Does this mean there will be one payment date per month, that all invoices will be paid on, no matter what date they were submitted that month, or will each individual invoice be paid within 30 days?

Payment will be made 30 days after receipt of a proper invoice.

17. Will electronic invoices be accepted under this contract?

Invoices can be emailed to a designated email address to be provided at contract award.

18. Attachment J.2 (Sample Court Reporting Ordering Form) has a notation that says “Special Packaging or Shipping Requirements, (if any)” – can you give an example of some of the special packaging or shipping requirements that have been asked for under this contract?

Grand Jury transcripts must be packaged as follows:

Grand jury material shall be enclosed in opaque inner and outer covers. The inner cover shall be a sealed wrapper or envelope which contains the address of the sender and the addressees authorized access to the grand jury material. The inner cover shall be conspicuously marked "Grand Jury Information: To Be Opened By Addressee Only." The outer cover shall be sealed, addressed, return addressed and bear no indication the envelope contains grand jury material.

When the size, weight or nature of the grand jury material precludes the use of envelopes or standard packaging, the material used for packaging or covering shall be of sufficient strength and durability to protect the information from unauthorized disclosure or accidental exposure.

Grand jury material may be transmitted through reliable mail and courier services. Couriers and other personnel employed in these services shall be unaware of the contents of the material transmitted due to the wrapping procedures implemented.