RFQ FDAB Court Reporter Services_Final_.pdf

Oregon Department Of Education Procurement Services 255 Capitol St NE Salem, OR 97310

REQUEST FOR QUOTATION

*** THIS IS NOT AN ORDER ***

Single Point of Contact: Michelle Choate, michelle.choate@ode.oregon.gov

RETURN the completed Price Sheet form: by 2:00pm PST on May 3, 2024, via Oregon Buys Open Market Bid S-58100-00009537

DESCRIPTION: Oregon Department of Education (Agency) is seeking contractor(s) to provide court reporter services and transcripts of the Fair Dismissal Appeals Board (FDAB) hearings. The FDAB hears an average of 3 appeals a year.

• FDAB consists of 24 members appointed by the Governor of Oregon. The board is charged with hearing appeals from teachers or administrators who have been recommended for dismissal by their respective Oregon school districts. Panels of three FDAB members hear and consider appeals from these teachers or administrators. Hearings are primarily conducted in-person at either a school district, education service district, or a specified location that is within the boundary of the school district but can be held virtually as needed.

• Final orders issued by FDAB are appealable to the Oregon Court of Appeals. Hearings are held in a location near the school district involved.

• ORS 342.905(2)(c) provides the Agency, at the Agency’s expense, shall provide to the panel, appropriate professional and other special assistance reasonably required to conduct a hearing.

• Service delivery area: Statewide or specific region of the state.

The Agency anticipates the award of multiple contracts from this Request for Quotes to support statewide coverage. The term of the contract is 5 years with Initial contract term expected through May 30, 2029.

The Agency will select a Contractor from the pool based on Contractor availability, geographic proximity, rotation, or as determined by Agency.

PROJECT DESCRIPTION: Contractor shall provide court reporting services for the FDAB hearings. For each hearing date, Contractor must:

1. Make a verbatim written record and retain notes and other records of each hearing in proper reproducible form for a minimum period of three (3) years;

2. Upon receipt of written request for transcript, prepare and deliver to FDAB, electronically, within 20 calendar days, one original (single-sided) copy of the transcript record of the hearing. If the Dismissal Case is appealed to the court, Agency will reach out and make a separate order for the transcripts in hard copy.

3. Ensure transcripts released for the Court of Appeals are prepared in accordance with all administrative rules of the Oregon Court of Appeals relating to transcript format.

4. If hearing is conducted online, Contractor will set up a Zoom conference call or other similar communications platform for each hearing and send/share the link for the call with the FDAB panel and legal team for all requested dates;

mailto:michelle.choate@ode.oregon.gov

5. Hearings begin at 9:00 AM PDT or PST and usually last from 8 to 9 hours each day scheduled.

6. Be available from 8:30am-5:00pm on the specific dates requested by the Agency.

MINIMUM REQUIREMENTS FOR OFFERER(S): Offeror must have:

1. State of Oregon Judicial Department Certified Shorthand Reporters (CSR) certification. While it is a voluntary program, the CRS is mandatory for court reporting in Oregon courts and only Oregon CSRs are able to administer oaths over the phone or via Zoom or other online communication platform.

NOTE: Further information on Oregon CSR program, including the full policy, application for certification, and continuing education requirements are found here:

https://www.courts.oregon.gov/programs/csr/Pages/default.aspx

OR

2. Completion and certification under the following examinations: NCRA (https://www.ncra.org/certification/test-center); or NVRA (https://nvra.org/page/TestingCertification) which are recognized by Oregon as meeting or exceeding the minimum businesses are encouraged to submit proposals for this contracting opportunity.

Business Registry

If selected for award, Offeror shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Offeror shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon.

See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site: http://www.filinginoregon.com/index.htm.

Price Sheet: Offeror must provide fixed pricing for the following activities. Contracts executed under this RFQ will allow that every cost, expense, charge, fee is a fixed amount and may be subject to increases in accordance with the Consumer Price Index (CPI) increase on July 1 each year, starting July 1, 2025.

Agency will be given the right to Contractor’s Work Product and will be allowed to make as many copies as needed.

https://www.courts.oregon.gov/programs/csr/Pages/default.aspx https://www.ncra.org/certification/test-center https://nvra.org/page/TestingCertification http://www.filinginoregon.com/index.htm

Returnable Price Sheet

DESCRIPTION RATES

(This is a maximum rate and may be subject to negotiation.)

Travel-local (If separate from Hourly Rate)

1. Court Reporter Appearance: $_______ per hour;

________ hour minimum.

All mileage, lodging, and meals will be reimbursed at General Service Administration rate for the local area.

2. Transcript Original/ Condensed/ Word Index

$ ______ per page

3. Transcript Copy/ Condensed/ Word Index

$ ______ per page

4. Electronic Transcription: $ ______ per transcript

5. Shipping: $ ______ per transcript

6. Service Delivery Area: ☐ Remote - Virtual ☐ Statewide ☐ Portland Metro ☐ Willamette Valley ☐ Northern Coast ☐ Southern Coast

☐ Northeast Oregon ☐ Southern Oregon ☐ Southeast Oregon ☐ Central Oregon

Vendor Name: Phone:

Address:

City, State, Zip:

Federal ID No:_____________________ Certification Number: __________________________

Authorized Representative (Printed)

Authorized Representative (Signature)