TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 5, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
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Issue purchase order and enter into an agreement for Contract 23-RFP-03, Court Reporting Services for a Three-year period with Veritext, LLC in an amount not to exceed $333,000.00, Accounts 101-25000-612250, 101-30000-612250, 101-40000-612250, and 501-50000-612250, Requisition 1598944, 1599066, 1598945 and 1595419 (As Revised)
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Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Veritext, LLC, to engage licensed certified shorthand reporters to provide court reporting services for a three-year period with the option to renew this agreement for each of the two subsequent years at the request of the Finance Department. The estimated contract completion date is December 31, 2026.
Veritext LLC, will provide the District with court reporting services for the various departments including Engineering, Finance, Law, and Human Resources. The court reporting services are required to record and provide verbatim transcripts of the regular, special, and other public meetings of the Board of Commissioners, depositions, court trials and motions, arbitrations, ordinance enforcement hearings and technical pre-bid conferences as well as Watershed Planning Council meetings.
On June 14, 2023, Contract 23-RFP-03, Court Reporting Services was advertised. Twenty firms were notified and eight firms requested proposal documents. On July 14, 2023, the District received one responsive proposal from Veritext, LLC.
An evaluation committee consisting of staff from Finance, Law and Procurement and Materials Management departments evaluated the proposal for the technical sufficiency based on the evaluation criteria detailed in the Request for Proposal. The interview was waived since the sole proposer is the District’s current vendor and the best and final offer was requested and received.
Based on the evaluation of the proposal and the pricing provided in the best and final offer, Veritext, LLC was selected to provide court reporting services. Veritext, LLC has the professional qualifications, experience of court reporting staff and advanced technological solutions.
The Diversity Section has reviewed the proposal and has concluded that Affirmative Action goals are not recommended because contract goals are established based upon the availability of at least three (3) MBEs and three (3) WBEs registered on the District's Vendor List to perform the anticipated scope of work. Moreover, a review of the MBE/WBE vendors in SAP for court reporting services yielded one (1) WBE vendor. Therefore, the Appendix A and Appendix V are not included.
Inasmuch as the firm of Veritext, LLC possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $333,000.00.
The estimated expenditure for 2024 through 2026 is $111,000,00 annually. Funds for the 2024, 2025, and 2026 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Jacqueline Torres, Clerk/Director of Finance, JT:kj
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 5, 2023
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