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~;,Yo, City Council Report
Santa Monica
City Council Meeting: January , 2010
Agenda Item: I -
To: Mayor and City Council
From: Marsha Jones Moutrie, City Attorney
Subject: Purchase Order for Court Reporting, Transcription, Deposition and
Videoconferencing Services.
Recommended Action
Staff recommends that the City Council award a Purchase Order to Atkinson-Baker, Inc.
to provide court reporting, transcription, deposition and videoconferencing in an
estimated amount of $30,000 for the remainder of fiscal year 2009-2010 and an
estimated amount of $60,000 per year for four consecutive fiscal years thereafter.
Executive Summary
Award of a purchase order to Atkinson-Baker, Inc. to provide court reporting,
transcription, deposition and videoconferencing at specified unit prices through June 30,
2010 with four additional one year renewal options. The estimated expenditure for the
balance of this fiscal year is $30,000. The total estimated expenditure for the five year
term is $270,000.
Discussion
The City Attorney's Office uses a local court reporting and transcription service to
provide court reporting and deposition services, transcripts of depositions,
videoconferencing and litigation support. Services would be requested, as needed, by
the City Attorney's Office. The need for services may fluctuate from time to time
depending upon the demands of the City Attorney's Office case-load.
Vendor Selection
In July 2009 the City Attorney's Office posted Request for Proposal (RFP) forms on
Planet Bid in accordance with City Purchasing guidelines, the City Charter and
Municipal Code Provisions. The RFP process yielded five bids, all of which were
reviewed by a committee and evaluated based on ability to meet specifications,
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competitive pricing and completeness of bid responses. The committee unanimously
recommended Atkinson-Baker, Inc. as the best bidder. This recommendation is based
upon lowest competitive pricing, a client reference list which includes five public entities
and the City Attorney's Office past experience with Atkinson-Baker's work product.
Financial Impacts & Budget Actions
The total expenditure for the Purchase Order with Atkinson-Baker, Inc. is in an
estimated amount of $30,000 for the remainder of fiscal year 2009-2010 and are
available in the following account numbers: 56232.522090 ($18,000), 57233.522090
($9,000) and 58234.522090 ($3,000), and an estimated amount of $60,000 per year for
four consecutive fiscal years thereafter. Should the City exercise its renewal options for
the five year term, the total estimated expenditure will be $270,000. Budget authority
for subsequent years will be requested in each annual budget cycle for Council
approval.
Prepared by: Marsha Jones Moutrie, City Attorney
Approved:
Forwarded to Council:
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City
~rhont Ewell
Manager
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