Stenographic Services for the Zoning Board of Appeals - Calendar Year 2027

The Town of Oyster Bay, Department of Planning and Development, is seeking proposals from qualified professional firms to provide Stenographic Services for the Zoning Board of Appeals for the calendar year 2027. The selected firm will be required to attend approximately 25 Zoning Board of Appeals meetings per year, provide verbatim transcripts upon request, and supply stenographic services through the completion of the meeting, including executive sessions. Here are the key points from the Request for Proposal (RFP) document: **Proposal Requirements:** * Four hard copies of the proposal must be delivered or mailed to the Town of Oyster Bay by September 4, 2026, at 3:00 PM. * The proposal should be organized into six sections with tab dividers between sections. * The proposal should include all the information indicated in the RFP, including introductory statement, qualifications and appropriateness of proposed staff, experience, methodology, and costs. **Scope of Services:** * The selected firm will be required to attend approximately 25 Zoning Board of Appeals meetings per year, which convene on Thursday nights at 7:00 PM. * The firm will be required to provide verbatim transcripts upon request and supply stenographic services through the completion of the meeting, including executive sessions. **Evaluation Criteria:** * The Town will evaluate proposals based on the firm's experience and knowledge in assignments of similar size, scope, and complexity. * Other evaluation criteria include special legal and technical knowledge and expertise, special equipment and facilities, size and staffing of the firm, past performance, and time constraints and deliverability of service. **Contract Term:** * The contract term will be for one year from the date of the fully executed contract, with two mutually agreeable extensions, each extension being one year in length. **Payment and Insurance:** * Payments to the successful proposer will be made in accordance with the terms of the agreement. * The successful proposer will be required to furnish insurance certificates of adequate limits to protect the Town, its agents, and employees from any litigation involving Worker's Compensation, Public Liability, and Property Damage. **Termination:** * Either party may terminate the contract for any reason with 30 days' written notice without incurring a termination fee. * The Town may also terminate the contract immediately if the proposer is not adequately complying with the specifications or is delaying the performance and completion of the work.