Court Reporting and Transcription Services

The vendor is required to provide for certified court reporting and transcription services for the country.
- Include for services:
• The reporters shall take such dictation, minutes, testimony, etc. as required.
• All personnel shall be physically able to do their assigned work.
• All personnel must observe all regulations in effect.
• While on county property, contractor’s employees shall not represent themselves as employees of the county.
• The contractor shall have the necessary hardware, software and computer support to provide services specified.
• The same court reporter shall be assigned to each hearing day involving the same case or docket number. if there has to be a change in reporter, the county must be notified in advance.
• All instruction by the presiding officer to the reporter with respect to the reporter’s conduct and participation in proceedings shall be followed without discussion.
• Except where it is inconsistent with general or specific instructions issued by the authorized user, every word spoken during a proceeding, session or meeting shall be transcribed by the reporter, unless designated specifically as “off the record” by the presiding officer.
• When given specific permission by the presiding officer, certain “off the record” statements may be recorded.
• Instructions from anyone other than the presiding officer, concerning what shall or shall not be included in the record, shall be ignored.
• The contractor shall furnish transcripts proofread with all words correctly spelled, properly hyphenated and properly punctuated.
• Any corrections to spelling, hyphenation or punctuation requested by the presiding officer shall be made without additional cost.
• All original notes or other records taken in connection with any proceeding shall be held in security for a period as designated by the using agency, or, in the case if criminal or civil litigation until such matter is finally resolved.
• Proceedings are to be steno graphically recorded and transcribed, and backup electronic verbal recordings equipment shall be operating at all times while proceedings are being reported, unless prohibited by the presiding officer or deemed unnecessary by the presiding officer.
• The contractor and authorized user will discuss prior to assignment.
• Stenographic recording shall be mechanical or electronic keyboard-operated typing devices and shall meet the requirements of the state administrative procedure act.
• Reporters shall be at the scheduled proceeding, session, or meeting a minimum of twenty (20) minutes prior to scheduled start time.
• The contractor understands that the county cannot predict the precise length of any hearing/ session and that the contractor is responsible for assuring that court reporters are available to take and complete all scheduled hearings.
• At the opening of each proceeding and as directed by the hearing officer, the contractor shall record and insert, in the location as directed by the authorized user, the names and addresses of persons representing parties and participants in the proceeding.
• When directed by the hearing officer, after an extended recess, the reporter shall place in the appropriate place in the transcript on the days preceding the cumulative list of appearances up to and including that day’s proceedings are to be steno graphically recorded and transcribed.
• In the event of a continued hearing, the county reserves the right to withhold payment for the transcript of the final hearing until corrected transcripts for all the sessions are received.
• The county reserves the right to take up to thirty (30) days from the date of receipt to review transcripts for accuracy and completeness.
• In the event of errors, subsequent payments may be withheld until the county accepts the transcript.
• If ordered, the reporter shall submit a transcript meeting the following specifications, unless other arrangements are made by the using department, in which case will be discussed prior to assignment and samples given.
• Transcripts shall follow all federal, state and local guidelines.
• The transcript format listed below is not intended to supplant applicable federal, state or local laws or to undermine or usurp local custom and usage:
o Paper: 8 ½” wide x 11” long
o Type: shall be black, ten letters to an inch and reproducible by standard copy machine type
o Spacing: shall be 25 lines minimum, double spaced between lines with ruled margin of 3/8” on right and 1 ¾” on left
o Each question and answer to begin on a separate line
o Each question and answer to begin no more than five spaces from the left-hand margin with no more than five spaces from the Q&A to the text
o Carry-over Q&A lines to begin at the left-hand margin
o Colloquy material to begin nor more than 15 spaces from the left-hand margin, with carry-over colloquy to the left hand-margin
o quoted material to begin no more than 15 spaces from the left-hand margin, with carry-over lines to Begin no more than 10 spaces from the left-hand margin
o Parentheticals and exhibit marking to begin no more than 15 spaces from the left-hand margin, with carry-over lines to begin no more than 15 spaces from the left-hand margin
o Punches: paper shall be un-punched unless designated by authorized user
• Each transcript for a proceeding shall include a table of contents or index indicating page numbers of opening statements and closing arguments by counsel, list of witness testifying at the hearing and all persons making statements.
• The table of contents shall also include a tabulation consisting of the number and description of each exhibit marked for identification with the page number on which the exhibit is marked for identification, and in due course, the page on which it is either received in evidence, withdrawn or rejected.
• The index shall include separate tabulations consisting of a description of each document offered in reference, public documents and matters to be officially noted, and the page on which each item or document was marked for identification or received in evidence.
• The table of contents or index shall note the page where offers of proof were made and such other matters as the presiding officer directs.
• Transcripts shall be 100% accurate.
• The contractor shall furnish transcripts with all words correctly spelled, properly hyphenated and properly punctuated.
• Any corrections to the above requested by the presiding officer shall be at no additional cost.
• Failure to meet this standard will require the reporter to produce a corrected transcript within three (3) working day of the request.
• Transcription services using media cassettes to typewritten copy on paper.
• Media will be removed from the authorized user and transcribed at the contractor’s location.
• After notification by the authorized user, the contractor shall take delivery of audio, digital files, flash drive or other media at the authorized user’s designated location and times or as specified.
• Completed transcripts shall be delivered to the authorized user at the designated location and within designated times.
• Audio files, digital files, flash drives, searchable pdf or other media shall be identified by the authorized user with completion requirements.
• Contractor shall transcribe verbatim all audible portions of the recorded proceeding.
• If any inaudible portions are encountered, the contractor shall re-play the inaudible portions and if portions are still inaudible, the contractor shall identify the section as inaudible, and identify the length in minutes and seconds.
• Contractor and authorized user will discuss type of media prior to assignment.
• All successful contractors, when requested by the authorized user, are required to provide, the transcripts on one or more USB drive(s) in an agreed upon format.
• Pricing for the USB drive should be included in cost proposal.
• Appropriate telephone jacks and electrical outlets for computerized transcription will be made available to the contractor in all of the hearing rooms where the contractor’s services will be performed, with prior notification.
• The contractor is responsible for any long-distance charges incurred.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 08, 2025