Court Reporting Court Registrar Technician and Transcription Services

The Vendor is required to provide court reporting, court registrar technician and transcription services for include:
- Court reporting and transcription services
•    Supply English personnel, to provide complete court reporting services for scheduled hearings and conference calls.
•    Digital audio recording system (DARS) unless otherwise authorized by the project authority to use their own equipment to record the proceedings. 
•    A separate back-up system for digitally recording the proceedings must be utilized at all times.
•    The functions established by service as outlined in directives or any other documents, forms, instructions, and policies related to the functions of a court reporter.
•    DARS, training may be provided by a service representative to the court reporter on the operation of this equipment. 
•    Whether using DARS or their own equipment, each court reporter is required to ensure the proper use of the recording equipment and the preparation of audio recordings on an as and when requested basis.
•    The court reporter shall dress in a business attire that enhances the professional image of the court.
- Court registrar – technician services
•    All court registrar-technician must have knowledge of the principles of law and specific practices and procedures in a judicial or quasi-judicial environment which includes a federal board, commission, tribunal or court (federal, provincial or municipal) to be able to assist judges and litigants as required. 
•    A knowledge of legal terminology to ensure compliance with litigation practices and procedures.
•    The court registrar-technician shall execute the functions established by service as outlined in directives or any other documents, forms, instructions, and policies related to the functions of a court registrar-technician as provided by the project authority.
•    The project authority has full discretion to make amendments to the functions of the court registrar-technician, as well as their execution.
•    The court registrar-technician prepares the courtroom before the commencement of the hearing.
•    They will execute the functions required by the judge, i.e.: calling parties, rescheduling a case, faxing and photocopying documents.
•    They take minutes, file exhibits, prepare a list of exhibits, load the cases onto the digital recording equipment, and record the hearing.
•    The project authority will inform the contractor of all pertinent details of the hearing such as the type of hearing, gowning requirement and any special instructions relating to the court’s materials and equipment.
•    A separate back-up system for digitally recording the proceedings must be utilized at all times.
•    The contractor’s own equipment is used, a copy of the audio recording must be provided to the project authority at the end of the sitting.
•    The court registrar technician must be gowned in formal court attire and conservative business dress for informal proceedings that does not distract from but respects the professional setting of a proceeding.
•    The court registrar-technician undertakes to return all court documents, including those filed at the hearing, the minutes of hearing and the audio file (if using own equipment), to service no later than the first business day following the end of the sitting.
•    A copy of the audio recording file, backup mp3 recording of the hearing and electronic copy of the minutes of hearing are to be prepared by the court registrar-technician at the end of each hearing and delivered as directed by the project authority.
- Training requirements for court reporter and court registrar-technician (resources)
•    Compensation for up to one day of training will be provided at one-half (1/2) the daily rates upon successful completion of the course.
•    Compensation for up to two (2) days of practical training (such as observance of court proceedings and in-court mentoring) in a courtroom environment for each court will be provided.
- Transcription services
a. Minor errors
•    A transcript may not contain an error rate of more than one “minor error”, such as punctuation, per two pages of transcript, a failure to meet a transcript specification or an error is grammar or vocabulary that does not impact the legal meaning of the sentence.
•    Returned transcript or notice of a minor error from the project authority, the contractor shall correct the work at his own expense and return it to the project authority within the turnaround time originally specified in the order for the transcript.
•    The corrected transcript within the original turnaround time, for that transcript, service will pay the rate applicable to the slower turnaround time for the transcript which rate will be discounted by 10%.
b. Substantive or major errors
•    An error in grammar or vocabulary or other error that impacts the legal meaning of the sentence, or more than one minor error per two pages will be considered a substantive or major error.
•    The other remedies available to service, pursuant to the contract, upon discovering a substantive or major error, the project authority may return the transcript to the contractor for correction and the contractor shall correct the work at his own expense and return it to the project authority within the original turnaround time, discounting the original invoice by 20%.
•    If the transcript is returned in a time frame that is longer than the original turnaround time, the contractor will charge the rate applicable for the actual turnaround time for the corrected transcript, discounted by 20%
•    If the transcript is returned after the original delivery period, the contractor will charge the next delivery period rate for the transcript, discounted by 10%
•    A signed certificate will be provided by the contractor for all transcripts, whether they are ordered digitally or as a hard copy.
•    The contractor must transmit the transcript using the medium selected by the project authority. 
•    The medium will be paper, compact disc, universal serial bus (USB) or electronically through e filing, email or any portal stipulated by the project authority.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: July 14, 2025