The Vendor is required to provide court reporting and/or transcription services companies to provide services for the state.
- The state and cooperatives are involved in legal investigations, hearings, court proceedings, and consultative examinations the services of court reporters and transcriptionists are needed to produce a transcription of the proceedings.
- These services include but are not limited to depositions, court hearings, trials, Division hearings, as well as board and public meetings.
- Certified Court Reporting Service Requirements.
• Provide all qualified personnel and materials necessary to record, transcribe, and furnish completed documents, related to depositions, hearings, and other proceedings, for the requesting agency.
• Use encryption software in accessing, recording and delivery of documents as agreed to by the requesting agency.
• Ensure that court reporters will not take a deposition if the reporter is:
• A party to the action;
• A relative, employee, or attorney of one of the parties;
• Someone with a financial interest in the action or its outcome; or,
• A relative, employee, or attorney of someone with a financial interest in the action or the outcome. For the purposes of this subparagraph, “employee” or “relative” shall not include an employee or relative of the attorney or one of the parties. An “employee” includes a person who has a continuing contractual relationship, express or implied, with a person or entity interested in the outcome of the litigation, including anyone who may have ultimate responsibility for payment to provide reporting or other court services, and a person who is employed part-time or full-time under contract or otherwise by a person who has a contractual relationship with a party to provide reporting or other court services.
- Specific Court Reporter Responsibilities.
• Record and incorporate everything spoken during a session into the transcript unless the presiding officer (i.e. Hearing officer, administrative law judge, attorney, etc.) Otherwise directs. This includes a record of appearances, together with such other matters as directed by the presiding officer to be included.
• Nothing spoken at the proceedings shall be “off the record” during a deposition or court proceeding unless agreed to by all parties or their attorneys or ordered by the court.
• Wait until a break or the conclusion of the proceeding to ask for clarification unless absolutely necessary to complete an accurate recording of the proceeding. Should the reporter have any questions on the technical aspects of the hearing or fail to hear any part of the proceeding, he/she shall ask the presiding officer to clarify the statement(s).
• Record verbatim by shorthand, computer-aided transcription, stenotype machine, real time or electronic recording. The state agency or its designee may, at its option, tape proceedings for internal purposes. If proceedings are taped and the court reporter requests a copy of the tape, the agency shall supply it within twenty-four (24) hours. If emergency delivery is ordered, the state agency will deliver the tape accordingly.
• Produce a transcript and deliver it electronically using encryption software as agreed to by the requesting agency or otherwise instructed methods following adjournment or close of meetings.
- Transcriptionists Service Requirements
• Create a typed transcript of digital or analog audio recordings that have been recorded during hearings, depositions, and meetings as well as from telephone and dictations.
• Hearing Transcription Services which provides a typed transcript of audio or digital audio recordings that have been recorded during hearings of the State Agencies offices.
• If required by the Agency for production of telephone dictation and transcription services, the Transcriptionist shall have multiple phone lines (exclusively and toll free) available to professionals using this service. A centralized, secure facility for transcribing reports to ensure confidentiality. Phone lines shall be accessible 24 hours a day, 7 days a week.
• Responsible for furnishing complete and accurate transcripts based on the analog or digital recording provided. Transcription errors shall not exceed one (1) error per 100 words, including errors attributable to the contractor’s performance appearing in the transcript.
- Transcription Formatting.
• Format transcripts on the computer (electronic media), or other format requested by the ordering party and agreed to by the transcriber whether they represent originals, first copies, or additional copies. Consistently format the transcripts in accordance
• Type all transcripts in black ink on 8-1/2” x 11” size paper. Numbers indicating each line of the transcription shall be printed at the left marginal line of the transcript.
• Set for the title page of the transcript with the name and docket number of the proceeding or meetings, the date and place of the proceeding or meeting.
• Type size shall be ten (10) font characters per inch, single sided, double-spaced, not less than 25 lines of pages 8-1/2” x 11”. The left margin shall not exceed 1-3/4” and the right margin shall not exceed 3/8”.
• The Contractor shall record verbatim by shorthand, computer-aided transcription, stenotype machine, real time or electronic recording.
- Contract Period/Term: 1 year
- Pre-Offer Conference Date: December 10, 2025
