Transcription Services

The Vendor is required to provide on an as-needed basis, verbatim transcription services for the department.
- Provide verbatim English-to-English transcripts of recorded quasi-judicial hearings conducted by the Board. 
- Hearings are recorded by the Board and are uploaded to a secure web-based file transfer system. 
- Presently, the board utilizes blackberry workspaces (aka WatchDox).
- Recorded hearings are provided to the Contractor through a secure web-based transfer system.
- Acceptable formats include, but are not limited to, MP3, WAV, or other commonly supported audio file types.
- There may be rare instances (less than 1%) when a cassette or alternate media types such as mini cassettes or compact discs are forwarded to the Contractor for transcription.
- must have the necessary equipment for the media type to transcribe hearings. 
- The media type used must be returned to the Board, upon submission of the transcript.
- Upon completion, the Contractor must upload the finalized transcript to the same WatchDox folder where the corresponding audio file was originally provided.
- Electronic transcripts must be produced using Microsoft Office 2016 (or newer version) professional computer software, in a Microsoft Word format and must be compatible with Board software.
- inform the Board of any audio files that appear corrupted and/or ends abruptly so they may attempt to remedy the situation in a timely manner. In the event of abnormal sound levels, the Contractor shall utilize an external sound-filtering device to ensure the transcript is appropriately transcribed without any excessive inaudible recording.
- Transcripts are to be typed on 25-line, 8½” x 11” court or transcription (number-lined) paper. Margins of text pages shall not be more than 1½” on the right side (a minimum of 56-character spaces per line, 14 font, style Arial).
- Page one (1) of the transcript (Title page) shall consist of the type of hearing (Parole Suitability Hearing), name of the incarcerated person, incarcerated person’s agency number, full name of institution, city and state of the institution, date and time of hearing, names and titles of the panel members conducting the hearing, names and titles of others present at the hearing, and the name of the transcriber.
- Transcripts are deemed to be ordered by the board as of the day the job order recording files are uploaded on a secure web-based file transfer system (i.e., WatchDox), with an email notification sent to the Contractor.
- The State’s estimate for this Agreement is $250,000.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: January 6, 2026