24-270_Q_and_A.pdf

24-270 Questions and Answers Transcription Services for the Department of Motor Vehicles’ (DMV) Driver Safety Office

(DSO) and Office of Civil Rights & Resolution (OCCR).

1) What has the expenditure on transcription services been within the last 12 months or last calendar year?

a) In 2024 we processed 232 transcripts for the year including attorney and subpoena requests, for a total of 413 recordings and 6382 total pages produced.

2) Do you need English <> English transcription only? Or do you need English <>

Foreign Language transcriptions? If so, please name all combinations needed.

a) English to English only.

3) Do you need Time Coding?

a) No

4) How many speakers are their typically?

a) Usually, 2 speakers but can be as many as 4 depending on how many witnesses are called

5) Do you have an incumbent vendor? If so, would you share their rates with us?

a)

TRANSCRIPTION SERVICES

ITEM #

DESCRIPTION

(TRANSCRIPTION SERVICE TYPE)

COST

PER

PAGE

ESTIMATED

NUMBER OF

PAGE(S)

A1 Next Day Transcription Service (1 Original copy)

$2.20 475

A2 3-5 Working Days Transcription Service (1 Original copy)

$2.15 920

A3 6-10 Working Days Transcription Service (1 Original copy)

$2.10 14,820

A4 11-15 Working Days Transcription Service (1 Original copy)

$2.05 10,639

6) Can you please provide a sample transcript or template? If the State wishes for per page pricing, it is dependent on the amount of text that will fit on the template.

a) Sample provided below.

7) Will there be more than one template/format used. If so, please provide a sample of each, as pricing may be different for each format.

8) Would the State accept a bid using per minute or per word pricing. These methods eliminate the need for separate per page pricing for each template.

a) Cost is per page.

(1) A minimum of twenty-five (25) text lines per page.

(2) Five (5) space indent, including Exhibit listings.

(3) 1-1/2” margins [a minimum of fifty-six (56) character spaces per line, time stamping no fewer than fifty-two (52)].

9) What was the volume of transcription requests in the prior fiscal year, expressed as either pages or audio minutes?

a) Please see question and answer 1.

10)How much money has the State spend on these services in the past 3 fiscal years?

a) Previous contract budget allocation for 3/1/23 to 2/28/2025 $55,900++

(26,600 pages approx.)

11)Do all transcripts require a keyword index? If not, please provide a rough percentage.

a) E-Transcripts shall contain a keyword index for easy reference to import words contained in the transcript. E-Transcript shall be compatible with the office standard software. E-Transcripts shall contain a keyword index for easy reference to import words contained in the transcript.

12)Scope of Work 8.D.(3) indicates 5 different document formats to be delivered. Do most requests require only one of these formats (e.g. MS

Word)? If multiple formats are necessary for the same job, please specify what to expect as this impacts pricing.

a) Transcripts shall be produced in current state of the art software (e.g., MS

Word, WordPerfect) with the latest virus control software upon request. The

Contractor shall provide an electronic transcript (E-Transcript) of the transcript, via encrypted email delivery, File Transfer Protocol (FTP), or a secure website.

(1) E-Transcript shall be in Microsoft Word, Portable Document Format

(PDF), American Standard Code for Information Interchange (ASCII), or as otherwise specified.

(2) E-Transcript shall be compatible with the office standard software.

(3) E-Transcripts shall contain a keyword index for easy reference to import words contained in the transcript.

(4) The finished transcript shall be signed and dated by Contractor’s transcriber. A copy of the transcriber’s certificate, certifying the accuracy of the transcript, shall be attached to the finished transcript.

13)Item 16, GenAi, is Maxscribe software by Stenograph considered GenAi unreported technology?

a) The information for this question is not available at this time.

14)Subcontractors: 9b - when it says subcontractors must be considered to be employees, can you please provide more clarity on what "considered" means? What is the exact expectation?

a) The Contractor shall not substitute any subcontractor identified in the

Contractor’s bid or add any subcontractor not identified in the

Contractor’s bid without prior written approval from the DMV Project

Manager. The Contractor shall submit the names of all subcontractors to be utilized during the term of this Agreement to the DMV Project Manager.

15)Can we add line items to the cost sheet?

a) Any alterations to any part of the contract made by a potential bidder will be considered a deviation from the language in the contract and will result in a non-responsive bid submission.

16)How often will expedited transcripts be requested?

a) Approximately 4 – 5 expedited transcripts were requested last year.

17)How often will the regular transcription requests be requested per week?

a) Between 4 – 6 per week.

18)How often are hard copy transcripts requested? For every transcript or just a few?

a) We are required to produce a hard copy for every subpoena and attorney request. Last year there were 68 attorney request that were no part of a court case but it is impossible to know how many of the writ cases have attorneys that requested copies.

19)Is this chart per year or the entire 3-year period?

a) 3-year period.

20)Who is the current vendor, and what is the current pricing? Northern

California Court Reporters. Please see question and answer 5 for pricing.

21)Can you provide a redacted sample transcript?

22)For the index, will this be built on a specified list of terms or will this be built on every word listed within the document? And is the index mandatory?

a) E-Transcripts shall contain a keyword index for easy reference to import words contained in the transcript. The Witness Index shall identify witness, type of examination (e.g., direct, cross, redirect, re-cross or rebuttal), and page number at which each witness testifies, or identify speakers and page number at which each speaker testifies.The Exhibit Index shall identify documents with enumeration and description, state the page in the transcript it was introduced and the page on which it was admitted.

23)What format would the DMV prefer reports be returned? PDF, Word, etc.?

(1) Currently we download the completed transcripts in a word document but later convert to PDF.

(2) Transcripts shall be produced in current state of the art software

(e.g., MS Word, WordPerfect) with the latest virus control software upon request. The Contractor shall provide an electronic transcript

(E-Transcript) of the transcript, via encrypted email delivery, File

Transfer Protocol (FTP), or a secure website.

(3) E-Transcript shall be in Microsoft Word, Portable Document Format

(PDF), American Standard Code for Information Interchange (ASCII), or as otherwise specified.

(4) E-Transcript shall be compatible with the office standard software.

24)What are the current rates for this contract?

a) See question and answer 5.

- 1 -

2BEFORE THE DEPARTMENT OF MOTOR VEHICLES

OF THE STATE OF CALIFORNIA

In the Matter of the Hearing Concerning the Driving Privilege of:

at the Department of Motor Vehicles

1377 Fell Street, 2nd Floor San Francisco, CA 94117

DL/ID/X#

HEARING DATES:

January 16, 2024

January 16, 2024

This call is being recorded.

DRIVER SAFETY HEARING OFFICER : So, counsel, the recorder is now on. Today's date is

January 16. This is a telephone hearing that we are conducting today, and this is in regards to the suspension of the driving privilege of

. My name is ; I'm a hearing officer assigned to hear this case. Counsel, for the record, please state your name and your mailing address for the record please.

ATTORNEY : Sure. Good afternoon.

, and my business address is

DRIVER SAFETY HEARING OFFICER : Thank

- 2 -you counsel. Is your client present today counsel?

ATTORNEY : No.

DRIVER SAFETY HEARING OFFICER : All right. So, counsel, just for the record I will be acting as a neutral factfinder. I'm prohibited from and will not act as an advocate for the DMV or law enforcement. My role is to review the evidence provided, ask clarifying questions of witnesses if necessary, and make legal rulings and determinations under relevant statutes as necessary. Now this hearing is limited to the following issues: First issue, did the officer have reasonable cause to believe that Mr. was driving a motor vehicle in violation of section 23152, 23153, or 23154 of the Vehicle Code? Second issue, was he lawfully arrested? Third issue, was he told that his driving privilege will be suspended or revoked for one, two or three years if you refuse to or fail to complete a chemical test? And the last issue, did Mr. fail to complete -- or fail to complete a chemical test after being requested to do so by a peace officer? Counsel, any openings before I introduce the documents?

- 3 -

ATTORNEY : No.

DRIVER SAFETY HEARING OFFICER : First document for the record and this is the sworn statement by Officer of the California

Highway Patrol. And this is pertaining to the arrest of December 3rd, of 2022. Driver's name

. I'm going to mark the as

Exhibit #1. Exhibit #2 for the record is a four-page CHP 202 report. Exhibit #3 will be a ten-page traffic collision report. Exhibit #4 is the affidavit training and experience by Officer

, and that is three pages. That is

Exhibit #4. Exhibit #5 will be a one-page probable cause declaration. And Exhibit #6 will be the driving record printout.

ATTORNEY : Could you give me #4 again please?

DRIVER SAFETY HEARING OFFICER : Sure.

Exhibit #4 is the affidavit of training and experience of Officer , and it's a total of three pages.

ATTORNEY : Thank you.

DRIVER SAFETY HEARING OFFICER : So that is the Department's evidence. Counsel, I'm ready to take objections if you have any.

- 4 -

ATTORNEY : I'll submit them on those documents with comments.

DRIVER SAFETY HEARING OFFICER : All documents are moved into evidence. Go ahead counsel, you may present your case.

ATTORNEY : Yes. Thank you. So --so, just briefly, this is a solo vehicle roll-over collision. The narrative portion of the report indicates that the vehicle was totaled.

That Mr. was found upside down. He was immediately tended to by medical personnel and immediately taken to the hospital, where he was treated at the hospital. It is apparent from the narrative portion that the officers attempted to talk to Mr. while at the hospital being treated by doctors; and he had indicated that according to the report that he didn't want to answer any question. He was being evaluated for a head injury. Ultimately, officers had conversations while Mr. was in the hospital room, and then was ultimately released by medical staff and taken several hours later to the County

Jail. I believe that the evidence is insufficient for a willful violation of chemical test, and we're prepared to submit it on that.

- 5 -

DRIVER SAFETY HEARING OFFICER : Thank you counsel. I will review everything that's being presented today. A notice of decision will be rendered within 15 days. Mr. and your office will receive that notice of decision in the mail. Thank you, counsel.

ATTORNEY : Thank you. You have a great day. Bye-bye.

DRIVER SAFETY HEARING OFFICER : You too. Get well. Bye-bye.

(Off the Record.)

(Hearing Concluded.)

- 6 -

CERTIFICATE OF TRANSCRIPT

I, , hereby certify that this transcript is a true, complete, and accurate transcription of the recording(s) of the hearing date(s) shown at the Department of

Motor Vehicles, in the matter of the Hearing

Concerning the Driving Privilege of

. This is the original transcript and the statements that appear in this transcript were transcribed by me to the best of my ability. Executed under penalty of perjury in Sacramento, California on the 1st day of March 2024.

Northern California Court Reporters