Depo Svcs SOW_Final_2025-03-05.docx

United States Department of Justice (USDOJ) United States Trustee Program (USTP)

Statement of Work (SOW) For

Remote (Virtual) and In-Person Court Reporting Services Table of Contents

1 Scope of Work The United States Trustee Program (USTP) requires remote (virtual) and in-person court reporting services for proceedings such as depositions and examinations that may include transcription services, video streaming services, audio transcription services, video recording services, DVD/MPEG conversion, PTX/PDF files, stenotype services, videographer services, remote court appearance services, remote legal collaboration services, and/or telephonic proceeding services to be delivered on a nationwide basis.

1.1 Definitions

A deposition or examination is a type of proceeding for which attorneys obtain evidence for a case. Examples include depositions authorized under Federal Rules of Civil Procedure (“FRCP”) 27 and 30 and Federal Rules of Bankruptcy Procedure (“FRBP”) 7027, 7030, and 9014 and examinations under FRBP 2004. The witness being questioned may share information via their description of events or as an expert witness. The witness is under oath and questioned by the “taking” attorney. A deposition or examination service, whether remote or in-person, ensures that the process runs smoothly, and the parties involved have a reliable, accurate record of the proceeding. The functions involved in deposition or examination services include the following elements:

Remote (Virtual) proceedings are defined as proceedings where at least one participant (party, court reporter, attorney, deponent, etc.) is not physically present in the same location as the other participants and the proceeding is transmitted via live, remote video at the request of the USTP. Court reporting services for remote (virtual) proceedings involve the production of a verbatim transcript using either digital court reporting or stenotype services at the election of the USTP.

In-Person/Face-to-Face proceedings are defined as proceedings where all participants (party, court reporter, attorney, deponent, etc.) are physically present in the same location at the request of the USTP. Court reporting services for in-person proceedings involve the production of a verbatim transcript using either digital court reporting or stenotype services at the election of the USTP.

Telephonic proceeding is defined by at least one party participating remotely by telephone.

Stenotype services is defined as any proceeding, in which the court reporter uses a stenotype machine to produce a verbatim transcript.

Transcription services include recording, audio transcription, transcribing, proofing, and delivering transcriptions of a wide variety of proceedings, including depositions, sworn statements, arbitration hearings, personnel grievances and appeals, conferences, and committee meetings.

Interpreter services include certified foreign language or sign language translation services provided in-person (not telephonically) during a remote (virtual) or in-person proceeding.

Videographer services include the production of an HD video recording of the proceeding.

A proceeding is an event, including but not limited to an examination or deposition, requiring a verbatim transcript. If the request for service covers more than one event, and each event requires a separate transcript, then each event is considered a separate proceeding. If the request for service covers more than one event, and each event does not require a separate transcript, then the events may be considered one proceeding, e.g., consecutive or concurrent proceedings scheduled on the same date for the same case.

Court reporter means the individual assigned by the Contractor with primary responsibility to attend the proceeding for the purpose of providing court reporting services.

Contractor: The entity to which this contract is awarded, along with its agents, employees, and subcontractors (if any), shall be referred to as the Contractor. The Contractor shall provide qualified personnel when performing services and provide court reporters certified to administer oaths. In addition, the Contractor shall ensure that the court reporter selected for the proceeding is authorized to administer oaths and act as a court reporter under the laws of the state where the witness is located. This requirement is intended in part to ensure compliance with FRBP 7028/FRCP 28(a)(1) and FRBP 7030/FRCP 30(b)(4) and (5), but absent prior written authorization from the POC these requirements shall apply regardless of whether those rules apply to the proceeding, such as a deposition or examination, in question.

USTP Primary Point of Contact (POC): The USTP attorney, support staff, and/or their designee(s) shall be referred to as the POC. The POC has the authority to request services within the scope of the contract. The POC coordinates directly with the Contractor after the initial request is submitted and is responsible for communicating details and updates during the scheduling process.

USTP Litigation Support Team: The IT staff within USTP responsible for providing technical support for the POC throughout the scheduling process shall be referred to as the Litigation Support Team. The Litigation Support Team also communicates user feedback to the Contractor and facilitates support for all contract parties as needed.

Court reporting services include all services provided in connection with an in-person or remote (virtual) proceeding, and include:

· Interactive Realtime with live internet feeds, annotation and reporting using a secure, approved Virtual Private Network (VPN), upon request.

· Searchable electronic version of the transcript in American Standard Code for Information Interchange (ASCII) and Adobe PDF formats.

· Electronic transcripts provided in full and condensed versions and transmitted using FIPS 140-2 encryption algorithm.

· Hyperlinked exhibits in Adobe PDF format that can be delivered with the electronic transcript.

· Synchronized transcript with video recording, if any, upon request.

· Hard copy transcripts and exhibits, upon request.

· If the case has a Protective Order in place, any potential exchange or shipment of hard copies with USTP shall be avoided, unless the POC specifically requests hard copies. (See also Section 4, Protective Orders)

· Pursuant to 28 C.F.R.§ 16.53, tax returns or other documents with full Social Security Number cannot be shipped. (See also Section 3.3, Hard Copy Transcript)

· AI-enabled transcript outlines, summaries, and/or visualizations, upon request.

· On request of the POC, Videographer Services.

1.2 Examinations

Examinations are conducted pursuant to FRBP 2004.

1.3 Depositions

Depositions are conducted pursuant to FRBP 7030/FRCP 30, FRBP 7027/FRCP 27, and FRBP 9014.

1.4 Court Reporting Services for Remote (Virtual) Proceedings The Contractor shall provide all necessary technology (e.g., Zoom for Government or other USTP-approved video-conferencing platform), including Wi-Fi hotspots, to conduct remote (virtual) court reporting services and audio transcription proceedings. The Contractor must be able to access and use these technologies with its own devices and network connections and enable any additional security settings within these technologies that USTP deems necessary.

Connection details shall be provided to POC, and any other designated participants requested by POC, at least two (2) business days before the proceeding, and not later than 5:00 p.m. of POC’s local time (Eastern to Pacific time zones). The connection shall be initiated by the Contractor (or reporter) fifteen

(15) minutes prior to scheduled start time, enabling host and participants to troubleshoot any issues.

Upon request of the POC, the Contractor shall provide video recording services and provide a copy of the video recording of the proceeding.

1.5 Court Reporting Services for In-Person Proceedings

The Contractor shall provide all necessary resources to conduct in-person court reporting services. The Contractor must comply with any building security requirements set forth by the Court, the U.S. Marshal’s Service (USMS), or other authority. The following must be provided to POC, upon request and within a designated timeframe, to comply with the requirements of the Court, USMS, or other authority:

· Name(s) of reporter (or potential reporters);

· Reporter(s) contact information;

· List of equipment the reporter(s) intend(s) to bring into the building (cell phone, laptop, and other equipment necessary to provide court reporting services);

· Other information requested by the POC.

The Contractor shall be set up and ready to begin on the date and at the start time designated for the proceeding. For any service that requires the court reporter to be physically present at the proceeding, the Contractor shall adhere to any security requirements and any personnel must present themselves to the POC upon arriving at the proceeding. Security, building access requirements, parking, and/or other factors must be considered to ensure a timely start. During the proceeding, the Contractor shall be governed by the instructions of the POC. The POC will provide instructions consistent with the terms and conditions of this contract.

Upon request of the POC, the Contractor shall provide a video recording of the proceeding.

1.6 Communication Expectations

The Contractor is expected to meet the following communication expectations throughout the period of performance:

· Offer live scheduling or other assistance during POC’s local business hours, 8:00 a.m. -5:00 p.m. in Eastern to Pacific time zones;

· Offer phone contact outside of the POC’s local business hours, 5:00 p.m. - 8:00 a.m. in Eastern to Pacific time zones, to address urgent matters requiring immediate attention;

· Ensure assigned court reporters are informed of scheduling details and building requirements in advance of the proceeding;

· Offer consistent communication with the assigned court reporter when sharing the reporting location, address, and POC contact;

· Provide court reporter name(s), equipment list(s), and contact information, upon POC request and within a designated timeframe, to comply with any building requirements. (See also Section 1.5, Court Reporting Services for In-Person Proceedings)

1.7 Professionalism Expectations

The Contractor is expected to meet the following professionalism expectations throughout the period of performance:

· Offer customer-oriented services and solutions to ad hoc communication and scheduling issues;

· Familiarize Contract staff and assigned reporters with the bankruptcy litigation process and United States Bankruptcy Code (Title 11, United States Code);

· Begin remote (virtual) proceeding fifteen (15) minutes prior to the start of the proceeding;

· Ensure quality final transcripts by 5:00 p.m. of POC’s local time (Eastern to Pacific time zones) on the scheduled due date designated for expedited delivery, or ten (10) business days (excluding Federal Holidays) after the proceeding for standard delivery;

· Produce timely and accurate transcript corrections by 5:00 p.m. of POC’s local time (Eastern to Pacific time zones), within three (3) business days of receipt of notification of any inaccuracy, unless otherwise directed by the POC. Overnight orders are due the next business day by 9:30 a.m. of POC’s local time (Eastern to Pacific time zones).

1.8 Qualifications

Contractor (and court reporter) bankruptcy experience is strongly preferred but not required.

Nationwide infrastructure offering live, regional scheduling or other assistance during POC’s local business hours, 8:00 a.m. - 5:00 p.m. in Eastern to Pacific time zones.

Contractor on-staff attorney is preferred but not required.

Absent prior written authorization from the POC, the court reporter assigned to a proceeding must be authorized to administer oaths for the proceeding.

The Contractor must participate in a peer review program, or an equivalent quality control review program, and provide a copy of the firm’s latest peer review report.

1.9 Authority to Place Orders

All orders placed with the Contractor under this task order must be placed by the POC or Litigation Support Team or their designees. The USTP Contracting Officer shall maintain a current and accurate listing of the Litigation Support Team.

The contractor shall provide a timely (within three (3) weeks) itemized invoice for payment to the USTP Procurement Office.

2 Cancellation and Attendance Fees The POC will notify the Contractor of any cancellations no later than 5:00 p.m. of POC’s local time (Eastern to Pacific time zones) the day before the scheduled proceeding and without cost to USTP. If the POC does not notify the Contractor within such time and the proceeding is canceled before it begins, the Contractor may request the per-proceeding cancellation/attendance fee. If a proceeding begins but is canceled, postponed, or concluded at any time during the first day, the USTP will pay the Contractor the greater of:

· The amount owed for the transcription services provided, or

· The fixed, per-proceeding cancellation/attendance fee.

3 Delivery Requirements The Contractor shall provide an original certified electronic version of the transcript in PDF and an ASCII version suitable for loading into transcript management software. If needed, the POC may also request a condensed format (four (4) full transcript pages on each page), a paper copy, and/or certified video recording synced to the certified electronic transcript.

3.1 Delivery Schedule

The POC will specify the deliverable schedule at the time the request is placed or upon request of the Contractor.

The Contractor shall deliver the electronic versions in accordance with one of the following delivery schedules:

· Standard Order. The Contractor shall deliver the regular order within ten (10) business days after the conclusion of a proceeding.

· Expedited Order. The Contractor shall deliver the expedited order within a specified time that is fewer than ten (10) business days after the conclusion of a proceeding, based on a sliding fee scale, upon request of POC.

(See also Section 3.5, Delivery Period, and Section 5, Federal Holidays)

3.2 Electronic Transcript

The Contractor shall deliver the electronic version of the certified transcript as PDF and ASCII versions. The PDF version must be formatted to disallow editing. The electronic transcript shall be created with a unique file name and delivery shall include electronic copies of marked exhibits from the proceeding.

The Contractor shall also deliver a condensed transcript if requested by the POC. The condensed version of the transcript will have four (4) full transcript pages on each page.

The electronic versions and any removable media must be protected at all times while in storage, in process, and during transmission. The Contractor shall protect data consistent with FIPS 140-2 data encryption mandatory requirements and OMB 06-16. The Contractor will be required to share electronic transcripts through Justice Enterprise File Sharing System (JEFS).

3.3 Hard Copy Transcript

In regard to compliance with FRCP 30(f)(1), USTP reserves the right to determine when to send documents in hard copy or electronic format. Hard copies shall not be provided by default, particularly where there is a Protective Order, unless there is prior written authorization from the POC. (See also Section 4, Protective Orders)

Pursuant to 28 CFR § 16.53, unredacted tax returns or other documents with full Social Security Number must not be shipped.

If a hard copy transcript is requested by the POC, the Contractor shall provide a legible copy. Whether a document is legible or not shall be at the sole determination of the POC. However, in the event the POC finds one or more copies to be illegible, the Contractor shall replace such copies within three (3) business days of receipt of the POC’s notification of illegibility, or other agreed timeframe established with POC, and without additional cost to the USTP.

Any hard copy transcript shall have the identical pagination and content as the PDF electronic transcript.

If a hard copy final transcript is requested by the attorney or POC, the Contractor shall ship all materials in a sealed package through an authorized express shipping service (e.g., UPS) that provides two-day delivery, requires a signature from the addressee, provides shipment tracking notifications, and does not contract third party individuals to deliver these packages. USTP will pay for invoiced shipping fees, at cost.

3.4 Video Recording

Upon request, the Contractor shall deliver a digital video recording of the proceeding using JEFS, in accordance with the requirements specified. The Contractor shall also provide transcript synchronization if requested by the POC.

3.5 Delivery Period

In calculating delivery dates, the delivery period begins the first day after the proceeding concludes (inclusive) and ends the specified number of business days later, as provided under Section 5. If the last day of the delivery period falls on a Saturday, Sunday, or Federal Holiday, the delivery period will end on the first business day following that Saturday, Sunday, or Federal Holiday.

The Contractor shall deliver all standard and expedited (except overnight) orders by 5:00 p.m. of POC’s local time (Eastern to Pacific time zones), unless directed otherwise by the POC. The Contractor shall deliver all overnight transcripts by 9:30 a.m. of POC’s local time (Eastern to Pacific time zones) the day following the proceeding.

Whenever a proceeding is continued, recessed, or adjourned for a period of five (5) or more calendar days, that portion of the transcript of a proceeding held before such continuance, recess, or adjournment shall be considered a complete proceeding for computing time for delivery of the transcript and rates per page.

3.6 Security and Privacy Vendor Deliverables

The specific contents and template for each security deliverable will be agreed upon with the POC after contract award.

3.7 Invoicing and Tracking

The Contractor shall invoice per remote (virtual) or in-person proceeding only after delivery is made, and within three (3) weeks of the delivery date, including any shipping fees.

The contractor shall keep a record all proceedings that are scheduled, canceled, rescheduled, and/or invoiced and provide a summary report to the USTP Litigation Support Lead and/or Procurement office upon request.

4 Protective Orders Cases with Protective Orders will be identified in the initial request submission, or thereafter, and should be carefully monitored to ensure case data and information are securely transferred between the POC and Contractor. (See also Section 3.3, Hard Copy Transcript) 5 Federal Holidays The following legal holidays are observed:

*Holidays that fall on Saturday are observed on Friday and holidays that fall on Sunday are observed on Monday.

Additionally, should the President of the United States proclaim an additional federal holiday (e.g., Christmas Eve), that day shall also be considered a federal holiday.

6 Acceptance Criteria The Contractor shall use a legally acceptable recording method. If the Contractor uses electronic sound recording devices, such devices must be of such quality as to ensure against error, misinterpretation, or loss of voice. Equipment must be monitored to ensure a proper recording and must include simultaneous playback, listening, and speaker identification facilities.

The Contractor shall ensure that a backup recording system is readily available and operational in the event of problems in the primary system. There shall be no break in recording during transfer to the backup system.

7 Transcripts and Video Recordings Transcripts should generally include:

· a title page showing the name and docket number (if applicable);

· a complete index of speakers and/or witnesses;

· an index identifying exhibits by number and what party introduced them.

A word index should not be included at the end of the transcript and will not be included in the page count for billing.

If POC also requests a hard copy transcript, it shall be enclosed with a protective cover and punched with three (3) holes at the left side, the upper and lower holes to be two (2) inches from the top and bottom of the page, the third hole in the center of the resulting interval; and it shall be secured with a fastener. (See also Section 3.3, Hard Copy Transcript)

7.1 Transcript Accuracy

The Contractor shall provide complete transcripts that accurately replicate the full and complete verbatim record of the proceeding. The POC’s quality review of a transcript’s accuracy shall take place after the Contractor’s initial submission of the transcript. Corrected transcripts do not require a separate or new quality review.

Where errors, including typographical, affect the accuracy of the verbatim record of the proceeding, the POC may ask the Contractor to reproof the entire transcript, correct all errors found, and furnish an updated transcript; the Contractor must comply with the POC’s request, provided the request is in accordance with the terms and conditions of this contract. The Contractor shall provide timely and accurate corrections to the POC. (See also Section 1.7, Professionalism Expectations) The Contractor shall provide such corrected transcript at no cost to the USTP.

7.2 Authentication

The Contractor shall authenticate the original electronic copy of the transcript by placing a signed and dated certification page at the end of the transcript.

In addition, all video recordings produced by the Contractor shall include a certification document signed and dated by the videographer that states that the recording constitutes the complete original/master recording; the recording has not been altered in any way while in the videographer’s possession; and the recording is fair, true, accurate and complete.

7.3 Video Recordings

If a video recording is requested by POC, the HD video recording shall be delivered electronically through JEFS. If transcript synchronization to the video is requested by POC, the synchronized file(s) shall also be delivered electronically.

8 Exhibits

8.1 Electronic Exhibits

Exhibits will be transmitted to the Contractor in electronic format, (e.g., PDF) using JEFS, and shall be marked, presented, and maintained electronically to reduce unnecessary printing and/or copying costs. The marking shall indicate clearly who offered the exhibit.

8.2 Hard Copy Exhibits

Exhibits shall not be provided or shipped to the Contractor in hard copy format. Instead, authorized USTP personnel will convert hard copy exhibits to electronic format and transfer them to the Contractor, using JEFS, after completion of the session, enabling the Contractor to complete the work order.

If the POC requests a hard copy version of the transcript, the exhibits are to be made part of the transcript and securely bound together with a listing of numbers and title/description, unless the case has a Protective Order in place. (See also Section 4, Protective Orders)

If unredacted tax returns or other documents with full Social Security Number are included as exhibits, then 28 CFR § 16.53 prohibits shipment.

8.3 Remote (Virtual) Proceeding Exhibit Sharing

For remote (virtual) proceedings, the Contractor shall provide the POC the ability to screen share exhibits remotely and securely within Zoom for Government or other USTP-approved video-conferencing tools, and the ability to ask questions on each exhibit introduced.

For security reasons, any capabilities for digitally transferring case exhibits through the video-conferencing platform must be disabled. The Contractor and USTP personnel are only authorized to transfer case exhibits through JEFS, (or via encrypted email), and cannot transmit materials through the platform.

USTP may request additional security settings within these technologies that it deems necessary.

9 Artificial Intelligence Solutions As USTP explores implementation options for artificial intelligence (AI) and anticipates future needs in this area, vendors are encouraged to offer FedRAMP-authorized AI solutions to meet these needs, such as deposition summaries, outlines, and visualizations created using AI. Any AI solutions must meet all Department of Justice requirements.

10 Data All transcripts, recordings, records, exhibits, and any other material which is part of or relates to any action recorded by the Contractor shall be the property of the USTP. If requested by the POC, they shall be delivered together with the finished transcript.

11 Hours of Service Proceedings are normally held between 8:00 a.m. and 6:00 p.m., Monday through Friday, local time, except on Federal Holidays. The Contractor may be required to work at a proceeding outside the hours of 8:00 a.m. and 6:00 p.m. Monday through Friday, local time, upon request of the POC.

If the Contractor is required to attend proceedings outside of normal hours (Saturdays, Sundays, Federal Holidays or from 6:00 p.m. to 8:00 a.m., Monday through Friday, local time), the USTP will pay the Contractor the expedited transcript rate for the pages transcribed outside of normal hours. If an overnight transcript is required, the Contractor shall be paid for the pages transcribed outside of the normal hours at the fixed, per-page price specified in the contract.

12 Sale of Transcript Copies In general, USTP proceedings are considered private. The Contractor may provide copies of transcripts securely to parties of the proceeding at the requester’s expense, and in accordance with USTP’s secure transfer or shipping requirements.

13 Confidentiality Requirement The Contractor, its agents, employees, and subcontractors (if any) shall, in accordance with the provisions of the “Conditional Access to Sensitive but Unclassified Information Non-Disclosure Agreement (NDA),” hold in the strictest confidence any and all information which may be gained in the performance of duties under this contract. This confidentiality requirement continues in perpetuity.

The Contractor, and each of its agents, employees, and subcontractors (if any), shall sign the “Conditional Access to Sensitive but Unclassified Information Non-Disclosure Agreement” if they do any work under this contract. The signed agreements from those contractor employees, agents, and subcontractors known at time of contract award shall be submitted within seven (7) calendar days after the award of the contract. Each reporter or other Contractor employee, agent, or subcontractor shall sign the agreement prior to performing work under this contract and provide a copy of it to the USTP Contracting Officer and/or Contracting Specialist.

14 Conflict of Interest The Contractor, its agents, employees, and subcontractors (if any), shall have no conflict of interest related to the proceedings with individuals involved in the proceedings. If a possible conflict of interest exists, the Contractor shall immediately bring the potential conflict to the attention of the POC.

15 Legal Requirements and Permits The Contractor shall obtain, at the Contractor's expense, all necessary licenses, and permits, including a notary public license when necessary, and shall conform to all laws, regulations, and ordinances applicable to performance of this Contract.

16 Point of Contact The Contractor shall provide a Contract Administrator as a single point of contact for coordinating all contract activities. The Contractor shall also designate an Alternate Contract Administrator if the Contract Administrator is absent.

The Contractor shall notify the USTP in writing of any intended replacement for the Contract Administrator or Alternate Contract Administrator.

17 IT Accessibility Requirements Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105- 220), requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. In addition, Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities. As such, the following requirements apply to this solicitation:

· Products, platforms, and services delivered as part of this work statement that are ICT, or contain ICT, must conform to the Revised 508 Standards, which are located at 36 C.F.R. § 1194.1 & Apps. A, C & D, and available at https://www.access-board.gov/guidelines-and- standards/communications-and-it/about-the-ict-refresh/final-rule/text-of-the-standards-and- guidelines.

· E102 / 702.10 – Web Content Accessibility Guidelines (WCAG) success criteria level A & AA are incorporated as a requirement. The referenced WCAG criteria is available at http://www.w3.org/TR/WCAG20/.

· E102 / 702.10 – Web Content Accessibility Guidelines (WCAG) success criteria level A & AA are incorporated as a requirement. The referenced WCAG criteria is available at http://www.w3.org/TR/WCAG20/.

17.1 Information and Communication Technology (ICT)

17.1.1 Information, Documentation Video Recording Support

Applicable Functional Performance Criteria: All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards, or when Chapters 4-6 do not address one or more functions of ICT.

Applicable requirements for software and Web products:

· E207 – WCAG Level A & AA Success Criteria

· E302 – Functional Performance Criteria

· E502 – Interoperability with Assistive Technology

· E503 – Application

· E501 – Web-based applications, independent of platform services * Applicable requirements for software and Web products:

· E207 – WCAG Level A & AA Success Criteria

· E302 – Functional Performance Criteria

· E502 – Interoperability with Assistive Technology

· E503 – Application

· E501 – Web-based applications, independent of platform services *

18 Security and Privacy Requirements

18.1 Security Requirements

· Any cloud-based solution must be FedRAMP certified.

· Physical Security for Data Access

· Minimum of 2-factor authentication. 3-factor is preferred.

· Data Security and Privacy (Potential PII)

· Unique access for each participant (up to 50 participants) to join the remote (virtual) and in-person proceeding(s).

· Access link to be provided the day prior to the proceeding by an agreed upon deadline.

· Access provided only to individuals on the list of participants as provided by UST Person In Charge.

· Session must be configured with a virtual waiting room so that unauthorized users cannot gain access.

· Ability to identify participants that are logged in, to remove and block unwanted participants, and to lock down the session once all approved participants have joined the session.

· Fully monitor entire session to ensure sessions remain secure.

· All audio/video must be encrypted at each endpoint using 256-bit AES encryption.

· Audio/Video streams must be encrypted to the servers, then routed using TLS 1.2, and encrypted with 256-bit encryption before sending back to each attendee.

· Advanced Encryption Standard (AES) of at least 128-bit media encryption for Secure Real-Time Transport Protocol (SRTP), preferably 256-bit media encryption, for audio, video, and shared content.

· Files must be encrypted using 256-bit AES encryption for audio, video, and shared content in transit and at rest.

· Ability to transmit chat messages over the source of the signaling link.

· Hypertext Transfer Protocol Secure (HTTPS) login utilizing industry standard Public Key Infrastructure (PKI).

· Transport Layer Security (TLS) using strong encryption ciphers for signaling.

· Password hashing in database.

· Component blocking for spoof prevention.

· Encrypted token technology.

18.2 Technical Support

The Contractor and USTP, as needed, will provide technical support resources, such as:

· Ensure the ability to communicate with different firewall settings and smooth connectivity without compromising private networks.

· Ensure all participants maintain connection for the entire session.

· Monitor activity within the session to ensure no anomalies occur.

· Provide technical support during the proceeding if there are any connectivity issues that arise.

· Perform regular checks on the audio quality of the recording to ensure that the recording captures the full conversation between participants of each recorded session.

· Ensure all uploads are scanned for viruses in real-time.

· Provide equipment and meeting location for participants in remote locations who lack necessary equipment to participate remotely and in-person.

18.3 Recording

· The Contractor cannot record any participant who does not agree to be recorded.

· The ability to record sessions will not be made available to participants, only to the court reporter and technician.

18.4 Videoconferencing Services

For videoconferencing services, the Contractor will provide the following:

· High-definition (HD) video capability that is available through computers, mobile devices, and phone for the same proceeding.

· Video streaming capability as high as 1080 pixel / 30 frames per second.

· Optimized Scalable Video Coding (SVC).

· Unedited video recording capability of the proceeding session that includes all direct participants to the proceedings (deponent, witness, counsel, etc.).

· Videos recorded in a secure fashion with H.264 MP4 format files using 832x468 resolution and 48-bit Advanced Audio Coding (AAC) audio, stored as encrypted files using FIPS 140- 2 encryption algorithms.

· Ability to convert to video format that can be synchronized with transcripts for use in trial presentation software, such as Trial Director or Sanction.

19 Additional Service Details

19.1 Scheduling Assistance/Vendor Contact

The Contractor may be contacted by phone, email, or online scheduling form for any scheduling needs.

Additional questions or requests for assistance may be submitted by phone or email 24 hours per day, seven days a week. (See also Section 1.6, Communication Expectations)

19.2 Order Confirmation

· The contractor’s scheduling team shall send the POC a scheduling confirmation email.

· This email shall list all the information provided along with the services requested.

· The contractor’s scheduling team shall send a final email confirmation to the POC two (2) business days prior to each proceeding, to confirm that there have been no changes, that the details listed are still accurate, and that the proceeding is still moving forward as scheduled,.

· Online scheduling: when orders are placed online, the form will prompt the POC to confirm which services are needed, which will be listed on the form.

· Phone, email, or fax scheduling: the contractor’s scheduling team shall confirm if any additional services are needed.

· Once confirmed, the Contractor must place the order on the schedule and track the order.

19.3 Instructions/Training

If requested by the POC, the Contractor shall host a meeting during its business hours to answer questions and demonstrate the remote videoconference platform prior to the proceeding date, including:

· How exhibits/breakout rooms/chat/etc. work;

· Dry runs, equipment tests, and/or platform tests.

19.4 Billing/Invoicing

The Contractor shall provide an itemized bill for services provided/delivered.

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