How to Acquire Services Guide - 2024.docx

Quick Guide

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

Court Reporter Services and Transcription Services Contract # 505ENT-O22-COURTREPORT-XX

RFB #28348-HK

Contract Term

Scope Authorized User’s (AU’s) may request services for:

· Lot 1- Court Reporting and Transcription Services (Court Reporter records proceeding and transcribes their notes upon request)

· Lot 2- Transcription Services Only (Authorized User provides a record, such as audio recordings or video recordings, for the transcriptionist to create a transcription)

Miscellaneous Services Various vendors have elected to provide bilingual transcription, audio/video tape proceedings, and more. Miscellaneous services differ by vendor.

Please refer to the tabs with the vendors names in the Vendor Info attachment to view miscellaneous services (Section I for Lot 1, and Section G for Lot 2).

NOTE: If none of the awarded vendors for that county provide the miscellaneous service but another awarded vendor does, you may use them if the agreed upon rate is no higher than their highest rate charged for a county.

Contract Manager Kristina Harris DOA – State Bureau of Procurement 101 E. Wilson Street, 6th Floor Madison, WI 53703 Kristina.harris@wisconsin.gov 608-266-2313

Vendors’ contact information is provided in the Vendor Info attachment, Vendor Contact Info tab.

How to Acquire Services

Step 1: Determine the Appropriate Lot and County Lot 1- Court Reporting and Transcription Services On-site: Select the county where vendor will be providing services.

Remote: Select the county where your agency headquarters is located.

Lot 2- Transcription Services Only Select the county in which the transcript is being mailed.

Step 2: Identify the Awarded Vendors by County Please refer to the Awards tab in the Vendor Info attachment for a list of the awarded vendors by Lot and county.

Step 3: Select a Vendor Please refer to the tabs with the vendor’s names in the Vendor Info attachment for rates.

Email a Request for Services (RFS) form to the desired vendor(s). AU’s may request services from one (1) vendor or solicit quotes from multiple vendors to facilitate competitive rates. Refer to the Vendor Contact Info tab in the Vendor Info attachment for the email addresses.

NOTE: If none of the awarded vendors for that county can provide the service, you may request services from any vendor.

Step 4: Place an Order The AU and vendor must mutually agree upon the services provided and rates before work commences. AU’s are responsible for placing their order with the vendor and verifying that they are receiving the agreed upon billing rates.

Rates shall not exceed what’s listed in the Vendor Info attachment; however, a lower rate may be negotiated between the AU and vendor. In such case, that rate shall remain firm for the entire engagement.

Additional personnel duties may be added during the duration of the engagement if the AU and vendor mutually agree upon such duties in writing prior to the start of new duties.

How to Use Contract for Convenience

If job duties relate to court reporting and transcription services, the requested assignment may be considered within the scope of this contract and can be used for convenience if the agency’s annual spend is within best judgment range.

In such case, the county selected to determine the awarded vendors should be based on where your agency headquarters is located.

NOTE: Contract cannot be used for convenience if services are provided on a mandatory state contract.

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