Memo to Current Approved Court Transcribers and Potential Applicants 7.22.2.docx

Massachusetts Trial Court Office of Court Management

BD-19-1107-1107T-SUP01-34634

REQUEST FOR PROVIDERS (RFP) APPROVED COURT TRANSCRIBERS

Ref: BD-17-1107-1107T-SUP01-11433

To: Approved Vendors via BD 17-1107-1107T-SUP01-11433;

Approved Vendors via BD-19-1107-1107T-SUP01-34634;

Applicants Submitting to Current Open Enrollment Period

The purpose of the 2024 ACT memo is to:

1. AMENDMENTS. Communicate changes to the RFP document posted to COMMBUYS as RFP ACT 4th Amended RFP Jan 2023 Ref BD-17-1107-1107T-SUP01-11433.doc Changes to the 2nd Amended RFP are reflected in the document titled RFP ACT 3rd Amended RFP Jan 2022 Ref BD-17-1107-1107T-SUP01-11433.doc using red text within the document.

Changes to the 3rd Amended RFP are reflected in the document titled RFP ACT 4th Amended RFP Jan 2023 Ref BD-17-1107-1107T-SUP01-11433.doc using blue text within the document.

4th Amended RFP is the most current document. Please note, any individual or firm CURRENTLY on the Trial Court’s List of Approved Court Transcribers DO NOT have to apply to this RFP or submit renewal documents.

2. MID-TERM ENROLLMENT. Announce the current open enrollment period to allow submissions for individuals or firms to be added to the Approved Court Transcriber List as outlined in Section 6.0 Anticipated Duration of List, Subsection D.) Mid-Term Applications of BD-17-1107-1107T-SUP01-11433:

Mid-Term Applications. In its sole discretion, the OCM may conduct a second open enrollment period such that the OCM may accept applications twice per calendar year. There is no guarantee the OCM will have more than one (1) open enrollment period per calendar year. Applications submitted during any mid-term open enrollment period that adhere to the terms of the Approved Court Transcriber procurement process will be added to the list of approved court transcribers on, or around, the first business day in January. Mid-term applicants added to the list of approved court transcribers will execute a contract for an initial contract term of one year and a half year (1.5). At the conclusion of the initial term, mid-term applicants will be subject to the same Renewal Option, Total Maximum Contract Duration, and all other requirements and processes set forth in this RFP. Mid-term applicants are subject to the same terms and conditions as applicants who apply during the annual open enrollment period.

Relevant Dates for July 2024 Mid-Term Applications*:

*The OCM reserves the right to amend or delay any of the dates or times reflected above, as well as any other timeframes or deadlines referenced throughout this solicitation, if such a change is in the best interests of the OCM.

IMPORTANT NOTES:

· If you are currently an Approved Court Transcriber on the current list no action is necessary.

· Any Applicant added to the Approved Court Transcriber List subsequent to the original list (2017) may remain on the list only through the total maximum contract duration applicable to the original RFP.

· All prior RFP Amendments will remain on Commbuys, however RFP ACT 4th Amended RFP Jan 2023 Ref BD-17-1107-1107T-SUP01-11433.doc is the relevant document.

· The Trial Court will compile all questions submitted within the Q&A period and respond to relevant questions via one document uploaded to Commbuys.

· Previous open enrollment Q&A will remain on Commbuys to aid in addressing potential questions.

· All submissions must be uploaded via Commbuys. Paper or emailed submissions will not be accepted.

· Updated Standard Contract Form, Commonwealth Terms and Conditions Form, EFT Form, and W9 Form published to Commbuys for new applicants and Approved Court Transcribers subject to renewal options

· Commonwealth Terms and Conditions Form no longer requires a signature and has been removed from the Mandatory RFP Forms list, however vendors should still review and be familiar with this document, which will be incorporated into the Standard Contract Form.

· Applicants who are determined by the OTS to be Qualified Vendors will be provided a Sample Courtroom Audio Recording along with expectations and instructions concerning preparing and submitting a Sample Transcript.

Thank You, Office of Court Management Massachusetts Trial Court