Q&A.pdf
PDF 26 KB Posted
- Attached to
- DVS – Court Reporting Services
- Solicitation number
- QQ-129870
- Issued by
- Richmond City, Roanoke City, Virginia
About this file
This Q&A document supports an unsealed Invitation for Bid (IFB) issued by the Virginia Department of Veterans Services (DVS) to establish a term contract for court reporting services. The contract covers both in-person and virtual hearing appearances, with production of accurate and timely transcripts required as deliverables. DVS has conducted approximately 10-15 hearings over the past 12 months, with expectations for increased hearing volume in the upcoming year. The majority of hearings have been virtual, averaging 1 hour and 20 minutes in length. Scheduling requests are typically provided 2-4 weeks in advance via email or phone, with standard delivery expected within 7-10 business days, though bidders may propose expedited pricing if desired. A standard digital PDF transcript is required for every hearing at no additional cost to DVS, though bidders may submit optional pricing for paper copies.
Pricing shall be based on actual page counts and appearance fees with no minimum or maximum charges imposed. First-year prices are firm for the full initial contract term, with any renewal price increases limited to the Bureau of Labor Statistics pricing index for the applicable category. The contract covers all types of hearings DVS may require, including administrative and regulatory hearings. No incumbent contractor exists for these services. Exhibits, word indexes, and condensed transcripts are not required—only standard transcripts are expected. Multi-day hearings are not typical, though appearance fees may be charged per day should they occur in the future.
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Other files
| File | Type | Posted |
|---|---|---|
| Approval to post.pdf | ||
| uIFB - DVS Court Reporting Services.pdf |
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Text version
Q&A
1. Who is the incumbent? We do not have an existing contract for these services.
2. What is the contract number? N/A
3. What is the contract value? N/A
4. Can DVS provide estimated annual volumes? This would include the number of in-person and virtual hearings, average hearing length, and average transcript page count. We have had approximately 10-15 hearings in the last 12 months. We expect an increase in number of hearings in the next year. Most hearings have been virtual, lasting an average of 1 hour, 20-40 pages for each hearing on average.
5. What types of hearings are covered? While we have primarily had administrative/regulatory hearings in the past, this contract could provide services for any type of hearing that DVS requires.
6. What is the typical scheduling notice, and how will requests be placed? 2-4 weeks in advance, via email or phone.
7. Are exhibits, word indexes, or condensed transcripts expected? If so, how should they be priced? No, a standard transcript.
8. Section C says delivery is within 10 business days “unless otherwise requested by DVS.”
Will DVS ever request expedited or daily delivery? If so, may bidders propose an expedited per-page rate, since none appears on the pricing schedule? You may certainly submit expedited pricing, if desired. We have never, to my knowledge, requested same-day or next-day delivery. 7-10 days is standard.
9. How long do hearing typically last? An average of 1 hour
10. Will DVS order a transcript for every hearing, or only some? A digital PDF transcript is required for every hearing, at no additional cost. We typically have not ordered paper copies, but you may submit pricing for that if desired.
11. Is the appearance fee charged per hearing or per day? We have not typically had multi day hearings. If we did, this fee may be charged per day.
12. Is there a minimum charge per transcript? No, the page count and appearance fee shall be paid in actual amounts, with no minimums or maximums.
13. Are first-year prices firm for the full initial term? Yes, pricing may be evaluated at renewal next year, but increases must not exceed the Bureau of Labor Statistics pricing index for this category.
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