Renewal_Contract_CTR028530_-_Veritext.pdf

Renewal (v.4.25) – approved 4.23.25

CONTRACT # CTR028530

Ohio Department of Developmental Disabilities

PERSONAL SERVICE CONTRACT RENEWAL

The Original Contract #2465 was entered into between the Ohio Department of Developmental Disabilities (Agency), on behalf of the following:

Developmental Center / Central Office Division:

Legal & Oversight

Address (Street, City, State, Zip) 30 East Broad Street, 12th floor Columbus, Ohio 43215

And

Contractor’s Name:

Veritext LLC.

Address (Street, City, State, Zip) 290 West Mt. Pleasant Ave, Sute 3200 Livingston, NJ 07039

OAKS Supplier ID:

150928-7

Type of Service:

Court Reporting - Renewal

SECTION B. TERM

1. The work described in this contract renewal shall commence on July 1, 2025. All activities under this contract renewal shall be completed not later than June 30, 2027, upon which this contract renewal shall expire unless terminated prior thereto pursuant to section G. of the original contract.

In the event that the work hereunder is to be done in separate phases, each phase shall be completed within the time prescribed in Appendix I. Work shall not begin until the Agency receives an Office of Budget and Management (OBM) approved Purchase Order.

SECTION C. COMPENSATION

1. In consideration of the promises of the Contractor herein, the Agency agrees to pay Contractor at the rates set forth in Appendix I on a reimbursement basis upon the Agency’s receipt and approval of proper invoices. Contractor shall not be compensated for services except as expressly set forth herein. The total compensation to be paid to the Contractor under this renewal Contract shall not exceed ninety-eight thousand dollars and zero cents ($98,000.00).

2. Contractor shall be solely responsible for all office, business, and personnel expenses associated with the performance of this Contract.

3. If “travel expenses” as defined by Ohio Administrative Code Section 126-1-02, are within the

Scope of Work in Appendix I, Contractor shall only be reimbursed for those permissible travel expenses in accordance with the provisions of Ohio Administrative Code Section 126-1-02, in effect at the time Contractor renders the services.

4. Contractor shall be required to submit proper invoices that are itemized and contain all of the following:

a. An itemization of the services performed, the material supplied, and/or labor furnished as described in Appendix I.

b. Date(s) of the rendering of the services.

c. The sum due pursuant to the invoice for compensation owed under the Contract.

d. Invoice date and invoice number.

e. Contractor’s name and remit to address; and

f. “Bill to” must list the Agency’s name and address.

The adequacy and sufficiency of such invoices shall be determined solely by the Agency. If the Agency determines that an invoice is inadequate or insufficient or determines that further documentation or clarification is required for a particular invoice, the burden of providing the required information or documentation is on Contractor. Costs incurred by Contractor associated with providing the required additional information or documentation or related to defending an inadequate or insufficient invoice shall not be charged to the Agency and are not considered an allowable expense under the Contract.

5. Contractor shall submit invoice(s) and supporting documentation, if applicable, to the Agency via email at Accts.Payable@dodd.ohio.gov. The subject of the email should contain the Contractor’s Name, Invoice Number, and Invoice Date. All invoices must be submitted to the Agency no later than November 1st immediately after the close of the fiscal year in which services are provided.

6. Agency shall pay Contractor within thirty (30) days of receipt of an approved invoice.

SECTION D. STATEMENT OF WORK

1. In continuation of the original contract, the Contractor shall undertake and complete the work and activities set forth in Appendix I: Scope of Work of this renewal contract, which is attached hereto, made a part hereof, and incorporated herein by reference as if fully rewritten herein. Contractor shall consult with personnel of the Agency and with other appropriate persons, agencies, or instrumentalities as necessary to ensure a complete understanding of the work and satisfactory completion thereof.

SECTION U. SIGNATURES

The Agency will accept either 1) a wet signature or 2) an electronic signature using OneSpan.

To execute the contract with a wet signature, Contractor may print the Contract, sign the contract, and scan the agreement and email it back to DDDProcurement@dodd.ohio.gov.

To execute the Contract electronically, using the electronic signature solution, OneSpan, Contractor shall inform DODD of its intent to sign the Contract electronically. DODD will then transmit Contractor to the signatory who may complete and sign the document(s) as required using OneSpan. The signatory will receive a notification via email from OneSpan when a copy of the fully executed Contract is available for download.

DODD will not accept electronic signatures using any other electronic solution unless specific approval is obtained from DODD prior to signing the Contract.

All other terms and conditions of the original contract remain in force as originally agreed upon.

mailto:Accts.Payable@dodd.ohio.gov mailto:DMRProcurement@dodd.ohio.gov

IN WITNESS WHEREOF, the parties hereto have caused this renewal to be executed by their duly authorized officers, this effective as of date listed above.

Veritext LLC Ohio Department of Developmental Disabilities Nick Rennillo, Regional Vice President Kimberly Hauck, Director

By: _ By:

Date: _ Date:

Ohio Department of Developmental Disabilities Brad Singer, Deputy Director

By:

Date:

Appendix I Scope of Work

Scope of Work / Deliverables:

Contractor shall provide court reporters to provide stenographic court reporting and electronic/digital court reporting. Proposers and their subcontractors are required to maintain a certification for the technology they are providing and utilizing under an awarded contract. The purpose for these specifications is to secure the services of qualified, certified/registered electronic/digital court reporters and/or stenographers capable of producing reliable, high quality accurate transcripts of hearings and proceedings conducted by DODD.

The Contractor must provide reporters that will be available for the agency each and every business day (i.e. weekdays excluding state holidays) at such time and place as the Agency, or its hearing examiner, shall determine. Hearings may be held virtually via Microsoft Teams. The Contractor will make reporters available on a normal notice of three (3) to five (5) business days. The Contractor’s reporters must also be available, on occasion, on short notice, possibly as little as one day. Scheduled hearings may be canceled and rescheduled by the Agency with advance notice to the Contractor of twenty-four (24) hours or more before the scheduled hearing.

Transcript Requirements

1. The following general guidelines shall be followed when preparing transcripts:

• No fewer than twenty-five typed lines on standard eight and one-half inch by eleven-inch paper.

• The use of all caps is prohibited.

• No fewer than ten characters to the typed inch.

• Left-hand margin to be set at no more than one and three-quarters of an inch.

• Right-hand margin to be set at no more than three-eighths of an inch.

• Each question and answer to begin on a separate line.

• Each question and answer to begin no more than five (5) spaces from the left-hand margin, with no more than five (5) spaces from the Q and A to the text.

• Carry-over Q and A lines begin at the left-hand margin.

2. For stenography, all hearings or proceedings will be recorded by the Contractor’s own qualified, registered professional reporters and/or subcontractors by means of mechanical or computerized stenographic or stenotype process. Audio and videotapes of hearings or proceedings will not be acceptable without prior written authorization of DODD. The use of a "closed microphone" or "steno-mask" system will not be acceptable.

3. For digital recording the contractor shall provide all equipment necessary to produce an accurate electronic or digital recording for all hearings and proceedings. This includes multiple channel recording equipment and the ability to “playback” any recording for immediate review during a hearing or proceeding. The contractor shall provide all equipment setup in less than 30 minutes and equipment removal in less than 30 minutes. The use of a "closed microphone" or "steno-mask" system will not be acceptable.

4. The Contractor will, upon the DODD’s request, transcribe any audio tapes obtained by the Agency at hearings conducted without a qualified court reporter or contractor, including transcribing tapes from any recording media. Transcript pages of audiotapes are to be charged on a per transcript page basis only, without a reporter hourly charge being included. The transcription of such audiotapes will be prepared and delivered under the terms of preparation and delivery provided in the agency purchase order.

5. All condensed transcripts (i.e., 4 pages of transcription on one page) must come with a word index which includes all words used in the transcription, with the exception of words such as “and” or “the”.

6. Upon request, the Contractor shall provide DODD with transcripts on compact disks (CD’s) compatible with Windows or Macintosh and translated into MS Word, PDF file or if not available, ASCII format.

7. Upon request, the contractor shall scan hard copy exhibits to an electronic format and copy to a CD.

8. Upon request, the Contractor shall provide the DODD with video conferencing setup and equipment rental.

9. Special Requirements: At the discretion of DODD, the purchase may require specific requirements for the preparation and delivery of the hearing transcripts. Such special requirements may include, but are not limited to the General Requirements, establishing a delivery due date, establishing protocols for the handling of exhibits, and transcript format.

10. Transcript Copies: The Contractor should expect payment for the original transcript. Thereafter, DODD shall have the option of making additional copies of the transcripts as required for their use.

Additional transcript copies shall also be made available from the Contractor at a per page rate.

11. Document Retention: The Contractor will maintain the hearing record notes, stenotype tapes, electronic and digital tapes, recordings and other pertinent transcription source documents for a period of not less than five (5) years following the recording of any hearing or proceeding. The Contactor will make transcript source documents available to DODD or its hearing examiner, upon request.

12. Transcript Delivery: Under the “standard” timeline for delivery, the Contractor shall prepare and deliver a proper transcription of professional quality within fifteen (15) business days following the recording of each hearing or proceeding

a. When requested by DODD, the Contractor must provide transcripts on an “expedited” basis within ten (10) business days following the recording of any hearing or proceeding.

b. When requested by DODD, the Contractor must provide transcripts on a "special delivery" basis within five (5) business days following the recording of any hearing or proceeding.

c. When requested by DODD, the Contractor must provide transcripts on an "emergency" basis within two (2) business days following the recording of any hearing or proceeding.

Travel Expenses: Any travel or per diem required by the Contractor to carry out its obligations under the Contract will be at the Contractor’s expense. Regardless of the hearing site, mileage or other travel expenses will not be paid by DODD.

Dates of Services / Timeframes:

The term of this renewal contract spans the fiscal year(s) 2026 and 2027. Fiscal year 2026 (FY 26) is July 1, 2025 - June 30, 2026. Fiscal year 2027 (FY27) is July 1, 2026 - June 30, 2027.

Budget / Rates:

The Contractor shall submit invoices identifying the services provided during the billing period and will include a breakdown of costs based on the services / deliverables listed below and provide a total cost for the invoice.

The agreed upon rates for services under both years (2026 & 2027) this contract are listed below.

Services / Deliverables Cost Unit Proposed Cost

Charge Per Reporter Hour Per Hour $65 with transcript order $75 without transcript order

Minimum Charge (if any) Per Appearance Per Appearance $130 with transcript order $150 without transcript order

Minimum Charge (if any) Per Appearance for Video Conference Practice Session

Per Appearance $0

Late Notification of Cancellation of Appearance (less than 24 hours)

Per Occurrence $150.00

Charge Per Transcript Page (Regular Delivery) Per Page $5.00 Charge Per Transcript Page (Expedited Delivery) Per Page $6.00 Charge Per Transcript Page (Special Delivery) Per Page $8.00 Charge Per Transcript Page (Emergency Delivery) Per Page $9.50 Charge Per Transcript Page for Additional Copies Requested

Per Page $1.00

Charge Per Transcript Page from Audio Tapes Per Page $7.00 Charge for Exhibits Scanned to an Electronic File Format and Provided on a CD

Per Page $0.40

Video Conferencing Setup and Equipment Rental Per Hearing $139.00