rfb-dos-2026-15.pdf

STATE OF NEW HAMPSHIRE

Department of Safety Bureau of Hearings

RFB DOS 2026-15

REQUEST FOR BIDS

FOR:

LEGAL TRANSCRIBING SERVICES

ISSUED: 03/16/2026

BIDS DUE NO LATER THAN:

Thursday May 6, 2026

CONTENTS:

Section 1: Overview and Requirements

Section 2: Terms and Conditions Section 3: Bid Submission Instructions Section 4: Bid Response Documents

SECTION 1: OVERVIEW & REQUIREMENTS

OVERVIEW:

The term of any resulting contracts shall be for a period of approximately three years commencing upon July 1, 2026, or upon Governor & Council approval, if applicable, (whichever happens later) and ending thereafter on June 30, 2029. The State of New Hampshire shall have the right to terminate the contract at any time by giving the Contractor thirty (30) days advance written notice.

SECTION 2: TERMS & CONDITIONS

SPECIFICATIONS:

In responding to the RFB, the bidder shall address all requirements for information as outlined herein. The successful contractor must be capable of providing the State of NH, Department of Safety, with Transcribing Services without any delay or substitution. Bidder must bid on all service requirements to be considered; partial offers will not be considered.

VENDOR CERTIFICATIONS:

ALL bidders MUST be duly registered as a vendor authorized to conduct business in the State of New Hampshire.

STATE OF NEW HAMPSHIRE VENDOR APPLICATION: Bidders MUST have a completed Vendor Application and Alternate W-9 Form which MUST be on file with the NH Bureau of Purchase and Property. See the following website for information on obtaining and filing the required forms (no fee):

https://www.das.nh.gov/purchasing/vendorresources.aspx

NEW HAMPSHIRE SECRETARY OF STATE REGISTRATION: A bid award, in the form of a purchase order or contract, will ONLY be awarded to a vendor who is CURRENTLY registered to do business AND in good standing with the State of New Hampshire. Please visit the following website to find out more about the requirements for registration with the NH Secretary of State:

https://sos.nh.gov/corporation-ucc-securities/corporation/online-business-services/

VENDOR RESPONSIBILITY:

The successful vendor shall be solely responsible for meeting all terms and conditions specified in the RFB, their bid, and any resulting contract. Any subcontracted vendor shall first be approved by the State. The vendor remains wholly responsible for performance under the contract and will be considered the sole point of contact with regard to all contractual matters, including payment of any and all charges resulting from any contract.

Regardless of the vendors selected, DOS reserves the right to use any information presented in a bid response. The content of each vendor’s bid shall become public information once a contract has been awarded.

https://www.das.nh.gov/purchasing/vendorresources.aspx https://sos.nh.gov/corporation-ucc-securities/corporation/online-business-services/

LIABILITY:

The State shall not be held liable for any costs incurred by the vendor in the preparation of their proposal or for work performed prior to contract issuance.

CERTIFICATE OF INSURANCE:

Prior to performing any services for the State, vendors awarded a contract shall be required to:

• Submit proof of comprehensive general liability insurance in accordance with Section 14 of the P-37 contract. The coverage shall have appropriate riders against all claims of bodily injury, death or property damage, in amounts of not less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate.

• Certify compliance with, or exemption from, the requirements of NH RSA 281-A, Workers’ Compensation, in accordance with Section 15 of the P-37 contract.

CONTRACT TERMS AND CONDITIONS:

The form contract P-37 included herein shall be part of this bid and the basis for contract discussions.

The successful vendor and the State, following notification of award, shall promptly execute this form of contract, which is to be completed by incorporating the service requirements and price conditions established by the vendor’s offer.

BID INQUIRIES/CLARIFICATIONS:

All questions regarding this RFB contact:

Ryan N. McFarland, ESQ

(603) 271-3486 Ryan.McFarland@dos.nh.gov

Vendor Inquiry Period ends Friday May 1, 2026 Final Agency Responses to Inquiries will be by May 4, 2026

Vendor must include complete contact information including the vendor's name, telephone number and fax number and e-mail address.

ADDENDUM:

In the event it becomes necessary to add or revise any part of this bid prior to the scheduled Bid Opening/Due Date, the Department of Safety, Bureau of Hearings shall post any Addenda on the website. It is a vendor’s responsibility to access the website to ensure no bidding opportunity or addenda are overlooked which may impact this bid. The web address is The web address is https://apps.das.nh.gov/bidscontracts/bids.aspx

BID DUE DATE:

All bid submissions must be received at the Department of Safety, Bureau of Hearings no later than 2:00 PM on May 6, 2026. Submissions received after the date and time specified will be marked as late and will not be eligible for consideration in the evaluation process. There will be no exceptions to this requirement.

The Agency will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFB and the minimum substantive content and bid format set forth within this RFB. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFB requirements if it is determined to be in the best interest of the State. A bid that fails to satisfy content, format or submission requirements may be rejected without further consideration.

All offers shall remain valid for a period of one hundred and twenty (120) days from the Bid Due Date.

A vendor’s disclosure or distribution of proposals other than to Department of Safety, Bureau of Hearings will be grounds for disqualification. No more than one (1) bid per respondent should be submitted.

mailto:Ryan.McFarland@dos.nh.gov https://apps.das.nh.gov/bidscontracts/bids.aspx

BID RECEIPT AND OPENING:

In accordance with RSA 21-G:37 I and II(a), to preserve the integrity of the bidding process, a public bid opening will be held at which it shall disclose the name of the bidders which submitted timely bids and the prices offered.

AWARD CONSIDERATION:

The contract award shall be made to a Vendor meeting all terms and conditions of this RFB and providing the lowest total cost.

The State reserves the right to cancel all or any part of this RFB at any time. Cancellation of this RFB, in whole or in part, shall not bar the State from issuing an RFB for the same services or from purchasing the same services through other means. Any resulting contract(s) shall become effective on the date approved by Governor and Executive Council for the State of New Hampshire.

If necessary, the vendor agrees to submit a properly executed State agreement form P37 and provide required supporting documentation/certifications within ten (10) business days of being notified they were the lowest bidder. Any agreement(s) that may result from this RFB shall not be binding on either party until final approval.

NOTIFICATION AND AWARD OF CONTRACTS:

Department of Safety, Bureau of Hearings, shall provide written notification to a vendor who is awarded a contract relative to this RFB. Public announcements or news releases pertaining to any contract awarded shall not be made without the written permission of the Department.

Bid results will not be given by telephone. Bid results will be made public at the time of bid award which occurs upon the approval of the Governor & Council if applicaple. Bid results may be viewed on the State’s website.

INVOICING AND PAYMENT:

Invoices shall be submitted via email to the Department of Safety upon completion of service.

Payment of said invoices shall be paid in full within thirty (30) days after receipt of properly documented invoices and acceptance of the work to the State’s satisfaction.

Invoice Remit Email Address: accountspayable@dos.nh.gov

SPECIFICATIONS FOR TRANSCRIBING SERVICES:

Services:

To provide professional transcribing services for legal proceedings on behalf of the Department of Safety, Bureau of Hearings. The vendor shall provide the following transcribing services effective from July 1, 2026, or upon Governor & Council approval if applicable, (whichever happens later) through June 30, 2029. The estimated volume of pages needed to be transcribed is listed below.

The Bureau of Hearings estimated amount is 3,800 pages per fiscal year.

This figure varies and is not intended to be a guarantee of the amount of work in the future. All services must be provided within the United States.

mailto:accountspayable@dos.nh.gov

Requests:

The request for transcribing will be sent from the Bureau of Hearings by mail to the vendor in a CD format or via email in a digital format from a digital recording electronically uploaded onto the vendors secure website. The transcript is expected to be completed and returned to the Division within three (3) weeks from the date of the vendor receiving the recording. The CD shall be returned to the appropriate Division with the transcript. No additional fee is to be charged for the mailing or delivery of the transcript to the Department of Safety.

The vendor shall not accept a request to prepare a transcript in any form from any other party without written approval by the Department of Safety, Bureau of Hearings. Pursuant to RSA 541-A:31,VII, a party may request in writing a transcript of the hearing, but shall first pay all reasonable costs for such transcription, as specified in administrative rule, Saf-C 203.14(b). Saf-C 203.14(b) (8) requires prepayment to the Department of Safety for a certified typed transcript of hearing, $3.75 per page and $1.00 per page for the copy payable to the Department of Safety. The prepared original transcript by the vendor shall be mailed to the person, agency, business at the address provided to the Hearings Bureau and the Hearings Bureau will be sent a copy. No additional fee is to be charged to the Department of Safety for the mailing or delivery of the transcript to another location.

Format of the Transcript:

The transcript must be produced using the following guidelines:

• Size: the paper size is to be 8 ½ x 11 inches.

• Color: white paper is to be used.

• Ink Color: Black is to be used.

• Type Size: The letter character size is to be 10 to 12 letters per inch, in Font Times New Roman or Arial. This provides approximately 63 characters to each line. Type should be letter quality.

• Numbers of Lines per Page: Each page of transcription is to contain between 23 and 25 lines of text. Each line is to be numbered. The last page may contain fewer lines if it is less than a full page of transcription. Page numbers or notations cannot be considered as part of the count of text lines.

• Margins: Typing is to begin on each page at the 1-1/2 inch left margin and continue to the ½ inch right margin.

• Spacing: Lines of transcript text are to be double-spaced.

• Each page of transcription is to bear numbers indicating line of transcription on the page.

• Numbering: The pages of the transcript are to be numbered in a single series of consecutive numbers for each proceeding. The page number should be placed at the top right corner of the page flush with the right margin above the first line of transcription. The page number shall not count as a line of transcript.

Content:

• Verbal: The transcript shall contain all words and other verbal expressions uttered during the course of the proceeding.

• Striking of portions of the proceeding: No portion of the proceeding shall be omitted from the record by an order to strike. The material ordered stricken, as well as the order to strike, must all appear in the transcript.

• Punctuation and Spelling: Punctuation and spelling shall be appropriate standard usage.

• Interruptions of Speech and Simultaneous Discussions: Interruptions of speech shall be denoted by the use of a dash at the point of interruption, and again at the point the speaker resumes speaking.

• Cover: The transcriptionist is to cover at no extra charge the original transcript with front and back covers of good quality sulphite paper and heavy weight transparent plastic or similar material as the Division approves.

Certification:

The transcriptionist is to authenticate the original transcript with a certificate on the last page. No additional fee is to be charged for the authentication and certification. The certification is to appear on the last page of each transcript.

SECTION 3: BID SUBMISSION INSTRUCTIONS

INSTRUCTIONS:

All vendors must summarize their prices in Section 4.

All vendors must have a certificate of good standing from NH Secretary of State, a certificate of authority/vote and a certificate of lability insurance.

All vendors must be registered as an NH vendor with a NH vendor identification number.

Once the bidder is selected, the contract will go to the Governor and Council if applicable for final approval to award the contract.

BID SUBMISSION:

Vendors shall submit their bid in its entirety via hand-delivery, mail (address below), or electronically to:

doscontracts@dos.nh.gov

NH Department of Safety Attn: Contracts and Procurement 33 Hazen Drive Concord, NH 03305

Responses shall be marked as:

State of New Hampshire RFB DOS 2026-15

Due Date: May 6, 2026 @ 2:00 PM mailto:doscontracts@dos.nh.gov

SECTION 4: BID RESPONSE DOCUMENTS

The undersigned bidder hereby agrees to furnish transcribing services in compliance with all the requirements of this bid invitation at the following prices for the term of the contract. The prices indicated should be government /or educationally discounted prices.

QUALIFICATION OF CONTRACTORS:

The contractor shall provide at least 2 clients currently being serviced and that the clients listed demonstrate successful services for the makes and types of services listed within this bid.

Client Name____________________, Contact Person____________________

Phone # ___________________

The bidder hereby offers Transcription Services for the Department of Safety Bureau of Hearings.

The contractor shall provide at least 2 clients currently being serviced and that the clients listed demonstrate successful services for the makes and types of services listed within this bid.

Fiscal Year 2027

July 1, 2026-June 30, 2027 Fiscal Year 2027

July 1, 2027-June 30, 2028 Fiscal Year 2028

July 1, 2028-June 30, 2029 Cost per page for Certified Original:

Cost per page for Certified Copy:

BIDDER CONTACT INFORMATION:

VENDOR NAME:

VENDOR ADDRESS:

CONTACT NAME:

CONTACT EMAIL:

TEL. #_______________________________________

FAX#________________________________________

EMERGENCY RESPONSE # ________________________________________

REMIT ADDRESS:

REMIT CITY, STATE ZIP:

Signed:________________________________________________ Date:___________________________

Printed Name:__________________________________________ Title:___________________________