RFP# 202606108 - Court Reporting Transcription Services for Special Education Due Process Hearings 2026_Final.docx

STATE OF MAINE

Department of Education Office of Special Services and Inclusive Education Dispute Resolution

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

RFP Coordinator

Submitted Questions Due Date

Monday, August 3, 2026 no later than 4:00 p.m., local time

no later than 4:00 p.m., local time

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. CONTRACT TERM

D. NUMBER OF AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

A. CONTRACT DOCUMENT

B. STANDARD STATE CONTRACT PROVISIONS

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – TECHNICAL ASSESSMENT FORM

APPENDIX F – PROPOSED SERVICES FORM

APPENDIX G – COST PROPOSAL FORM

PUBLIC NOTICE

State of Maine Department of Education

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

The State of Maine is seeking proposals to provide verbatim written and verbatim electronic transcripts as well as audio/digital recordings of Special Education administrative pre-hearings and hearings conducted across the State of Maine.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, Monday, August 17, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

State of Maine Department of Education Office of Special Services and Inclusive Education Dispute Resolution

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

PART I INTRODUCTION

A. Purpose and Background

The Maine Department of Education (DOE), Office of Special Services and Inclusive Education (OSSIE) is seeking proposals to provide court reporting/transcription services as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the awarded Bidder (contractor) will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the awarded Bidder.

The services are conducted pursuant to Maine Administrative Procedures Act and applicable State and Federal laws and regulations, including but not limited to the Individuals with Disabilities Act of 2004 [IDEA], IDEA Regulations, and Maine Unified Special Education Regulations [MUSER, Chapter 101]Maine Unified Special Education Regulations [MUSER, Chapter 101].

Pursuant to [34 CFR 300.512] any party to a due process hearing (including a hearing relating to disciplinary procedures) has the right to obtain a written or at their option, electronic word-for-word recording of the hearing, and obtain written, or at their option, electronic findings of fact and decisions.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals must follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the awarded Bidder’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all records and documents regarding this RFP, including bid submissions, will be public records, available for public inspection pursuant to 5 M.R.S. §1825 B (6 &15) and the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including all records, documents, supporting documents, and bid submissions, are public records unless otherwise excepted by statute (Id).

8. Subject to the above and pursuant to applicable law, in the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. ACCESSIBILITY: All IT applications are required to comply with the Digital Accessibility Policy. In addition, all IT applications and content delivered through web browsers are required to comply with the State Web Standards.

11. STATE IT POLICIES: All IT products and services delivered as part of this Agreement shall conform to the State IT policies, standards, and procedures effective at the time this RFP is published.

12. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

13. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Contract Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated contract period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with the RFP and the contracting process. The actual contract start date will be established by a completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Department may opt to renew the contract for two (2) renewal periods, as shown in the table below, and subject to continued availability of funding and satisfactory performance.

The term of the anticipated contract, resulting from the RFP, is defined as follows:

D. Number of Awards

The Department anticipates making one (1) award as a result of this RFP process.

PART II SCOPE OF SERVICES TO BE PROVIDED

A. Services Required The court reporting/transcription services of special education administrative pre-hearings and hearings (also referred to as Due Process Complaints in federal regulations) will require:

1. In-person and virtual attendance and reporting services at due process hearings in court houses and other accessible facilities throughout the State of Maine as well as transcription services for these hearings,

2. Reporting services (either of teleconference or as in-person reporting services) at due process pre-hearings, or hearings at the hearing officer’s election, and

3. The awarded bidder will attend and record, using their own recording equipment, due process pre- hearings or hearings. Supplementary notes must be taken to identify speakers and other non-audio events. Both recording only and live transcription are acceptable.

B. Awarded Bidder Availability Services will be provided upon request from the Maine DOE to the awarded bidder. Services will be held Monday-Friday during the hours of 7:30am-5pm. Normally requests are issued with at least five [5] business days prior notice. Although, on rare occasions, notice may be only twenty-four [24] hours.

The awarded bidder shall confirm their in-person or virtual appearance 1-2 business days prior to the scheduled start of the hearing, with the Maine DOE contact person responsible for proceedings. In the event that the awarded bidder is unable to provide services on a date previously scheduled and confirmed due to circumstances beyond their control, a replacement of equal skill and experience shall be secured by the awarded bidder and the Maine DOE contact person shall be notified prior to the scheduled hearing.

C. Format of Deliverables

1. Within 21 calendar days of the last day of each proceeding the awarded bidder will deliver a copy of each high-quality verbatim transcript in the following formats:

a. hard copy of a full page 8 ½ x 11 inches (industry standard) with word index,

b. hard copy for four imprints on a single 8 ½ x 11 page with word index,

c. electronic, searchable copy in PDF format of each of the formats described above, and

d. upon request, an audio/digital recording of the pre-hearing and hearing.

2. Digital files will be required to be transmitted following the State of Maine Office of Information Technology (OIT) Data Exchange Policy.

3. Shipping of both hard copies will be paid for by the awarded bidder.

D. Confidentiality and Privacy Upon delivery Maine DOE shall own all rights to the transcripts including rights to duplicate and distribute the transcript. Strict confidentiality and security will be maintained for all Maine DOE materials, especially those pertaining to students. This includes but is not limited to recordings, transcripts, and work areas. The awarded bidder in all respects comply with the provisions of FERPA and applicable state law, including but not limited to: Maine Public Law, Title 10, Chapter 210-B (Notice of Risk to Personal Data Act), The Federal Educational Rights and Privacy Act (“FERPA”) at 20 U.S.C. §1232g et. seq. (34 CFR Part 99), Children’s Online Privacy Protection Act (“COPPA”), 15 U.S.C. §§6501-6506; Protection of Pupil Rights Amendment (“PPRA”) 20 U.S.C. §1232h et. seq.; and Individuals with Disabilities Education Act (“IDEA”) 20 U.S.C. § 1400 et. seq. (34 CFR Part 300), Maine’s dissemination of student records law 20-A M.R.S. §6001; Maine Student Information Privacy Act 20-A M.R.S. §951 et. seq. (“MSIPA”); and Maine Unified Special Education Regulations (“MUSER”) Maine Department of Education Rule Ch. 101. For the purposes of the RFP, FERPA includes all requirements of 20 U.S.C. § 1232g and 34 CFR Part 99 and any amendments thereto. Nothing in the resulting Agreement may be construed to allow either party to maintain, use, disclose, or share student information in a manner not allowed under FERPA. The awarded bidder will destroy all personally identifiable information (PII), including any archival/backup copies, obtained pursuant to assignment requests when it is no longer needed. Under no circumstances shall the awarded bidder maintain data received from Maine DOE beyond the time period reasonably needed to complete the purpose of the service requests, and in no case beyond the termination date of the anticipated contract. Any destruction of the referenced data must be witnessed by one other person who can later attest that a complete destruction of the data occurred. The awarded bidder will be required to submit a letter to Maine DOE within 30 days of the termination of the contract attesting to the destruction of any PII. Any use of artificial intelligence (AI) must comply with the State of Maine’s Generative Artificial Intelligence (GenAI) policy.

E. Travel Expenses for In-Person Service All travel expenses are reimbursed in accordance with the state’s policies and procedures. For further information, please review State of Maine travel procedures: https://www.maine.gov/osc/travel/travel-policies-procedures.

1. Mileage is reimbursed at the state’s rate at the time of travel (currently $0.56 per mile).

2. Lodging is reimbursed only if the distance is more than 100 miles one way from either the closer of the awarded Bidder’s residency or the awarded Bidder’s official headquarters. The rate of reimbursement is the lesser of either the actual cost or the state rates which are set by the US GSA Per diem.

3. Meals are not reimbursed unless lodging for an overnight stay is required. When this occurs, dinner the night before and breakfast the day of the hearing will be reimbursed. Costs are not to exceed state rates which are set by the US GSA Per diem. Itemized receipts will be required for reimbursement.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

The Office of State Procurement Services Vendor Self Service System website is found at the link below: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

C. Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

· And all required information and attachments stated in PART IV, Section II.

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix E (Technical Assessment Form)

· Appendix F (Proposed Services Form)

· And all required information and attachments stated in PART IV, Section III.

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix G (Cost Proposal Form)

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. To do this, Bidders will be required to present a statement of qualifications that describes the court reporter/stenographer:

a. has experience reporting and transcribing court trials or other comparable experience;

b. is capable of translating, editing and producing technically accurate transcripts consistent with established standards of accuracy;

c. is knowledgeable of court practices and procedures;

d. is dedicated to achieving and maintaining a high level of professionalism;

e. is proficient in the English language, legal terminology, transcript preparation, and professional responsibility; and

f. has successfully completed training from an NCRA-Approved Court Reporting Program;

g. (Optional) attach documents such as (but not limited to) a resume, writing samples, or certificate of training completion.

Additionally, Bidders must include three (3) examples of projects which demonstrate their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of organizational capacity and qualifications for any subcontractors to be used. If no subcontractors will be used, indicate as such on the form.

3. Organizational Chart Bidders must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

4. Litigation Bidders must attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

5. Certificate of Insurance Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

Section III Proposed Services (File #3)

1. Technical Assessment Bidders must complete Appendix E (Technical Assessment Form) to describe the Bidder’s capability to meet the stated requirements and policies identified in this RFP.

2. Services to be Provided Bidders must complete Appendix F (Proposed Services Form) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

Section IV Cost Proposal (File #4)

1. Cost Proposal Form Bidders must complete Appendix G (Cost Proposal Form).

2. General Instructions

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

b. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: For proposals that demonstrate meeting the eligibility requirements in Section I, if applicable, the evaluation team will use a consensus approach to evaluate and score Sections II & III above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections. Section IV, the Cost Proposal, will be scored as described below.

3. Scoring the Cost Proposal: The total cost proposed for conducting all the functions specified in the RFP will be assigned a score according to a mathematical formula. The lowest bid will be awarded 30 points. Proposals with higher bid values will be awarded proportionately fewer points calculated in comparison with the lowest bid.

The scoring formula is:

(Lowest submitted cost proposal / Cost of proposal being scored) x 30 = pro-rated score

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the awarded Bidder(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with an awarded Bidder who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within fifteen (15) calendar days of receipt of notification of conditional contract award.

PART VI CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

2. The awarded Bidder will be required to execute an IT Service Contract (IT-SC) with Confidentiality and Non-Disclosure Agreement (NDA) including appropriate riders as determined by the issuing department. Bidders shall carefully review the IT-SC.

All exceptions will be negotiated between the awarded Bidder(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services’ website at the following link: Office of .

3. Allocation of funds is final upon successful negotiation and execution of the contract, subject to the review and approval of the State Procurement Review Committee. Contracts are not considered fully executed and valid until approved by the State Procurement Review Committee and funds are encumbered. No contract will be approved based on an RFP which has an effective date less than fourteen (14) calendar days after award notification to Bidders. (Referenced in the regulations of the Department of Administrative and Financial Services, Chapter 110, § 3(B)(i).)

This provision means that a contract cannot be effective until at least fourteen (14) calendar days after award notification.

4. The State recognizes that the actual contract effective date depends upon completion of the RFP process, date of formal award notification, length of contract negotiation, and preparation and approval by the State Procurement Review Committee. Any appeals to the Department’s award decision(s) may further postpone the actual contract effective date, depending upon the outcome. The contract effective date listed in the RFP may need to be adjusted, if necessary, to comply with mandated requirements.

5. In providing services and performing under the contract, the awarded Bidder must act as an independent contractor and not as an agent of the State of Maine.

B. Standard State Contract Provisions

1. Contract Administration Following the award, a Contract Administrator from the Department will be appointed to assist with the development and administration of the contract and to act as administrator during the entire contract period. Department staff will be available after the award to consult with the awarded Bidder in the finalization of the contract.

2. Payments and Other Provisions The State anticipates paying the awarded Bidder on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. Invoices may not contain Protected Personal Identifiable Information (PII) such as, but not limited to, student names. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from the RFP.

PART VII LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Technical Assessment Form

Appendix F – Proposed Services Form

Appendix G – Cost Proposal Form

APPENDIX A

Department of Education

PROPOSAL COVER PAGE

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

· This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

· The above-named organization is the legal entity entering into the resulting contract with the Department if they are awarded the contract.

· The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Education

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202606108

Court Reporting/Transcription Services

Bidder Name:

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or contract.

ii. Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification.

d. Have not within a three (3) year period preceding this proposal had one or more federal, state, or local government transactions terminated for cause or default.

e. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

f. Is not a foreign adversary business entity (https://www.maine.gov/oit/prohibited-technologies).

g. Is not on the list of prohibited companies (https://www.maine.gov/oit/prohibited-technologies) or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies (Title 5 §2030-B).

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Education QUALIFICATIONS and EXPERIENCE FORM

RFP# 202606108

Court Reporting/Transcription Services

Bidder Name:

Present a statement of qualifications that describe the court reporter/stenographer:

a. has experience reporting and transcribing court trials or other comparable experience;

b. is capable of translating, editing and producing technically accurate transcripts consistent with established standards of accuracy;

c. is knowledgeable of court practices and procedures;

d. is dedicated to achieving and maintaining a high level of professionalism;

e. is proficient in the English language, legal terminology, transcript preparation, and professional responsibility; and

f. has successfully completed a training from an NCRA-Approved Court Reporting Program.

To provide this information you may expand this form to use additional pages and/or attach documents such as (but not limited to) a resume, writing samples, or certificate of training completion.

Provide a description of projects the Bidder performed which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in Part II – Scope of Services to be Provided of the RFP. The Bidder may expand this form and use additional pages to provide this information.

Project One

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

APPENDIX D

Department of Education

SUBCONTRACTORS FORM

RFP# 202606108

Court Reporting/Transcription Services

Bidder Name:

Subcontractors If subcontractors are to be used, Bidders must use the tables below to describe the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Education

TECHNICAL ASSESSMENT FORM

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

Bidders must complete the Technical Assessment Form embedded below.

The Technical Assessment Form may be obtained by double-clicking the Excel (.xlsx) icon below.

APPENDIX F

Department of Education

PROPOSED SERVICES FORM

RFP# 202606108

Court Reporting/Transcription Services

Bidder Name:

Services to be Provided Bidders must discuss the Scope of Services referenced in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

APPENDIX G

Department of Education

COST PROPOSAL FORM

RFP# 202606108

Court Reporting/Transcription Services for Special Education Due Process Hearings 2026

Instructions: Bidders are to price the following examples, add the totals, and place the grand total in the Proposed Cost field. This proposed cost is to cover the Initial Period of Performance as defined in Part I of the RFP.

Bidder Name:

Service

Within 60 miles of Portland, 8 am until noon in-person pre-hearing.

Within 60 miles of Portland, 8 am until 4pm in-person hearing.

Within 60 miles of Bangor, 8 am until noon in-person pre-hearing.

Within 60 miles of Bangor, 8 am until 4pm in-person hearing.

Virtual Due Process Pre-hearing and Hearing, 8am until 4pm.

Transcript (100 pages, hard copy of a full page 8 ½ x 11 inches)

The Proposed Cost will be used for scoring the Cost Proposal section referenced in PART V, B 3. The cost information in the grey table below will be for information purposes only.

State of Maine RFP# 202606108 1 Rev. 4/17/2026 – DAFS/Office of State Procurement Services image1.jpeg image2.emf

Technical Assessment Form_5.28.25.xlsx Instructions

The State of Maine requires Bidders to demonstrate that they (and the products proposed by them) have the appropriate Architecture & Security controls to protect the State’s information assets, and meet all appropriate compliance mandates.

Bidders are urged to carefully read all the Header Instructions in the individual tabs before responding. Failure to comply with all the Header instructions will adversely affect the Technical Assessment of the Bid.

Bidders are instructed to submit (as a separate attachment) an Architecture Diagram of their proposed solution. This will provide additional context for the Technical Assessment.

Data Compliance

Data Compliance

The State data that is transacted by this RFP has been categorized according to the State’s Data Classification Policy, https://www.maine.gov/oit/sites/maine.gov.oit/files/inline-files/DataClassificationPolicy.pdf The State data subject to this RFP has been classified as having a PII Impact Level of Moderate

Bidders and their solutions must adhere to applicable State and Federal laws, policies, and standards that corresponds to the PII impact level of the State data that will be transacted by the proposed solution. For each Control, respond with a Yes/No, and the appropriate Explanation (Evidence) behind the Yes/No. Any Yes/No response would be deemed Incomplete in the absence of supporting Evidence in the Explanation column. Evidence may include published policies, regulatory compliance audit reports, etc. Either cite a publicly-accessible URL, or enclose a copy with the submission.

Type of Data Control (State or Federal Compliance Standard) Yes/No Explanation

Publicly available information § NIST 800-171

§ Maine Freedom of Access Act (Title 1 MRSA c. 13)

Confidential Personally Identifiable Information (PII) § State of Maine Breach Notification Law

§ National Institute of Standards & Technology: NIST SP 800-53 Revision 5 “Moderate” risk controls

§ Privacy Act of 1974, 5 U.S.C. 552a.

§ Security regulations from the U.S. DHHS, Administration for Children and Families, Office of Child Support Enforcement Program, Office of Child Support Enforcement (OCSE)

Personal Health Information (PHI) § Health Insurance Portability and Accountability Act of 1996: HIPAA

§ State of Maine HIPAA BAA required

§ The Health Information Technology for Economic and Clinical Health Act HITECH

Medicaid Information § Medicaid Information Technology Architecture MITA3.0

§ Code of Federal Regulations 45 CFR 95.621

Student Education Data § Family Educational Rights and Privacy Act: FERPA

Personal Information from § Driver’s Privacy Protection Act (Title XXX) (“DPPA”) 18 U.S.C. Chapter 123, §§ 2721 – 2725

Other: describe [List what’s applicable or delete this line.] https://nvlpubs.nist.gov/nistpubs/SpecialPublications/NIST.SP.800-171r3.pdfhttps://studentprivacy.ed.gov/ferpahttps://www.congress.gov/bill/103rd-congress/house-bill/3355/texthttp://legislature.maine.gov/legis/statutes/10/title10ch210-Bsec0.htmlhttps://nvd.nist.gov/800-53https://www.justice.gov/opcl/privacy-act-1974https://www.hhs.gov/hipaa/for-professionals/privacy/index.htmlhttps://www.maine.gov/dhhs/sites/maine.gov.dhhs/files/inline-files/Business-Associate-Agreement.pdfhttps://www.hhs.gov/hipaa/for-professionals/special-topics/hitech-act-enforcement-interim-final-rule/index.htmlhttps://www.medicaid.gov/medicaid/data-systems/medicaid-information-technology-architecture/medicaid-information-technology-architecture-framework/index.htmlhttps://www.govinfo.gov/app/collection/cfr/2017/title45

BoM

Bill of Materials (BoM)

Bidders must exhaustively list ALL the products that are being proposed as part of this bid. If a product is sold as a single SKU, even if it includes components, list it only once. Example: Salesforce Service Cloud must be listed only once because it is sold as a single SKU. Even though several components makes up the Salesforce Service Cloud, such as, Console, Case Management, Workflow automation, etc. However, Salesforce Maps must be listed independently because it is sold as a distinct SKU. Products must be listed even if they are free downloads. All responses in ALL other tabs must cover ALL the products listed in the BoM here.

Product Name Product URL

Example: Salesforce Cloud Example URL: https://www.salesforce.com/sales/

MaineIT

For each Control, respond with a Yes/No, and the appropriate Explanation (Evidence) behind the Yes/No. Any Yes/No response would be deemed Incomplete in the absence of supporting Evidence in the Explanation column. Evidence may include published policies, regulatory compliance audit reports, etc. Either cite a publicly-accessible URL, or enclose a copy with the submission. Also, all responses must cover ALL the products listed in the BoM.

ID # Control Yes/No Explanation

Hosting

H1 Any technical…