QUESTION AND ANSWERS 2.pdf

QUESTION AND ANSWERS

7/25/2024

1. Section B.1 - B.1 Transcription Services – Rate must not exceed maximum rates established by the court per attachment J.3**

Question: Confirming this means quoters cannot submit rates in B.1 Line Items that exceed the rate matrix in attachment J.3? For example, a quoter cannot submit a price of 3.70/page for Original 30-day transcript since J.3 maximum is 3.65/page?

Answer: Quoters cannot submit rates higher than those listed in the J.3 document “New Original and Copy Transcript Fee Rates”. These rates are the maximum transcribers can charge.

2. Is this a transcription only services contract? Do you require court reporter services?

Answer: This is a transcription service only contract.

3. Section C. Work Statement and Specifications The United States District Court for the Eastern District of Pennsylvania has a requirement for transcription services at the following locations: United States District Court Eastern District of Pennsylvania

Question: Can transcription work be done remotely, or does it have to be done at the courthouse?

Answer: Transcription work can and will be done remotely. On site transcription is not needed.

4. Who is the incumbent for the current contract?

Answer: The previous transcriber contract had 22 companies that provided service and were used on a rotational basis.

5. What was the aggregate award for the current contract? FY 19 contract total

Answer: There is no guarantee as to the type and quantity of assignments to be offered under this contract as work is distributed on an as requested rotational basis.

6. Historically, how many pages have been ordered yearly for the following categories:

30-day? 14-day? 7-day? 3-day?

Next Day? Hourly?

Answer: I do not have this information since all work is on a rotational basis.

7. Can you provide redacted, sample transcripts for formatting purposes?

Detailed under section ????

Answer: Please see link which should answer your question.

https://www.uscourts.gov/rules-policies/judiciary-policies/court-reporting-guidance

8. Historically, how many pages are requested in Hard Copy to be delivered to the court? Same as number 6

9. For Hard Copy transcripts to be delivered to the court, do you accept FedEx, UPS?

Answer: Yes, we accept FedEx and UPS.

10. Historically, how many pages are ordered by the Court?

Same as #6, varies, nature of case

11. Are any security clearances required? No

12. C. 6.f Fees - transcribers may charge and collect fees for transcripts requested by the parties, including the United States, at the rates which are set forth in the Schedule.

Question: What Schedule? Who sets the Schedule?

Question: Does this mean contractor can charge more than rates listed in attachment J.3?

Answer: The schedule is the price list in J.3. The fee schedule is set by the Judiciary. Contractors cannot charge more than the rates listed in J.3.

13. C.6.f Fees - The maximum rates and delivery times for original transcripts and copies approved in the District Court for the Eastern District of Pennsylvania are at Attachment J.3.

Question: Are contractors limited to pricing in attachment J.3 for original transcripts to the Court and/or other parties ordering?

Answer: Contractors can charge no more than the amounts listed in J.3.

14. C.6.f Fees – Contractor may not charge for ordinary postage. However, when the party requests accelerated delivery, the contractor may bill the party for the difference between ordinary postage costs and the cost for expedited delivery. The contractor is not to charge for postage and handling.

Question: The two statements above seem to contradict each other. Can the contractor bill or expedited postage and handling or not?

Answer: Postage costs are considered an ordinary business expense; However, if the ordering party requested expedited delivery you may charge for the additional cost of expedited delivery.

15. Section I.I I.1 B-5 Clauses Incorporated by Reference (SEPT 2010)

(a) Transcript Orders The Contractor shall only accept transcript purchase order forms provide by the USDC-EDPA Transcription Department and NOT directly from the ordering party.

Questions: If party other than the Court orders original transcripts, the party has to order through the Court, correct? Is the ordering party paying directly to the contractor or does payment go through the Court as well, i.e. does the ordering party pay the Court and then the Court pays the contractor?

Answer: The ordering party (not the court) will make payment arrangements directly with you for transcript orders. However the Court will assign company based on rotation.

16. How are audio and notes transferred from the court and/or court reporter to the contractor for transcription?

Answer: The court will provide an audio file of the court hearing through a site for the vendor to retrieve notes and audio files.

17. Attachment J.5 Transcript Order

Question: There is an order box for Real Time. Does the court reporter automatically handle these requests? The Contractor would not be able to.

Answer: Correct. The transcriber would not be responsible or asked to complete real time requests.

18. Attachment J.6 520.46.10 Index

Question: Please confirm index of Examination and Witnesses are preferred at the end of the transcript

Answer: Please see link which should answer your question.

https://www.uscourts.gov/rules-policies/judiciary-policies/court-reporting-guidance

19. Attachment J.6 Transcript format 520.26.30 Key word index

Question: Do all transcript orders include a key word index or is this on a per-request basis? Where on the order form is the key word index option?

Answer: Please see link which should answer your question.

20. If all bidders bid the maximum pricing in attachment J.3, how do you determine award?

There will be multiple awards made based on lowest price technically acceptable. All bidders can use but not exceed the maximum rates. If you provide rates higher than the maximum allowed you will be disqualified.