RFQ 25-04 QUESTIONS AND ANSWERS.pdf

RFQ USDC-EDPA-25-04

Questions and Answers

1. Is in person transcriptionists attendance at the USDC EDPA required?

A. In person attendance is not required.

2. Will transcript requests be submitted with audio recordings of the proceedings?

A. The audio recording will be attached with the transcript order that we send you. We also upload the minutes, docket, and log notes to Box.com. You will have access to this.

3. In the cover letter it states, “A fixed price award from this RFQ will be made based on the lowest priced, technically Acceptable offer”, will there be multiple awards as there have been in the past or is EDPA looking to use only one vendor this time around?

A. This contract will be set up like our current contract where we have multiple vendors which will be used on a rotational basis.

4. How often will a reporter be needed? Do you expect to need a reporter Monday through Friday?

A. Court is held Monday – Friday. There is no guarantee of work and transcribers will be utilized on a rotational basis and should be available when called upon.

5. What is the expected volume of work? Will a reporter or reporters be needed to cover multiple proceedings per day?

A. 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. If selected, would the contractor bill the court directly?

A. If the court orders the transcript, you will invoice the court directly. You must make payment arrangement when there is an outside ordering party.

7. Our standard turnaround time for transcripts is 10 business days. Is the 30-day option listed to save costs for transcripts not needed before 30 days?

A. If a 30-day Transcript (Ordinary) is requested the expectation is that the transcript be delivered within 30 calendar days after receipt of an order.

8. Is a 2-hour transcript a rough draft? Some reporters hold the skillset to provide a rough draft within 2 hours, but most 2-hour or same day transcripts would not be available until that evening to allow enough time for the reporter to finalize and certify the transcript.

A. The 2-hour transcript would be the complete certified transcript. These hearings are usually 30 – 45 minutes in length. 2-Hour transcript (Hourly) A transcript of proceedings to be delivered within two hours from receipt of order.

9. Will the matters covered by the reporter be a combination of depositions, trials, arbitrations, trials, etc.?

A. You will receive an audio recording of the trial which will be attached with the transcript order that we send you. We also upload the minute, docket, and log notes to Box.com. You will have access to this.

10. Are the rates specific to the court or counsels requesting a copy of the transcript from the reporter?

A. The original/copy rates provided are the maximum rates transcribers can charge. The Judicial conference approved these rates. When submitting your proposal please make sure the rates you provide do not exceed the max rate for each service.

11. Do you know if on-site/in-person work is required? It's unclear if some transcription work needs to be done on-site

A. On-Site/In Person work is not required.

12. There is a requirement that two transcribers be available. Can you please clarify, will the hired firm need two people, or will there be two hired firms?

A. We ask that the firm has at least 2 transcribers to ensure someone is always available. There will be more than 2 firms hired and work will be given on a

13. How will the transcriber receive the recordings?

A. The audio recording will be attached with the transcript order that we send you.

We also upload the minute, docket, and log notes to Box.com. You will have access to this.

14. Two-hour and one-day turnaround sounds more like a court reporter than a transcriptionist. In general, transcription is 4-6:1, meaning it takes 4 to 6 hours to transcribe an hour. Can you please clarify if this is for a court reporter or transcriptionist.

A. This is for transcribers. The 2-hour transcript would be the complete certified transcript. 2-Hour transcript - A transcript of proceedings to be delivered within two hours from receipt of order.

15. Electronic delivery? (In-person, couriers, and USPS would be additional charges), how often are ordinary services utilized compared to expedited services?

A. The transcript can be delivered electronically to Box.com along with other documentation. There are times that a paper copy Is needed. Normal postage is considered a normal business expense and those charges cannot be transferred to the ordering party. If the ordering party orders expedited delivery you can charge for that service.

16. If party other than the court orders the transcript, can contractor bill the court for the copy? Or is the copy to the court considered complimentary copy and contractor cannot bill copy

A. Complimentary copy. The Contractor shall deliver one certified copy of each transcript prepared under each transcript order to the clerk for the public records of the Court, without charge, at the time of delivery to the ordering party (but not later than three (3) working days after delivery to the requesting party). When an outside party orders a transcript, you must work with them directly with invoice/payments. If the court orders the transcript, then you can bill the court directly.

17. Who directs contractor on what items should be redacted in any given transcript?

A. The Judge must do an order that is signed by the Judge.

18. All orders for transcripts will come from EDPA even if ordering party is not the court?

A. Yes. If an ordering party reaches out to you directly the transcriber should redirect the ordering party to our transcription department who will then fill out forms and provide the transcriber the estimate and proper documentation.

19. Are all transcripts required to be bound and thereby resulting in hard copies automatically?

A. It is rare for us to ask for a paper/hard copy. In those situations, we do ask that they be bound. Most of the time you will be submitting the transcript to Box.com. (Digital copy)

20. Will contractor be responsible for posting transcript to court's case management/electronic case filing system or is that handled by the clerk/court?

A. You will not be responsible for uploading to case filing system.

21. Can contractor require payment from parties prior to delivery of transcript?

A. The court will not pay until we receive the transcript. Outside parties you will be responsible for making payment arrangements.

22. For expedited delivery of transcripts, is there a set fee for postage and handling?

How much can the contractor bill for postage and handling for expedited delivery of transcripts?

A. There is no set fee for expedited delivery charges. Normal postage is considered a normal business expense and those charges cannot be passed onto the ordering party.

23. Should contractor automatically redact SSNs, financial account numbers, DOBs, minors, home addresses in all transcripts?

A. Yes

24. Can contractor bill the court administrative time for redaction requests made by the

A. § 520.70.30 Charge for Redacted Transcripts

The Judicial Conference has not authorized an additional fee that the court reporter or transcriber can charge for providing redacted transcripts to the court for the electronic records of the court.

25. How much can contractor bill parties if they request a redacted transcript? Would it be considered the per page copy rate? Or can contractor bill administrative time?

A. Transcribers may not exceed the cost ceilings authorized by the Judicial Council for FY 2025. The Judicial Conference has not authorized an additional fee that the court reporter or transcriber can charge for providing redacted transcripts to the court for the electronic records of the court.

26. What was the aggregate award total in dollars for the current contract?

A. 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.

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

30-day? 14-day? 7-day? 3-day? Next Day? Hourly?

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

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

A. Answer: Please see link which should answer your question. There is a section that discusses Transcript Format.

https://jnet.ao.dcn/policy-guidance/guide-judiciary-policy/volume-6-court-reporting/ch-5-transcripts

29. Historically, how many pages are requested in Hard Copy to be delivered to the

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

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

A. Yes, we accept FedEx , UPS.

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

A. I do not have this information since all work is on a rotational basis. Varies, nature of case.

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

A. 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. Also, all proposals must include Cover letter, completed signed SF 33, filled out price list for base and option years, list of 3 references, tax information and J.2 list of names authorized to preform work under the contract. Submitting your proposal without this would be deemed an incomplete bid.

33. Award Type: Is this a single vendor or multiple-award contract?

A. This contract will have multiple transcription vendors who will be used on a

34. Guaranteed Volume: The RFP states that the court does not guarantee any level of work. Can vendors expect minimum monthly order commitments? Or if possible, the volume/ Budget set for this RFQ?

A. Work is sent out on a rotational basis. There is no guarantee of any level of work each month.

35. Formatting: Are there any specific formatting guidelines (e.g., margins, font size, line spacing) that must be followed? Can the Court provide a sample transcribed document that meets Judicial Conference compliance standards?

A. This link should answer your questions. There is a section that discusses Transcript Format. https://jnet.ao.dcn/policy-guidance/guide-judiciary-policy/volume-6-court-reporting/ch-5-transcripts

36. File Format & Delivery: Will transcripts need to be physically delivered or only electronically submitted?

A. Most of the time the work will be electronically submitted. We use Box.com for the delivery method. There will be times when a physical copy is needed.

37. Incumbent Vendor Information & Pricing: Is there an incumbent vendor currently providing transcription services for the Court? Please list the rates of the last vendor.

A. The current contract has multiple vendors providing service on a rotational basis. The rates do not exceed the max rates provided in this RFQ.

38. Use of AI/Automated Tools: Are AI-assisted transcription tools allowed, or must all transcription be human generated?

A. Human generated since the transcript/work will need to be performed by an authorized transcriber who is listed on the J.2 document you provided in your proposal.

39. What should be submitted to fulfill "L.2.a The SOW and Schedule describer the required services, deliverables, and period of performance."?

A. When submitting your proposal include Cover letter, completed sign and dated

SF 33, Section B price list (make sure the price does not exceed the current ceiling amounts) , List of authorized users who will perform work under contract, Tax information and list of references.

40. Do you require hard copies? If so, how many do you require and where will we be mailing the documents?

A. We do ask for hard copies, but it is rare. Most of the transcripts will be delivered to us electronically via Box.com. Instructions where to mail the document will be given when a hard copy is requested.

41. Do you require CD’s or Hard Drives, or anything stored on removable storage sent to you?

A. We do not require CD’s, Hard Drives or anything stored on removeable storage.

42. Are files preferred electronically

A. Most will be electronically. Occasionally we do ask for a hard copy.

43. What is the audio volume? How much do you expect to transcribe a week? A month?

A. Work is sent out on a rotational basis. There is no guarantee of any level of work in each month.

44. What is the average audio length? Is there an average audio length?

A. Hard to answer, each hearing/trial is different.

45. Are there any third-party requestors, who need to purchase the transcripts, as well?

A. If an ordering party reaches out to a transcriber directly the transcriber should redirect the ordering party to our transcription department who will then fill out forms and provide the transcriber the estimate and proper documentation.

46. Is there a busy and slow season?

A. Work is sent out on a rotational basis. Hard to answer if there is a busy or slow season.

47. What is the invoicing/payment method of your dept? PCard, SFS, CC, Invoice Net

A. For the USDC we have net 30 terms. Once you are in our financial system you will be paid via EFT (Direct Deposit) You must set up a payment arrangement with outside parties.

48. What percent are expedited? What percent are standard turnaround?

A. I do not have this information.

49. What are you currently paying for this service and how many vendors are active on this contract?

A. The page/copy rates do not exceed the max rates provided in this RFQ. We currently have 19 vendors on the current contract.

50. Do the transcribers have to be U.S. Citizens?

A. The place of performance must be within the continental United States and/or its outlying territories. Full description listed in section F.1 of the proposal.

51. I am a parent company that works with multiple transcription companies can I place multiple bids due to working with different transcribers?

A. Each transcription company must provide their own response to this proposal.

52. What languages are required besides English if any? Pricing would be upon request for other languages and are different from the English pricing.

A. All transcripts will be in English.