Court Reporting/Transcription Services for Special Educati

The Maine Department of Education, Office of Special Services and Inclusive Education, is requesting proposals for court reporting and transcription services for special education due process hearings statewide, with proposals due August 17, 2026, and questions due August 3, 2026.

Bidders must hold NCRA-Approved Court Reporting Program training and demonstrate experience with court trials or comparable work — the core eligibility filter. The scope encompasses verbatim written and electronic transcripts plus audio/digital recordings of special education administrative pre-hearings and hearings conducted throughout Maine, delivered in multiple formats (hard copy with full-page and four-imprints-per-page layouts with word index, searchable PDF, and audio/digital recordings upon request) within 21 calendar days of the last day of each proceeding. Services are delivered in-person or via teleconference at the hearing officer's election, with the awardee responsible for attendance at courthouses and accessible facilities across the state using their own equipment and supplementary notes to identify speakers and non-audio events. Requests for services are typically issued with at least five business days' notice, though rare occasions may allow only 24 hours' notice. All shipping costs for hard copies and digital-file compliance with the State of Maine Office of Information Technology Data Exchange Policy are the awardee's responsibility. Travel expenses are reimbursed at $0.56 per mile; lodging is reimbursed only for distances exceeding 100 miles one way at the lesser of actual cost or GSA per diem rates; meals are reimbursed only when lodging is required.

The contract term runs January 1, 2027, through December 31, 2028, with two optional renewal periods through December 31, 2030, and December 31, 2031. One award is anticipated. Evaluation is weighted Organization Qualifications and Experience (40 points), Proposed Services (30 points), and Cost Proposal (30 points), with cost scored mathematically such that the lowest bid receives 30 points and higher bids receive proportionately fewer points. The awardee must comply with FERPA, IDEA, COPPA, PPRA, MSIPA, and MUSER regulations, maintain strict confidentiality of all student-related materials, and destroy all personally identifiable information upon contract termination with written attestation within 30 days.