RFP for Remote Court Reporting System

The State of Colorado Judicial Department's 12th Judicial District issued a Request for Proposal (RFP) on February 10, 2017, seeking a single contractor or multiple contractors to provide a comprehensive remote court reporting system and certified court reporting services. The procurement involves the Rio Grande County and Denver City jurisdictions, serving six counties in south-central Colorado (Saguache, Mineral, Rio Grande, Alamosa, Conejos, and Costilla). The required deliverables include hardware, software, cloud-based licenses, real-time court reporting capabilities, and qualified Colorado-certified court reporters to serve two initial courtrooms in Alamosa and Rio Grande Combined Courthouses. The system must comply with Colorado Supreme Court Chief Justice Directive CJD 05-03 and include installation, maintenance, software access and monitoring, Internet connectivity, court reporter services, per diem costs, and late cancellation fees. Key qualification requirements include submission of three project references from the past five years, audited financial statements or CPA-reviewed financials for the past three fiscal years, workers' compensation and liability insurance with minimum limits of $1,000,000, criminal background clearance for all personnel, and compliance with Colorado employment verification and confidentiality requirements. The procurement timeline includes mandatory on-site job walks on February 13, 2017 (with sessions at 10:00 a.m. in Del Norte and 1:00 p.m. in Alamosa), a written questions deadline of February 15, 2017, proposal submission deadline of February 23, 2017 at 4:00 p.m. MST, and oral interviews and site visits scheduled for February 28 and March 1, 2017.

The RFP does not specify set-aside designations or restrictions limiting responses to particular categories of organizations based on disadvantaged enterprise status. No incumbent vendors or current contractors are identified in the procurement documents. The initial contract term runs for one year (April 1, 2017 through March 31, 2018) with four optional one-year renewal periods exercisable at the Judicial Department's sole discretion, providing a maximum five-year agreement. Contractor compensation will be negotiated after selection and is subject to a maximum total contract value to be established during negotiations; all costs must be submitted as firm, fixed prices itemized by category (technology costs per courtroom, annual maintenance costs, software licensing and access fees, certified court reporter costs, and per diem or late cancellation fees) and presented separately for each of the five potential contract years. The Judicial Department will retain ownership of all work products and materials created under the contract, and standard contractor agreement terms are generally non-negotiable, though respondents may propose exceptions with supporting rationale.