Transcription Services

Agency: Multnomah County
State: Oregon
Type of Government: State & Local
NAICS Category:
  • 561410 - Document Preparation Services
Posted Date: Apr 9, 2021
Due Date: Apr 23, 2021
Solicitation No: RIB-101-2021
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The Multnomah County District Attorney's Office is looking for contractors to prepare accurate, certified transcripts using the audio provided by the Multnomah County District Attorney’s Office.
Open
4/9/2021 8:00 AM PDT
Close
4/23/2021 4:00 PM PDT
Type
RIB
Number
RIB-101-2021
Contact

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Transcription Services
The Multnomah County District Attorney's Office is looking for contractors to prepare accurate, certified transcripts
using the audio provided by the Multnomah County District Attorney’s Office.
Open
Close
4/9/2021 8:00 AM PDT
4/23/2021 4:00 PM PDT
Type
Number
Currency
Request for Intermediate Bids (RIB)
RIB-101-2021
US Dollar
Contacts
Dana Anderson
dana.anderson@mcda.us
Phone +1 503-988-5849 ext. 85849
Commodity Codes
Commodity Code
82111604
Description
Transcribing Services
Payment
Terms
0% 0, Net 30
09 April 2021
Description
PRE-BID CONFERENCE:
There will not be a pre-bid conference for this sourcing event.
INTRODUCTION
The Multnomah County District Attorney’s Office (MCDA) is soliciting for short-term, off-site, certified
transcription services of digitally recorded court and/or grand jury proceedings.
Mandated by the legislature, the Multnomah County Grand Jury started recording grand jury proceedings in
2017. This change has increased the need for transcription services for the District Attorney’s Office. When
deputy district attorneys deem it appropriate, audio files will need to be transcribed. When these occasions arise,
a district attorney’s office representative will submit a request to the contractor to create a transcript of the audio
recording in question.
In addition to grand jury transcription, MCDA will request transcription of hearings or other court proceedings.
Being selected as a service provider does not guarantee that the supplier will receive orders for any particular
volume or aggregate dollar amount.
SCOPE OF WORK
A. Description of Work
The scope of work to be executed will include but is not limited to the following:
Supplier must transcribe hearing recordings from a variety of audio file formats and provide transcripts in
electronic format. Supplier shall provide all labor, equipment, and supplies necessary to provide transcription
services. Supplier shall use a secure web site encryption for electronic transcription order placement, uploading
of files and downloading of completed files. Information provided to the Supplier is confidential, including the
transcript.
The supplier shall keep all information confidential and must not discuss the proceedings with anyone, except to
prepare and deliver transcripts. Supplier may not leave materials relating to the proceeding unattended.
B. Qualifications
The supplier shall have been regularly and continuously engaged in the business of providing legal transcription
services for at least 3 years.
C. Specifications and Additional Requirements
Equipment, Supplies, System and Website Security Measures
The supplier shall provide all labor, supplies and equipment necessary to respond to inquiries from the
Multnomah County District Attorney’s office and to provide electronic transcripts of proceedings. Supplies and
equipment may include, but are not limited to, a computer, computer monitor, keyboard, mouse, headphones,
antivirus software, internet access, telephone service to respond to inquiries from MCDA and parties regarding
transcripts, etc.
The supplier shall use a secure web site encryption for electronic transcription order placement, uploading of
files and downloading of completed files. Currently MCDA uses ‘Box’ as an alternative method. By using ‘Box’
this contract can be fulfilled.
The supplier shall have the ability to support digital recorded media submissions electronically.
The Multnomah County District Attorney’s office shall provide the means to deliver digital record media
submissions electronically to the supplier after the supplier confirms that they are able to accept a transcription
order request.
Supported Media Formats
The supplier shall support the following audio formats: Digital Audio: FTR, mp3, .wav, wma, mp4.
For each transcript ordered supplier shall provide an electronic PDF document with an attached Certificate of
Transcriber (see “Transcript Format”) to MCDA without additional charge.
When requested to redact personal information from a transcript, as permitted by Volume 10, Chapter 3, § 330,
Guide to Judiciary Policy, (available at https://www.uscourts.gov/rules-policies/judiciary-policies/privacy-
policy-electronic-case-files), the contractor shall make such redactions and deliver a certified redacted transcript
to MCDA.
Transcript Format
The supplier shall return all completed transcripts, electronically, in the following format:
(1) The electronic version of the transcript must be in a PDF format or an alternate format as agreed
to by the Authorized User.
(2) The document must be formatted to print in black ink on 8 ½” x 11" sheet of paper with a time
stamp option;
(3) Times New Roman font, 12 point;
(4) Double-spaced, single-sided;
(5) Use legal pleading;
(6) Indicate Header and Title block which shall include: Court, county, type of Proceeding; if grand
jury proceeding, in which grand jury the proceeding took place; the date and the case number.
(7) Transcriber shall type the word “unintelligible” only when it is impossible to determine or hear
what voice is saying. Use of the word “unintelligible” shall be kept to a minimum. If necessary,
the transcriber may attempt to spell out words phonetically.
(8) Words, names, locations, and/or phrases where the spelling or accuracy is questionable will
otherwise appear in parentheses.
(9) Inaudible portions of the recording are marked as "(unintelligible)". Words, names, locations,
and/or phrases where the spelling or accuracy is questionable will otherwise appear in
parentheses.
(10) Certificate of Transcriber - The last page of the transcript must be a Certificate signed and dated
by the Supplier certifying that the Supplier prepared the transcript.
(11) The Certificate of Transcriber shall include: The name of the transcriber, inclusive pages of the
transcript, date signed by the transcriber, transcriber's signature and telephone number and
certification that transcriber is not a relative, nor employee, nor attorney of any of the parties to the
action for which transcription is being provided.
Deliverables
Transcriptions are due upon the agreed due date. Timely submission of deliverables is essential to successfully
completing this requirement.
Schedules for completed certified transcripts will vary from transcript to transcript, and certified transcripts shall
be submitted according to the due date given in the transcription request. The standard timelines are listed
below:
(1) Standard: Between eight (8) and fourteen (14) calendar days after receipt of an order.
(2) Expedited – Between four (4) and seven (7) calendar days after receipt of an order.
(3) 3-day – Between two (2) and three (3) calendar days after receipt of an order.
(4) Daily – Following adjournment and prior to the normal opening hour of the Court on the following
morning, whether or not it actually is a Court day.
(5) Hourly – Order under unusual circumstances, delivered within two (2) hours.
MCDA is open Monday through Friday from 8:00 am – 5:00 pm except on holidays. Suppliers must be
available to respond to transcription requests during MCDA business hours.
Performance Measures
Supplier shall complete all dictation-to-transcription jobs to at least a 98% accuracy rate per job. Accuracy is
determined using the number of words in a job that are sufficiently clear and understandable to transcribe. Any
job not completed to at least a 98% accuracy rate is subject to rejection by Authorized User and resubmission.
Any resubmitted jobs must be completed by the transcriptionist within 24-hours of resubmission at 100%
accuracy rate.
Data Rights and Confidentiality
All employees and transcriptionists shall be bound by a confidentiality agreement and should not have a conflict
of interest.
Suppliers are subject to a criminal records check should they have the lowest bid. Results of the records check
will be reviewed on an individual basis. A conviction is not an automatic bar to entering into a contract with the
County.
The recording of grand jury proceedings in Oregon is required by Oregon Revised Statute (ORS)132.250
through 132.270. The preparation, release, and publication of all transcripts produced from audio recordings of
grand jury proceedings in Oregon are subject to ORS 132.250 through 132.270 and cannot be released to anyone
but to the attorneys in the criminal prosecution without a court order. Grand jury recordings, and transcripts of
those recordings, are not a part of the public domain as they are not public record. Transcripts of grand jury
proceedings may be provided to defense counsel without any further compensation to the contractor. The
contractor shall not include any statement or symbol on a transcript that would lead one to believe the transcript
is protected by copyright. Because transcripts are a part of a criminal prosecution, they may be used,
reproduced, and distributed by attorneys, without limitation, other than the limitations provided by ORS 132.250
through 132.270, and without additional compensation to the contractor. Grand jury transcripts that are
submitted as an exhibit in a criminal trial are subject to court rules, including any protective orders issued by the
court. The contractor shall not release a copy of the transcript, any portion of the transcript, or any portion of the
audio file that was the basis of the transcript to any other party.
Responsible Business Practices
When possible utilize comprehensive waste reduction and recycling programs. Waste reduction and recycling
may include, but not be limited to the following, paper reduction (duplexing, electronic communication) e-waste
including electronic hardware, batteries, and office supplies.
BID DOCUMENTS
All documents for this bid are available for view and download on the Buyer Attachments page of this Sourcing
Event.
The Buyer Attachments page includes the following:
Procedural Instructions
How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide Sample Contract
BID SUBMISSION
Bids must be submitted electronically through this Sourcing Event. Suppliers must complete all bid
requirements for their bid to be considered.
CONTRACT AWARD
Contract award will be made to the lowest responsive/responsible bidder based on the line item total. the District
Attorney's Office reserves the right to award a contract to more than one supplier, if this occurs award(s) will be
made in order to the next lowest bidder.

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