Solicitation for Region 4-1 VHR Services   2

Background
This solicitation is for Verbatim Hearing Recorder (VHR) services required for SSA's Region 4-1. The Contractor shall provide qualified and trained personnel identified as VHRs to assist the ALJ with administrative aspects of conducting a hearing, including digitally recording the hearing. Hearings under this contract will be conducted by SSA’s OHO at HOs, PRSs, and COV Sites in Region 4-1, which encompasses Georgia and Florida.

Work Details
The Contractor shall provide qualified and trained personnel identified as Verbatim Hearing Recorders (VHRs) to assist the ALJ with administrative aspects of conducting a hearing, including digitally recording the hearing. Generally, these hearings last for approximately 75 minutes however, may be shorter or longer depending on the case.

The VHR shall arrive at the office with sufficient lead time to open the hearing room, boot up Government-furnished hearing recording equipment, complete a test recording to ensure the recording equipment is functioning correctly, and initiate contact with the ALJ via Skype at least 15 minutes prior to the scheduled start of the first hearing. The VHR shall access the E5H – Itinerary of Scheduled Hearings for VHRs Contractors report from within their @ssa.gov email account. The VHR shall utilize the information in this report to connect all participants to each hearing in the docket.

The VHR shall continually deploy confidence monitoring techniques to ensure the hearing is being successfully recorded, exactly as monitored throughout the hearing, especially with soft-spoken participants. The VHR shall interrupt the hearing and immediately notify the ALJ if technical issues with the audio recording are discovered. The VHR shall electronically complete the Hearing Recorder Worksheet for each hearing and turn in close-out documents at the end of the day of scheduled hearings.

Period of Performance
Period of Performance: Phase-In Period from 09/01/2023 to 12/31/2023; Base Period from 01/01/2024 to 12/31/2024; Option Year 1 from 01/01/2025 to 12/31/2025; Option Year 2 from 01/01/2026 to 12/31/2026; Option to Extend Services from 01/01/2027 to 06/30/2027

Place of Performance
Hearings under this contract will be conducted by SSA’s OHO at HOs, PRSs, and COV Sites in Region 4-1, which encompasses Georgia and Florida.