Transcription Services

Background
The City of Scottsdale is seeking certified court reporters to provide transcription services in accordance with the City of Scottsdale Administrative Regulation 121 (AR 121) and Arizona Revised Statutes (A.R.S.) 38-431.01 Open Meeting Law. The City requires these services on an as-needed basis for various boards and commissions, primarily at the Civic Center Campus.

Over the past five years, the City has spent an average of $55,000 annually on transcription services, which may vary based on meeting frequency and internal decisions by boards regarding transcription needs.

Work Details
The contractor will be responsible for:
- Preparing meeting minutes and agendas for scheduled public hearings.
- Supplying audio recordings to the Contract Administrator.
- Providing completed marked agendas via email.
- Delivering initial drafts of meeting minutes by specified deadlines.
- Transcribing summary recordings consistent with City standards.
- Proofreading and ensuring accuracy of all documents.
- Maintaining necessary staffing for timely transcript delivery.
- Granting access to audio recordings as required.

Specific quantities include approximately 150 regular board/commission meetings per year, 30 study sessions, and 20 verbatim minutes.

Period of Performance
The contract term is one year from the effective date of award, with the possibility of four additional one-year extensions.

Place of Performance
Services will primarily be performed at the Civic Center Campus located at Indian School Road and Drinkwater Boulevard in Scottsdale, Arizona.

Bidder Requirements
Bidders must be certified court reporters with a minimum of one year of experience. They must comply with all applicable local, state, and federal regulations. Background checks and substance abuse screenings are required for all personnel performing work in City facilities. Contractors may not subcontract without prior approval from the Contract Administrator.