Title
Transcription Services Contract - COOP 24-190 Request for Award (Ordinance S-51159)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with eScribers, LLC, to provide Transcription Services for the Law Department, Municipal Court, Public Defender's Office, and other City departments as needed. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $150,000.
Report
Summary
This contract will provide transcription services to transcribe court proceedings. The majority of transcripts requested are for cases that are on appeal and sent to Superior Court. Transcripts are required for appeal proceedings and when a court proceeding is over 90 minutes in length. Records of live proceedings are maintained as digital recordings in the Municipal Court and parties to such proceedings are entitled by law to have recordings transcribed for appeals and other purposes.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances Alternative Competition. The City has been using eScribers, LLC, since 2019 and retaining eScribers as the vendor for transcription services provides continuity of service. The Courts use For the Record software and Log Notes software to record proceedings, and eScribers are compatible with that software. eScribers transcribes recordings in accordance with the Arizona Supreme Court Manual of Transcript Procedures. This contract was awarded through a process consistent with the City's procurement requirements as set forth in the Phoenix City Code, Chapter 43, and best aligns with the City's needs.
Contract Term
The contract will begin on or about July 1, 2024, through Sept. 20, 2025, with four one-year options to extend.
Financial Impact
The aggregate contract value for will not exceed $150,000 for the aggregate term. Funding is available in the various department budgets including Law, Municipal Court and Public Defender's Office.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton, Deputy City Manager Gina Montes, and the Law Department, Municipal Court, and Public Defender's Office.