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1 Questions and Answers RFP No. 2021-03 Posted February 8, 2021 Question The RFP says “transcription and stenographic.” Is part of this contract transcription of just audio files alone to be transcribed? Answer Yes, we would like to receive rates for both transcription of audio files as well as stenographic services. Question Due to Covid-19 are these meetings being done virtually or in person? If conducted virtually, who hosts the meeting? If conducted in person, what are the different physical addresses of where the proceedings will take place? Answer Some meetings and hearings are conducted virtually while others are conducted in- person. In the event that the meeting or hearing is conducted in-person, we expect the selected Proposer(s) to appear in-person as well. In-person meetings and hearings are conducted either at City Hall or at another location with advance notice. Attendees of in-person meetings and hearing are expected to adhere to all COVID-19 protocols and restrictions, including the wearing of masks and following social distancing measures. The City expects the selected Proposer(s) to host the virtual meetings or hearings. Question Will this contract only allow the record to be taken stenographically or will digital reporters be allowed? Answer Digital reporters may be allowed in extraordinary circumstances, but the vast majority of services performed under this contract will be performed stenographically. Question Can you please give an estimate of the volume of work? For example, how many transcript pages annually and how many job assignments per week or per month? Answer The City conducts approximately one hearing per week with about 80-110 pages transcribed for each hearing. That being said, the City makes no guarantee as to the frequency of hearings or the volume of transcribed/stenographic content per hearing. The services contemplated by this contract will be provided on an as-needed and non-exclusive basis. Question How much advance notice does the vendor get for scheduling? Answer The City will provide the selected Proposer(s) at least one week notice prior to the hearing, barring any extenuating circumstances. ---PAGE BREAK--- 2 Question Are hard copies required to be shipping? Answer Yes, the City will expect the selected Proposer(s) to mail hard copies and to provide electronic copies. Question Are there any special transcript format requirements? Answer The City expects all transcripts to comply with generally accepted professional stenographic standards in New York State and/or with the standard set forth at 22 § 108.3. Question Regarding pricing for services, are we permitted to use 2 tiers of pricing, one for say, the boards and commissions and one for the legal department, 50hs, depositions? Typically reporting agencies charge a higher rate for board and commission hearings than depositions or does it have to be one fee? Answer The City will review all proposed pricing plans and billing rates. If a Proposer elects to provide a unique fee schedule based on the type of hearing or meeting, the City expects the Proposer to justify the reason(s) for the difference in prices, if any.