Specifications include, but are not limited to: a. Serve as the County's professional recording and transcription services provider, provide deposition services as required, and may be called upon to provide other related services. Meetings shall include but not be limited to attending all Board of County Commission meetings (“Commission Meetings”), any meetings held by the County Board of Registration, any hearings conducted by the County Clerk’s Office and other special County meetings as required. If the Contractor is required to attend a special County meeting, a 45-minute emergency response time shall be guaranteed by the Contractor. b. In the event the Contractor is not able to attend a required Commission Meeting and/or special County meeting, an alternate Certified Court Reporter to record and transcribe the proceedings of the County meeting will be provided by the Contractor. The Contractor will be responsible for payment to the alternate Certified Court Reporter for the recording and transcription services rendered to the County on behalf of the Contractor. Payment to the alternate Certified Court Reporter by the Contractor will be at the same rates as provided to the County by the Contractor as a result of this Request for Proposals. The Bernalillo County Clerk and Commission Administrator must be notified in advance, or within a reasonable amount of time of the alternate Certified Court Reporter arrangements. c. For each Commission Meeting the Contractor's recording and transcription shall include each item discussed and the disposition by the Board (e.g., deferred to another meeting, directed staff to perform an action). The Commission Meeting minutes shall also include any motions made by the Board (e.g., who made the motion, who seconded it, the vote count, who voted for it, and who voted against it). If a Bernalillo County Resolution or Ordinance is passed by the Board, the meeting minutes shall also include the text of each Resolution or Ordinance. d. The Contractor will provide one (1) bound copy of a synopsis or summary of all regular Commission Meetings in printed form within four (4) working days of the meeting and provide one (1) bound copy of verbatim minutes in printed form of all regular Commission Meetings, Board of Finance and Zoning meetings within eight (8) working days following the day of the meeting. Two (2) electronic copies (email in PDF format) of all verbatim minutes shall be provided within eight (8) working days following the day of the meeting. Said synopsis or summary and verbatim minutes are to be delivered to the Bernalillo County Clerk's Office with the exception of one (1) electronic copy delivered to the Bernalillo County Managers office within the timeframe stated above. All electronic media is in Microsoft Word (current version level) format.
