Stenography & Transcription Services

Santa Fe County requests proposals from qualified vendors or firms to provide Stenography and Transcription Services.

The purpose of this request for proposal is to obtain professional stenography and transcription services to accurately record, transcribe, and produce official meeting minutes for regularly scheduled and special Board of County Commissioners (BCC) and Housing Authority Board meetings, and other meetings as requested by the County.

Meeting Attendance

• Attend meetings in-person or remotely, as direct by the County,
• Availability for meetings held during regular business hours and, when necessary, evenings or weekends,
• Arrive prepared with necessary equipment to ensure uninterrupted service.

Stenographic Records

• Create a complete, accurate, and verbatim stenographic record of all proceedings, including public comments, motions, votes and discussions,
• Identify speakers clearly and accurately in the transcripts,
• Note procedural actions such as recesses, adjournments, and roll calls.

Transcriptions and Deliverables

• Produce written transcripts in a clear, professional, and standardized format acceptable to the County,
• Provide draft and/or final transcripts within 10 days of the meeting occurrences or other timeframes specified by the County,
• Deliver transcripts electronically in an accessible format.

Corrections and Revisions

• Make reasonable corrections or revisions requested by the County at no additional cost, provided the requests are submitted within a specified review period,
• Maintain version control and clearly labeled draft and final transcripts.

Confidentiality and Records Management

• Maintain confidentiality of all meeting materials and transcripts, including executive session content when applicable,
• Safeguard stenographic notes and recordings in accordance with applicable laws, records retention requirements, and County policies.

Standards and Qualifications

• Certified or qualified Stenographer and/or court reporter with demonstrated experience in public meetings or governmental proceedings,
• Possess the skills necessary to accurately transcribe legal, governmental, and technical terminology,
• Comply with all applicable federal, state, and local laws, including New Mexico Public Records and open meeting requirements.

All proposals submitted shall be valid for ninety (90) days subject to action by the County. A completed proposal shall be submitted in a sealed container indicating the proposal title and number along with the Offeror's name and address clearly marked on the outside of the container. All proposals must be received by **2:00 PM, MST on Tuesday, December 8, 2026**, at the Santa Fe County Purchasing Division, 102 Grant Avenue, (First Floor), Santa Fe, NM 87501. The submission of Proposals will also be accepted electronically utilizing a Dropbox: https://www.dropbox.com/request/9d4ju7tf4ru0m5c4q87r

Insurance

• Contractor shall procure and maintain during the life of this Agreement a comprehensive general liability and automobile insurance policy with liability limits in amounts not less than **$1,000,000** combined single limits of liability for bodily injury, including death, and property damage for any one occurrence.
• Contractor shall comply with the provisions of the Workers' Compensation Act.
• The Contractor shall procure and maintain during the life of this Agreement a Professional Liability Insurance.