Department of Buildings and General Services

109 State Street [phone] 802-828-2211

Montpelier VT 05609-3001 [fax] 802-828-2222
http://bgs.vermont.gov/purchasing

SEALED BID
REQUEST FOR PROPOSAL
Transcription Services

ISSUE DATE February 22, 2021

QUESTIONS DUE March 8, 2021 – 4:30 PM (EST)
RFP RESPONSES DUE BY March 22, 2021 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS RFP.

STATE CONTACT: Stephen Fazekas

TELEPHONE: (802) 828-2210
E-MAIL: [email protected]
FAX: (802) 828-2210

1
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Taxes
(hereinafter the “State”) is seeking to establish contracts with one or more companies that can provide
Transcription Services.
1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 1 year with an option to
renew for up to two additional twelve-month periods. The State anticipates the start date will be May 1,
2021.
1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing
to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other
individual from the State concerning this RFP is strictly prohibited and may result in disqualification.
1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.
1.4.1.If there is a remote bidders’ conference, and call-in information is not provided on the front page of
the RFP, all potential bidders must/may send an e-mail to the State Contact with Bidder’s firm and
contact info and shall then be provided call-in details.
1.5. QUESTION AND ANSWER PERIOD: Any vendor requiring clarification of any section of this RFP or
wishing to comment on any requirement of the RFP must submit specific questions in writing no later than
the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point
of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last
day of the question period are thereafter waived. At the close of the question period a copy of all
questions or comments and the State's responses will be posted on the State’s web site
http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the
issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .
Verbal instructions or written instructions from any other source are not to be considered.
2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:
2.1. Minimum Requirements for the Transcriptionist
2.1.1.The selected Transcriptionist must have a thorough understanding of the expected duties.
2.1.2.The selected Transcriptionist must be able to provide transcription service for the Department, and to
make a verbatim record of proceedings before the Commissioner, Director, or designate hearing
officer.
2.1.3.The selected Transcriptionist must have a minimum of five years of experience performing
transcription services from a court or administrative hearing settings.
2.1.4.The selected Transcriptionist must have strong skills in the accurate and efficient transcribing of oral
proceedings.
2.1.5.The selected Transcriptionist must provide its own equipment, software, office space, materials, and
transportation for the duration of this contract.
2.1.6.The selected Transcriptionist must be in good standing with the Vermont Department of Taxes.
2.2. Terms of Transcriptionist’s Services
2.2.1.The selected Transcriptionist must commit to a contract with the Department for a period of two years,
and provide the Department the option to extend any contract resulting from this RFP for up to two
additional years.
2.2.2.The selected Transcriptionist must accept a deposit for transcription services. The Department will
send the recording of the hearing to the selected Transcriptionist, either by CD, cassette tape, digital
upload, or email. The transcript will be released to the Vermont Department of Taxes upon full
payment of any balance due, unless specifically requested by the Department to be invoiced.
2.2.3.The selected Transcriptionist must provide the Department with an electronic transcript in .pdf format
by email.
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 2.2.4.The selected Transcriptionist must be able and willing to take all measures necessary to respect and
preserve the confidentiality of taxpayer information that is contained on the hearing recording and
transcript.
2.2.5.The standard delivery time of transcripts shall be two weeks, with the exception of expedited delivery,
which shall be seven days from the date of the hearing.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State.
3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.1.3.Retainage. In the discretion of the State, a contract resulting from this RFP may provide that the
State withhold a percentage of the total amount payable for some or all deliverables, such retainage
to be payable upon satisfactory completion and State acceptance in accordance with the terms and
conditions of the contract.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and
performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of vendor to
respond to a request for additional information or clarification could result in rejection of that vendor's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the
right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the awarded
contracts where it is deemed in the best interest of the State.
3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
process.
3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it
will help the State’s evaluation process. The State will factor information presented during
presentations into the evaluation. Bidders will be responsible for all costs associated with providing
the presentation.
3.3. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The
Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following
provisions and requirements.
3.3.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate
section in the attached Certificate of Compliance for purposes of self-reporting information relating to
past violations, convictions, suspensions, and any other information related to past performance
relative to coding and classification of workers. The State is requiring information on any violations
that occurred in the previous 12 months.
3.3.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that
upon award of contract, and prior to contract execution, the State shall be provided with a list of all
proposed subcontractors and subcontractors’ subcontractors, together with the identity of those
subcontractors’ workers compensation insurance providers, and additional required or requested
information, as applicable, in accordance with Section 32 of The Vermont Recovery and
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 Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing
supplies only and no labor to the overall contract or project. This list MUST be updated and provided
to the State as additional subcontractors are hired. A sample form is available online at
http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not
required to be submitted with the bid response.
3.4. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this RFP.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.5. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one
or more contracts and reserves the right to make additional awards to other compliant bidders at any time
if such award is deemed to be in the best interest of the State. All other considerations being equal,
preference will be given first to resident bidders of the state and/or to products raised or manufactured in
the state, and then to bidders who have practices that promote clean energy and address climate change,
as identified in the applicable Certificate of Compliance.
3.5.1.Evaluation Criteria: Consideration shall be given to the Bidder’s project approach and methodology,
qualifications and experience, ability to provide the services within the defined timeline, cost, and/or
success in completing similar projects, as applicable, and to the extent specified below.
3.5.1.1. All responses to this RFP must specify:
3.5.1.2. The personnel who would perform transcription services under Transcriptionist’s
supervision and control, and the qualifications of those personnel.
3.5.1.3. The associated charges for transcription services. A fee schedule that sets forth proposed
charges, including deposits, proposed payment provisions for the initial two-year contract term
as well as for up to an additional two years, if the Commission chooses to extend the contract.
3.5.1.4. Charges for expedited delivery (with proposed time period).
3.5.1.5. Deposition rates and transcript fees (regular delivery and expedited delivery).
3.5.1.6.
3.6. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more Vendors with which to negotiate a contract, based on the evaluation findings and other criteria
deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State
is not successful in negotiating a contract with a selected Vendor, the State reserves the option of
negotiating with another Vendor, or to end the proposal process entirely.
3.7. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation
of a response to this RFP and shall be responsible for all expenses associated with any presentations or
demonstrations associated with this request and/or any proposals made.
3.8. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form and Attachment C as attached to this RFP for reference. If IT Attachment D is
included in this RFP, terms may be modified based upon the solution proposed by the Bidder, subject to
approval by the Agency of Digital Services.
3.8.1.Business Registration. To be awarded a contract by the State of Vermont a vendor (except an
individual doing business in his/her own name) must be registered with the Vermont Secretary of
State’s office http://www.sec.state.vt.us/tutor/dobiz/forms/fcregist.htm and must obtain a Contractor’s
Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

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 3.8.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the
prices listed.
3.8.3.Payment Terms. All invoices are to be rendered by the Contractor on the vendor's standard billhead
and forwarded directly to the institution or agency ordering materials or services and shall specify the
address to which payments will be sent. Payment terms are Net 30 days from receipt of an error-free
invoice with all applicable supporting documentation. Percentage discounts may be offered for
prompt payments of invoices; however, such discounts must be in effect for a period of 30 days or
more in order to be considered in making awards.
3.8.4.Quality. If applicable, all products provided under a contract with the State will be new and unused,
unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless
specifically requested by the purchasing agency. All products provided by the contractor must meet
all federal, state, and local standards for quality and safety requirements. Products not meeting these
standards will be deemed unacceptable and returned to the contractor for credit at no charge to the
State.

4. CONTENT AND FORMAT OF RESPONSES: The content and format requirements listed below are the
minimum requirements for State evaluation. These requirements are not intended to limit the content of a
Bidder’s proposal. Bidders may include additional information or offer alternative solutions for the State’s
consideration. However, the State discourages overly lengthy and costly proposals, and Bidders are advised to
include only such information in their response as may be relevant to the requirements of this RFP.

4.1. The bid should include a Cover Letter and Technical Response and Price Schedule.
4.2. COVER LETTER:
4.2.1.Confidentiality. To the extent your bid contains information you consider to be proprietary and
confidential, you must comply with the following requirements concerning the contents of your cover
letter and the submission of a redacted copy of your bid (or affected portions thereof).
4.2.2.All responses to this RFP will become part of the contract file and will become a matter of public
record under the State’s Public Records Act, 1 V.S.A. § 315 et seq. (the “Public Records Act”). If your
response must include material that you consider to be proprietary and confidential under the Public
Records Act, your cover letter must clearly identify each page or section of your response that you
consider proprietary and confidential. Your cover letter must also include a written explanation for
each marked section explaining why such material should be considered exempt from public
disclosure in the event of a public records request, pursuant to 1 V.S.A. § 317(c), including the
prospective harm to the competitive position of the bidder if the identified material were to be
released. Additionally, you must include a redacted copy of your response for portions that are
considered proprietary and confidential. Redactions must be limited so that the reviewer may
understand the nature of the information being withheld. It is typically inappropriate to redact entire
pages, or to redact the titles/captions of tables and figures. Under no circumstances may your entire
response be marked confidential, and the State reserves the right to disqualify responses so marked.
4.2.3.Exceptions to Contract Terms and Conditions. If a Bidder wishes to propose an exception to any
terms and conditions set forth in the Standard Contract Form and its attachments, such exceptions
must be included in the cover letter to the RFP response. Failure to note exceptions when responding
to the RFP will be deemed to be acceptance of the State contract terms and conditions. If exceptions
are not noted in the response to this RFP but raised during contract negotiations, the State reserves
the right to cancel the negotiation if deemed to be in the best interests of the State. Note that
exceptions to contract terms may cause rejection of the proposal.
4.3. TECHNICAL RESPONSE. In response to this RFP, a Bidder shall:
4.3.1.Provide details concerning your form of business organization, company size and resources.
4.3.2.Describe your capabilities and particular experience relevant to the RFP requirements.
4.3.2.1. Identify all current or past State projects.

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 4.3.3.Identify the names of all subcontractors you intend to use, the portions of the work the subcontractors
will perform, and address the background and experience of the subcontractor(s), as per RFP section
4.3.2 above.
4.4. REFERENCES. Provide the names, addresses, and phone numbers of at least three companies with
whom you have transacted similar business in the last 12 months. You must include contact names who
can talk knowledgeably about performance.
4.5. REPORTING REQUIREMENTS: Provide a sample of any reporting documentation that may be applicable
to the Detailed Requirements of this RFP.
4.6. PRICE SCHEDULE: Bidders shall submit their pricing information in the Price Schedule attached to the
RFP.
4.7. CERTIFICATE OF COMPLIANCE: This form must be completed and submitted as part of the response for
the proposal to be considered valid.

5. SUBMISSION INSTRUCTIONS:

5.1. CLOSING DATE: Bids must be received by the State by the due date specified on the front page of this
RFP. Late bids will not be considered.

5.1.1.The State may, for cause, issue an addendum to change the date and/or time when bids are due. If a
change is made, the State will inform all bidders by posting at the webpage indicated on the front
page of this RFP.

5.1.2.There will not be a public bid opening. However, the State will record the name, city and state for any
and all bids received by the due date. This information will be posted as promptly as possible
following the due date online at: https://bgs.vermont.gov/content/opc-bid-tabulation-sheets-0

5.2. STATE SECURITY PROCEDURES: Please be advised extra time will be needed when visiting and/or
delivering information to State of Vermont offices. All individuals visiting State offices must
present a valid government issued photo ID when entering the facility.

5.2.1.During the pendency of the State emergency relating to Covid-19, State office buildings may be
locked or otherwise closed to the public. Any delay caused by State Security Procedures will be
at the bidder’s own risk.

5.3. BID DELIVERY INSTRUCTIONS:

5.3.1.ELECTRONIC: Electronic bids will be accepted.

5.3.1.1. E-MAIL BIDS. Emailed bids will be accepted. Bids will be accepted via email submission to
[email protected]. Bids must consist of a single email with a single, digitally
searchable PDF attachment containing all components of the bid. Multiple emails and/or
multiple attachments will not be accepted. There is an attachment size limit of 40 MB. It is the
Bidder’s responsibility to compress the PDF file containing its bid if necessary in order to meet
this size limitation.

5.3.1.2. FAX BIDS: Faxed bids will not be accepted.

5.4. U.S. MAIL OR EXPRESS DELIVERY OR HAND DELIVERY:

5.4.1.All paper format bids must be addressed to the State of Vermont, Office of Purchasing & Contracting,
109 State Street – Third Floor, Montpelier, VT 05609-3001. BID ENVELOPES MUST BE
CLEARLY MARKED ‘SEALED BID’ AND SHOW THE REQUISITION NUMBER AND/OR
PROPOSAL TITLE, OPENING DATE AND NAME OF BIDDER.

5.4.2.NUMBER OF COPIES:

Revised April 17, 2020

Page 6 of 15
 5.4.3.For bids submitted via mail, express, or in-hand, submit an unbound original (clearly marked as such)
and three (3) paper copies and one digital copy in PDF, CD-ROM, or USB flash drive copy

5.4.4. Paper Format Delivery Methods:

5.4.4.1. U.S. MAIL: Bidders are cautioned that it is their responsibility to originate the mailing of bids in
sufficient time to ensure bids are received and time stamped by the Office of Purchasing &
Contracting prior to the time of the bid opening.

5.4.4.2. EXPRESS DELIVERY: If bids are being sent via an express delivery service, be certain that
the RFP designation is clearly shown on the outside of the delivery envelope or box. Express
delivery packages will not be considered received by the State until the express delivery
package has been received and time stamped by the Office of Purchasing & Contracting. Due
to security procedures express deliveries must be received by 10:30 AM in order to be
received by the Office of Purchasing & Contracting that same day.

5.4.4.3. HAND DELIVERY: Hand carried bids shall be delivered to a representative of the Office of
Purchasing & Contracting prior to the bid opening. A Security Officer is at 109 until 4:30pm
which is the normal hours. We can let your bidders in. If a door is locked and the Security
Officer is not there, please ask them to call the 24/7 duty phone, (802) 828-0777, and someone
will address the issue
6. BID SUBMISSION CHECKLIST:
✓ Required Number of Copies
✓ Cover Letter
✓ Technical Response
✓ Redacted Technical Response, if applicable
✓ References
✓ Price Schedule
✓ Signed Certificate of Compliance

7. ATTACHMENTS:
7.1. Certificate of Compliance
7.2. Price Schedule
7.3. Worker Classification Compliance Requirement; Subcontractor Reporting Form
7.4. Standard State Contract with its associated attachments, including but not limited to, Attachment C:
Standard State Provisions for Contracts and Grants (December 15, 2017).

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 RFP/PROJECT:
DATE:
Page 1 of 3
CERTIFICATE OF COMPLIANCE

For a bid to be considered valid, this form must be completed in its entirety, executed by a duly authorized
representative of the bidder, and submitted as part of the response to the proposal.

A. NON COLLUSION: Bidder hereby certifies that the prices quoted have been arrived at without collusion
and that no prior information concerning these prices has been received from or given to a competitive
company. If there is sufficient evidence to warrant investigation of the bid/contract process by the Office of
the Attorney General, bidder understands that this paragraph might be used as a basis for litigation.

B. CONTRACT TERMS: Bidder hereby acknowledges that is has read, understands and agrees to the terms
of this RFP, including Attachment C: Standard State Contract Provisions, and any other contract
attachments included with this RFP.

C. FORM OF PAYMENT: Does Bidder accept the Visa Purchasing Card as a form of payment?

____ Yes ____ No

D. WORKER CLASSIFICATION COMPLIANCE REQUIREMENT: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), the following provisions and requirements
apply to Bidder when the amount of its bid exceeds $250,000.00.

Self-Reporting. Bidder hereby self-reports the following information relating to past violations, convictions,
suspensions, and any other information related to past performance relative to coding and classification of
workers, that occurred in the previous 12 months.

Summary of Detailed Date of Notification Outcome

Information

Subcontractor Reporting. Bidder hereby acknowledges and agrees that if it is a successful bidder, prior to
execution of any contract resulting from this RFP, Bidder will provide to the State a list of all proposed
subcontractors and subcontractors’ subcontractors, together with the identity of those subcontractors’ workers
compensation insurance providers, and additional required or requested information, as applicable, in
accordance with Section 32 of The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), and Bidder
will provide any update of such list to the State as additional subcontractors are hired. Bidder further
acknowledges and agrees that the failure to submit subcontractor reporting in accordance with Section 32 of
The Vermont Recovery and Reinvestment Act of 2009 (Act No. 54) will constitute non-compliance and may
result in cancellation of contract and/or restriction from bidding on future state contracts.

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 RFP/PROJECT:
DATE:
Page 2 of 3

E. Executive Order 05 – 16: Climate Change Considerations in State Procurements Certification

Bidder certifies to the following (Bidder may attach any desired explanation or substantiation.
Please also note that Bidder may be asked to provide documentation for any applicable claims):

1. Bidder owns, leases or utilizes, for business purposes, space that has received:
❑ Energy Star® Certification
❑ LEED®, Green Globes®, or Living Buildings Challenge℠ Certification
❑ Other internationally recognized building certification:

____________________________________________________________________________

2. Bidder has received incentives or rebates from an Energy Efficiency Utility or Energy Efficiency
Program in the last five years for energy efficient improvements made at bidder’s place of business.
Please explain:

_____________________________________________________________________________

3. Please Check all that apply:

❑ Bidder can claim on-site renewable power or anaerobic-digester power (“cow-power”). Or bidder
consumes renewable electricity through voluntary purchase or offset, provided no such claimed
power can be double-claimed by another party.
❑ Bidder uses renewable biomass or bio-fuel for the purposes of thermal (heat) energy at its place of
business.
❑ Bidder’s heating system has modern, high-efficiency units (boilers, furnaces, stoves, etc.), having
reduced emissions of particulate matter and other air pollutants.
❑ Bidder tracks its energy consumption and harmful greenhouse gas emissions. What tool is used to
do this? _____________________
❑ Bidder promotes the use of plug-in electric vehicles by providing electric vehicle charging, electric
fleet vehicles, preferred parking, designated parking, purchase or lease incentives, etc..
❑ Bidder offers employees an option for a fossil fuel divestment retirement account.
❑ Bidder offers products or services that reduce waste, conserve water, or promote energy efficiency
and conservation. Please explain:

____________________________________________________________________________

____________________________________________________________________________

4. Please list any additional practices that promote clean energy and take action to address climate
change:

_____________________________________________________________________________

____________________________________________________________________________

_____________________________________________________________________________

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 RFP/PROJECT:
DATE:
Page 3 of 3

F. Acknowledge receipt of the following Addenda:

Addendum No.: Dated:

Addendum No.: Dated:

Addendum No.: Dated:

Bidder Name: Contact Name:

Address: Fax Number:

Telephone:

E-Mail:

By: Name:
Signature of Bidder (or Representative) (Type or Print)

END OF CERTIFICATE OF COMPLIANCE

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Page 10 of 15
 STANDARD CONTRACT FOR SERVICES

1. Parties. This is a contract for services between the State of Vermont, _____________ (hereinafter
called “State”), and _____________, with a principal place of business in _____________, (hereinafter
called “Contractor”). Contractor’s form of business organization is _____________. It is Contractor’s
responsibility to contact the Vermont Department of Taxes to determine if, by law, Contractor is required
to have a Vermont Department of Taxes Business Account Number.

2. Subject Matter. The subject matter of this contract is services generally on the subject of
_____________. Detailed services to be provided by Contractor are described in Attachment A.

3. Maximum Amount. In consideration of the services to be performed by Contractor, the State agrees
to pay Contractor, in accordance with the payment provisions specified in Attachment B, a sum not to
exceed $________.00.

4. Contract Term. The period of Contractor’s performance shall begin on _____________, 20__ and
end on _____________, 20__.

5. Prior Approvals. This Contract shall not be binding unless and until all requisite prior approvals have
been obtained in accordance with current State law, bulletins, and interpretations.

6. Amendment. No changes, modifications, or amendments in the terms and conditions of this contract
shall be effective unless reduced to writing, numbered and signed by the duly authorized representative
of the State and Contractor.

7. Termination for Convenience. This contract may be terminated by the State at any time by giving
written notice at least thirty (30) days in advance. In such event, Contractor shall be paid under the terms
of this contract for all services provided to and accepted by the State prior to the effective date of
termination.

8. Attachments. This contract consists of ___ pages including the following attachments which are
incorporated herein:
Attachment A - Statement of Work
Attachment B - Payment Provisions
Attachment C – “Standard State Provisions for Contracts and Grants” a preprinted form (revision
date 12/15/2017)
Attachment D - Other Provisions (if any)
Additional attachments may be lettered as necessary

9. Order of Precedence. Any ambiguity, conflict or inconsistency between the documents comprising
this contract shall be resolved according to the following order of precedence:
(1) Standard Contract
(2) Attachment D (if applicable)
(3) Attachment C (Standard State Provisions for Contracts and Grants)
Revised April 17, 2020
Page 11 of 15
 (4) Attachment A
(5) Attachment B
List other attachments, if any, in order of precedence

WE THE UNDERSIGNED PARTIES AGREE TO BE BOUND BY THIS CONTRACT

By the State of Vermont: By the Contractor:

Date: Date:

Signature: Signature:

Name: Name:

Title: Title:

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 ATTACHMENT A – STATEMENT OF WORK

The Contractor shall:

1. Provide transcription service for the Department, and to make a verbatim record of
proceedings before the Commissioner, Director, or designate hearing officer,
including depositions.
2. The selected Transcriptionist must provide the Department with an electronic transcript
in .pdf format by email upon full payment of transcription services, unless specifically
requested by the Department to be invoiced.
3. The selected Transcriptionist must be able and willing to take all measures necessary
to respect and preserve the confidentiality of taxpayer information that is contained on
the hearing recording and transcript.
4. The standard delivery time of transcripts shall be two weeks, with the exception of
expedited delivery, which shall be seven days from the date of receipt.

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 ATTACHMENT B – PAYMENT PROVISIONS

The maximum dollar amount payable under this contract is not intended as any form of a guaranteed
amount. The Contractor will be paid for products or services actually delivered or performed, as
specified in Attachment A, up to the maximum allowable amount, if any, specified on page 1 of this
contract.

1. Prior to commencement of work and release of any payments, Contractor shall submit to the
State:
a. a certificate of insurance consistent with the requirements set forth in Attachment C,
Section 8 (Insurance), and with any additional requirements for insurance as may be set
forth elsewhere in this contract; and
b. a current IRS Form W-9 (signed within the last six months).
2. Payment terms include a deposit from requestor for transcription services, and full payment of
balance due to be received prior to release of transcript to the Vermont Department of Taxes,
unless specifically requested by the Department to be invoiced.
3. Contractor shall submit a detailed invoice to the requestor, itemizing all work performed per
transcript, including the dates of service, rates of pay, and any other information and/or
documentation appropriate and sufficient to substantiate the amount invoiced for payment.
4. The State of Vermont and Vermont Department of Taxes will not be held liable for work
performed under the scope of this RFP and not paid in full by the requestor, unless the requestor
is the Department.

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 ATTACHMENT C: STANDARD STATE PROVISIONS
FOR CONTRACTS AND GRANTS
REVISED DECEMBER 15, 2017

“Attachment C: Standard State Provisions for Contracts and Grants” (revision version dated
December 15, 2017) constitutes part of this Agreement and is hereby incorporated by reference
as if fully set forth herein and shall apply to the purchase of all goods and/or services by the
State under this Agreement. A copy of this document is available online at:
https://bgs.vermont.gov/purchasing-contracting/forms.

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