Request for Qualifications – Professional Legal Transcription Services, the Judiciary, State of Hawaii

REQUEST FOR QUALIFICATIONS
RFQ J27137 - Professional Legal Transcription Services
The Judiciary, State of Hawaii
1. Introduction
The Judiciary, State of Hawaii anticipates the need for professional legal transcription services
beginning July 1, 2026, for the District, Family, and Circuit Courts in any or all of the four (4)
Judicial Circuits. Contractors will transcribe legal records and convert live or recorded speech into
written or electronic text. Required services may include transcription of audio or video recordings
of court proceedings, administrative hearings, and other legal or quasi-legal matters such as
unemployment or workers' compensation claims, investigations, witness statements, law
enforcement recordings, and similar proceedings.
2. Contract Term
The initial contract term will be from July 1, 2026 to June 30, 2027. Contracts may be extended
for up to three (3) additional twelve-month periods, subject to the availability of funds and the best
interest of the Judiciary.
3. Scope of Work
The Contractor shall provide written transcription for all audible portions of digitally recorded
legal and quasi-legal proceedings. All transcriptions shall meet Judiciary formatting, quality, and
delivery requirements and comply with:
* Rules Governing Court Reporters in the State of Hawaii;
* Hawaii Court Records Rules;
* Hawaii Revised Statutes; and
* All applicable Judiciary policies, directives, and standards.
The Contractor shall:
* Establish and maintain a workflow for the secure transmission, receipt, storage, processing,
and delivery of Judiciary audio recordings and completed certified transcripts utilizing
secure, encrypted, or otherwise Judiciary-approved methods;
* Acknowledge and either accept or decline transcript assignments within two (2) business
days of receipt of a request. Any declined assignment shall be accompanied by a written
explanation stating the reason for the declination;
* Provide proposed turnaround times for transcript completion. If, upon receipt of a transcript
request, the Contractor determines that it cannot meet the requested completion date
identified as "Date Transcript(s) Needed" on Form 9 - Request for Transcript(s) of
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Proceedings, the Contractor shall promptly notify the Judiciary and provide an estimated
completion date; and
* Complete and deliver certified transcripts in accordance with the delivery medium
requested by the Judiciary or requester (including hard copy and/or electronic format) and
within the timeframe agreed upon by the Judiciary or requester and the Contractor.
3. Minimum Qualifications
a. Contractors must be nationally certified transcriptionists in good standing through one of
the following:
* American Association of Electronic Reporters and Transcribers (AAERT) - Certified
Electronic Transcriber (CET)
* National Court Reporters Association (NCRA) - Registered Professional Reporter
(RPR) or higher
b. Contractors must also meet all Hawaii-specific requirements applicable under the Rules
Governing Court Reporting and Hawaii Revised Statutes.
c. Personal Requirements:
* Good moral character
* Free of any felonious wrongdoing
f. Professional Requirements:
* Must hold AAERT or NCRA certification as described above
* Must meet all requirements to perform court-related transcription work in the State of
Hawaii
* Freelance shorthand reporters, if applicable, must hold a current Notary Public
commission to administer oaths
g. Education Requirements:
* High school diploma, GED, or equivalent
h. Continuing Education:
* Maintain required continuing education units, including those required by AAERT,
NCRA, or State regulations (minimum 30 hours per three-year term if applicable)
5. Contractor Eligibility
The Judiciary will accept Statement of Qualifications from both companies and individual service
providers, subject to the following:
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a. Company Providers
i. Must employ or subcontract transcriptionists who holder the required AAERT or
NCRA certifications.
ii. Must demonstrate secure, encrypted, or Judiciary-approved methods of receiving
and transmitting recordings and completed transcripts.
iii. Must maintain all required compliance documentation and professional liability
insurance.
b. Individual Services Providers
i. Must personally hold the required AAERT or NCRA certifications.
ii. Must individually meet all State of Hawaii rules and statutory requirements.
iii. Must demonstrate their own secure method of receiving and transmitting Judiciary
recordings and transcripts.
iv. Must maintain all required compliance documentation and professional liability
insurance.
6. Compensation
Rates shall comply with Rule 19 of the Hawaii Rules Governing Court Reporting.
7. Additional Requirements
a. Compliance: Contractors must demonstrate compliance with HRS 103D-310 prior to
contract execution. Use of Hawaii Compliance Express (HCE) is encouraged:
https://vendors.ehawaii.gov/hce/
b. Insurance: Contractors must maintain professional liability insurance (errors and
omissions) with minimum coverage of $1,000,000.00 at the time of contract execution.
c. Other Information: Contractors may include any additional information they consider
relevant to their qualifications to provide the services described.
8. Rejection of Qualifications
A qualification submittal may be rejected, in whole or in part, when deemed in the best interest of
the purchasing agency, pursuant to HAR 3-122-97.
All submissions will be kept on file through June 30, 2027, after which date the Judiciary may
issue a new solicitation to prospective contractors for professional legal transcription services.
9. Submittal Instructions
Contractors interested in providing professional legal transcription services for the Judiciary, State
of Hawaii, are invited to submit a Statement of Qualifications and Expression of Interest on an
ongoing basis pursuant to HRS 103D-304.
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All submittals must be signed and emailed with the subject line: "RFQ J27137 - Statement of
Qualifications"
To: Ms. Luzviminda Abad
Email: Luzviminda.B.Abad@courts.hawaii.gov
Your completed statements must be received by the Judiciary , State of Hawaii, Financial Services
Department by or before 12:00 P.M. HST on August 15, 2026.
Statements received after August 15, 2026, will be added to the qualified list and will be
considered for the remainder of the fiscal year.
/s/ Terri Gearon
Terri Gearon
Financial Services Director
The Judiciary, State of Hawaii
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