Action 9.
Regular Board of Supervisors Meeting
Court Administration
- Meeting Date:
- 03/09/2021
- Title:
- Proposal with Revolutionary Text, LLC for Interim Remote Court Reporting Services
- Submitted By:
- Rita Shipley, Court Administration
- Department:
- Court Administration
Presentation:
No A/V Presentation
Recommendation:
Approve
Document Signatures:
BOS Signature NOT Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
0
NAME
of PRESENTER:
of PRESENTER:
Rita Shipley
TITLE
of PRESENTER:
of PRESENTER:
Budget & Finance Director
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
A.R.S. ยง38-424
Docket Number (If applicable):
Information
Agenda Item Text:
Approve proposal between Revolutionary Text, LLC and Cochise County Superior Courts for Interim Remote Court Reporting Services, in the amount of $75,000, effective February 23, 2021 through June 30, 2021.
Background:
In 2016, Cochise County executed a contract with Revolutionary Text, LLC to provide remote reporting services, with four additional one year terms. We were the first courtroom in the nation to embrace remote reporting and it has been a successful new approach to create a record of court proceedings, while also addressing the court reporter shortage. The contract expired February 22, 2021 and Revolutionary Text has provided a proposal for interim remote court reporting services from February 23, 2021 through June 30, 2021. The proposal is for interim services as there is pending legislation (SB1267) that would end the requirement of utilizing court reporters to capture the record. If passed, the bill would be effective August 2021. In the meantime, we are also initiating the RFP process as contracts are required to go out to bid every 5 years. We would like to evaluate the market and also get the contract on a fiscal year basis of July 1st through June 30th if the senate bill doesn't pass.
The court is required by rule and statute with the creation of a record. Rule and statute specify the means by which a record may be created and when the attendance of a certified court reporter is required. Historically, the court was able to meet these requirements primarily through the use of staff court reporters. We have had difficulties filling the vacancies as there is a nationwide court reporter shortage. The court reporter shortage problem began in 2014 as the court began to experience retirements. Two of our six reporters retired in early 2014, followed by 2 in 2019 and 2 in 2020. We have expanded the recruitment efforts to a national level and increased the starting salary from $53,000 to $57,000. This resulted in one potential applicant but the applicant was not certified in Arizona. Therefore, we rely on the remote court reporting services provided by Revolutionary Text and per diem contract reporters along with digital recordings where permitted by rule.
The court is required by rule and statute with the creation of a record. Rule and statute specify the means by which a record may be created and when the attendance of a certified court reporter is required. Historically, the court was able to meet these requirements primarily through the use of staff court reporters. We have had difficulties filling the vacancies as there is a nationwide court reporter shortage. The court reporter shortage problem began in 2014 as the court began to experience retirements. Two of our six reporters retired in early 2014, followed by 2 in 2019 and 2 in 2020. We have expanded the recruitment efforts to a national level and increased the starting salary from $53,000 to $57,000. This resulted in one potential applicant but the applicant was not certified in Arizona. Therefore, we rely on the remote court reporting services provided by Revolutionary Text and per diem contract reporters along with digital recordings where permitted by rule.
Department's Next Steps (if approved):
The next steps will be to have the Court Administrator sign the proposal if the Board of Supervisors approves the proposal. We will also work with Procurement to get a purchase order issued to Revolutionary Text, LLC. We will also be working on getting an RFP issued in March.
Impact of NOT Approving/Alternatives:
The impact of not approving this proposal will be continued difficulty finding certified reporters to cover court proceedings. This could lead to more continuances.
To BOS Staff: Document Disposition/Follow-Up:
BOS approval only. No signature or additional documents/follow-up needed.
Fiscal Impact
- Fiscal Year:
- FY21
- One-time Fixed Costs? ($$$):
- No
- Ongoing Costs? ($$$):
- $75,000
- County Match Required? ($$$):
- No
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- No
- Source of Funding?:
- General Fund
Fiscal Impact & Funding Sources (if known):
We estimate the cost of remote court reporting services through June 30, 2021 to be $75,000. This includes the 27 guaranteed monthly sessions plus 20 additional sessions at $700 plus a few cancellation fees due to court scheduling. The funding is already budgeted in general fund.