Court Reporters Services - UPDATED

Solicitation # 33501 -261025
1

STATE OF TENNESSEE
DEPARTMENT OF COMMERCE AND INSURANCE
SOLICITATION # 33501- 261025
FOR COURT REPORTER SERVICES

1. INTRODUCTION

The State of Tennessee, Department of Commerce and Insurance, hereinafter referred to as the “State,”
issues this Solicitation to define minimum contract requirements; solicit responses; detail response
requirements; and outline the State’s process for evaluating responses and selecting a contractor to provide
the needed goods or services.
1.1. Scope of Service, Contract Period, & Required Terms and Conditions

The Solicitation Attachment 2, Pro Forma Contract details the State’s requirements:
 Scope of Services and Deliverables (Section A);
 Contract Period (Section B);
 Payment Terms (Section C);
 Standard Terms and Conditions (Section D); and,
 Special Terms and Conditions (Section E).

The pro forma contract substantially represents the contract document that the successful
Respondent must sign.
1.1.1. Only the State’s official, written responses and communications with Respondents are binding with
regard to this Solicitation. Oral communications between a State official and one or more Respondents are unofficial and non -binding.
1.1.2. The State will convey all official responses and communications related to this Solicitation to the
prospective Respondents from whom the State has received a Notice of Intent to Respond (refer
to Solicitation Section 1.3).
1.1.3. The State reserves the right to determine, at its sole discretion, the method of conveying official,
written responses and communications related to this Solicitation. Such written communications
may be transmitted by mail, hand- delivery, facsimile, electronic mail, Internet posting, or any other
means deemed reasonable by the State.
1.1.4. The State reserves the right to determine, at its sole discretion, the appropriateness and adequacy
of responses to written comments, questions, and requests related to this Solicitation.
1.2. Assistance to Respondents with a Handicap or Disability

Prospective Respondents with a handicap or disability may receive accommodation relating to the
communication of this Solicitation and participating in the Solicitation process. Prospective Respondents may contact the Solicitation Coordinator to request such reasonable accommodation no later than the
Disability Accommodation Request Deadline detailed in the Solicitation Section 2, Schedule of Events.

1.3. Notice of Intent to Respond

Before the Notice of Intent to Respond Deadline detailed in the Solicitation Section 2, Schedule of Events,
prospective Respondents should submit to the Solicitation Coordinator a Notice of Intent to Respond (in
the form of a simple e-mail or other written communication). Such notice should include the following
information:

Solicitation # 33501 -261025
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 the business or individual’s name (as appropriate);
 a contact person’s name and title; and
 the contact person’s mailing address, telephone number, facsimile number, and e- mail address.
A Notice of Intent to Respond creates no obligation and is not a prerequisite for submitting a
response, however, it is necessary to ensure receipt of any Solicitation amendments or other
notices and communications relating to this Solicitation.
1.4. Response Deadline

A Respondent must ensure that the State receives a response no later than the Response Deadline time
and date detailed in the Solicitation Section 2, Schedule of Events. The State will not accept late responses,
and a Respondent’s failure to submit a response before the deadline will result in disqualification of the response.
1.5. Response Form

A response to this Solicitation must be economically prepared, with emphasis on completeness and clarity.
A response, as well as any reference material presented, must be written in English, must be written on
standard 8 ½” x 11” pages (although oversize exhibits are permissible) , and a 12-point font for text must be
used . All response pages must be numbered.
1.6. Response Delivery and Restrictions
1.6.1. A Respondent must submit one (1) original Response as specified below.
1.6.1.1. Labeled “Solicitation # 33501- 261025 RESPONSE”
1.6.1.2. Must be submitted by electronic mail to the Solicitation Coordinator at the following
email address ci.procurement@tn.gov

1. 6.2. A Respondent must ensure that the State receives a response no later than the Response Deadline
time and date detailed in Solicitation Section 2, Schedule of Events. Solicitation Coordinator
information :
Chad Butler, Solicitation Coordinator
Department of Commerce and Insurance
500 James Robertson Parkway Nashville, Tennessee 37243
ci.procurement@tn.gov

1.6.3. The State shall not consider a response from an individual who is, or within the past six (6) months
has been, a State employee. For purposes of this Solicitation:

1.6.3.1. An individual shall be deemed a State employee until such time as all compensation for
salary, termination pay, and annual leave has been paid;
1.6.3.2. A contract with or a response from a company, corporation, or any other contracting entity
in which a controlling interest is held by any State employee shall be considered to be a contract with or proposal from the employee; and
1.6.3.3. This Solicitation is also subject to Tenn. Code Ann. § 12-4- 101—105.

1.7. Response Preparation Costs

The State will not pay any costs associated with the preparation, submittal, or presentation of any
response.

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2. SOLICITATION SCHEDULE OF EVENTS

2.1. The following Solicitation Schedule of Events represents the State’s best estimate for this Solicitation.

EVENT TIME
(Central Time) DATE
1. Solicitation Issued October 3, 2025
2. Disability Accommodation Request Deadline 2:00 p.m. October 8, 2025
3. Notice of Intent to Respond Deadline 2:00 p.m. October 10, 2025
4. Written “Questions & Comments” Deadline 2:00 p.m. October 17, 2025
5. State Response to Written “Questions &
Comments” October 22, 2025
6. Response Deadline 2:00 p.m. October 29, 2025
7. State Completion of Response Evaluations November 3, 2025
8. State Notice of Intent to Award Released and
Solicitation Files Opened for Public Inspection
2:00 p.m. November 5, 2025
9. End of Open File Period November 12, 2025
10. State sends contract to Contractor for signature November 13, 2025
11. Contractor Signature Deadline 2:00 p.m. November 19, 2025

2.2. The State reserves the right, at its sole discretion, to adjust the Solicitation Schedule of Events as
it deems necessary. Any adjustment of the Schedule of Events shall constitute a Solicitation amendment,
and the State will communicate such to prospective Respondents from whom the State has received a
Notice of Intent to Respond (refer to section 1.3).

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3. GENERAL CONTRACTING INFORMATION & REQUIREMENTS

3.1. Solicitation Amendment

The State at its sole discretion may amend this Solicitation, in writing, at any time prior to contract award.
However, prior to any such amendment, the State will consider whether it would negatively impact the ability
of potential Respondents to meet the response deadline and revise the Solicitation Schedule of Events if
deemed appropriate. If a Solicitation amendment is issued, the State will convey it to potential Respondents
who submitted a Notice of Intent to Respond (refer to Solicitation Section 1.3). A response must address
the final Solicitation (including its attachments) as amended.
3.2. Solicitation Cancellation

The State reserves the right, at its sole discretion, to cancel the Solicitation or to cancel and reissue this
Solicitation in accordance with applicable laws and regulations.

3.3. State Right of Rejection
3.3.1. Subject to applicable laws and regulations, the State reserves the right to reject, at its sole
discretion, any and all responses.

3.3.2. The State may deem as non- responsive and reject any response that does not comply with all
terms, conditions, and performance requirements of this Solicitation. Notwithstanding the foregoing, the State reserves the right to waive, at its sole discretion, minor variances from full compliance
with this Solicitation. If the State waives variances in a response, such waiver shall not modify the
Solicitation requirements or excuse the Respondent from full compliance, and the State may hold
any resulting Contractor to strict compliance with this Solicitation.
3.4. Professional Licensure and Certification

3.4.1. Per Tenn. Code Ann. § 20-9- 603, effective July 1, 2010, no person, except as otherwise provided
by law, shall practice or attempt to practice court reporting in the State of Tennessee unless the
person is a licensed court reporter. Accordingly, an apparent successful Respondent must be licensed as a court reporter and be in good standing with the Tennessee Department of Commerce and
Insurance . Before the contract resulting from this Solicitation can be awarded, an apparent
successful Respondent must provide a copy of his or her license to the Solicitation Coordinator.

3.5. Department of Revenue Registration

3.5.1. Before the Contract resulting from this Solicitation is signed, the apparent successful Respondent
must be registered with the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. The State shall not award a contract unless the Respondent provides proof of
such registration or provides documentation from the Department of Revenue that the Contractor is exempt from this registration requirement. The foregoing is a mandatory requirement of an award
of a contract pursuant to this Solicitation. To register, please visit the Department of Revenue’s
Tennessee Taxpayer Access Point (TNTAP) website for Online Registration and the Vendor Contract Questionnaire. These resources are available at the following:
https://tntap.tn.gov/eservices/_/#1

3.6. Insurance Requirements

3.6.1. Before the contract resulting from this Solicitation becomes effective, an apparent successful
Respondent must provide to the State a Certificate of Insurance (“COI”) evidencing the coverages
and amounts specified in Contract Section D.32. ( see Solicitation Attachment 2, Pro Forma
Contract, Section D.32., Insurance)

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3.7. Disclosure of Response Contents

3.7.1. All materials submitted to the State in response to this Solicitation shall become the property of the
State of Tennessee. Selection or rejection of a response does not affect this right. By submitting a
response, a Respondent acknowledges and accepts that the full response contents and associated
documents will become open to public inspection in accordance with the laws of the State of
Tennessee.

3.7.2. The State will hold all response information in confidence during the evaluation process.

3.7.3. Upon completion of response evaluations, indicated by public release of a Notice of Intent to Award,
the responses and associated materials will be open for review by the public in accordance with Tenn. Code Ann. § 10- 7-504(a)(7).

3.8. Contract Approval and Contract Payments

3.8.1. After contract award, the Contractor who is awarded the contract must submit appropriate
documentation with the Department of Finance and Administration, Division of Accounts.

3.8.2. This Solicitation and its contractor selection processes do not obligate the State and do not create
rights, interests, or claims of entitlement in either the Respondent with the apparent best-evaluated
response or any other Respondent. State obligations pursuant to a contract award shall commence
only after the Contract is signed by the State agency head and the Contractor and after the Contract
is approved by all other state officials as required by applicable laws and regulations.
3.8.3. No payment will be obligated or made until the relevant Contract is approved as required by
applicable statutes and rules of the State of Tennessee.

3.9. Severability

If any provision of this Solicitation is declared by a court to be illegal or in conflict with any law, said decision
will not affect the validity of the remaining Solicitation terms and provisions, and the rights and obligations
of the State and Respondents will be construed and enforced as if the Solicitation did not contain the particular provision held to be invalid.

3.10. Next Ranked Respondent
The State reserves the right to initiate negotiations with the next ranked Respondent should the State cease
doing business with any Respondent selected via this Solicitation process.

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4. EVALUATION & CONTRACT AWARD

4.1. Evaluation Process

This evaluation process is designed to award the contract(s) resulting from this Solicitation to the
Respondent(s) deemed by the State to be responsive and responsible and who offer the best combination
of attributes based upon the evaluation criteria. (“Responsive Respondent” is defined as a Respondent that
has submitted a response that conforms in all material respects to the Solicitation. “Responsible
Respondent” is defined as a Respondent that has the capacity in all respects to perform fully the contract requirements, and the integrity and reliability which will assure good faith performance.)
4.1.1. Response Evaluation . The Solicitation Coordinator will use the Solicitation Attachment 1, Proposal
& Evaluation Guide to manage the Proposal Evaluation and maintain evaluation records.

4.1.1.1. The State reserves the right, at its sole discretion, to request Respondent clarification of
a response or to conduct clarification discussions with any or all Respondents. Any such
clarification or discussion will be limited to specific sections of the response identified by
the State. The subject Respondent must put any resulting clarification in writing as may
be required and in accordance with any deadline imposed by the State.
4.1.1.2. The Solicitation Coordinator will independently evaluate each Response (that is
responsive to the Solicitation) against the evaluation criteria in this Solicitation and will
score each as Pass/Fail in accordance with the Solicitation Attachment 1, Proposal &
Evaluation Guide.

4.2. Contract Award Process

4.2.1 The Solicitation Coordinator will send the scores to the head of the procuring agency for
consideration along with any other relevant information that might be available and pertinent to contract award.
4.2.2. The State will issue a Notice of Intent to Award identifying the apparent best-evaluated responses
and make the Solicitation files available for public inspection at the time and date specified in the
Solicitation Section 2, Schedule of Events.

NOTICE: The Notice of Intent to Award shall not create rights, interests, or claims of
entitlement in either the apparent best-evaluated Respondent or any other Respondent.

4.2.3. The Respondents identified as offering the apparent best -evaluated responses will be required to
sign a contract drawn by the State pursuant to this Solicitation. The Contract shall be substantially
the same as the Solicitation Attachment 2, Pro Forma Contract. The Respondent must sign the
contract by the Contractor Signature Deadline detailed in the Solicitation Section 2, Schedule of
Events. If the Respondent fails to provide the signed Contract by this deadline, the State may
determine that the Respondent is non -responsive to th is Solicitation and reject the response.
Multiple contracts may be awarded from this Solicitation.

Solicitation # 33501 -261025
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SOLICITATION ATTACHMENT 1
PROPOSAL & EVALUATION GUIDE
Applicants must address all items detailed below and provide, in sequence, the information and documentation as required.
Applicants must also detail the response page number for each item in the appropriate space below.

RESPONDENT
LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)
Item
Ref.
Questions
Pass/Fail
A.1. Detail the name, e-mail address, mailing address, telephone number, and facsimile
number of the person the State should contact regarding the response.
A.2. Describe the Respondent’s form of business (i.e., individual, sole proprietor, corporation,
non-profit corporation, partnership, limited liability company) and business location
(physical location or domicile).
A.3. Detail the number of years the Respondent has been in business.
A.4. Briefly describe how long the Respondent has been providing the goods or services
required by this Solicitation.
A.5. Describe the Respondent’s number of employees, client base, and location of offices.
A.6. Provide a statement, based upon reasonable inquiry, of whether the Respondent or
any individual who shall cause to deliver goods or perform services under the contract
has a possible conflict of interest (e.g. , employment by the State of Tennessee) and, if
so, the nature of that conflict.
NOTE: Any questions of conflict of interest shall be solely within the discretion of the
State, and the State reserves the right to cancel any award.
A.7. Provide a statement of whether the Respondent or, to the Respondent's knowledge, any
of the Respondent’s employees or agents, involved in the delivery of goods or
performance of services on a contract pursuant to this Solicitation, have been convicted
of, pled guilty to, or pled nolo contendere to any felony. If so, include an explanation providing relevant details.
A.8. Provide a statement of whether, in the last ten (10) years, the Respondent has filed (or
had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or
involuntary, or undergone the appointment of a receiver, trustee, or assignee for the
benefit of creditors. If so, include an explanation providing relevant details.
A.9. Provide a statement of whether there is any material, pending litigation against the
Respondent that the Respondent should reasonably believe could adversely affect its ability to meet contract requirements pursuant to this Solicitation or is likely to have a
material adverse effect on the Respondent’s financial condition. If such exists, list each
separately, explain the relevant details, and attach the opinion of counsel addressing whether and to what extent it would impair the Respondent’s performance in a contract
pursuant to this Solicitation.
NOTE: All persons, agencies, firms, or other entities that provide legal opinions
regarding the Respondent must be properly licensed to render such opinions. The State
may require the Respondent to submit proof of license for each person or entity that renders such opinions.
A.10. Provide a brief, descriptive statement detailing evidence of the Respondent’s ability to deliver the goods or services sought under this Solicitation ( e.g
., prior experience,
training, certifications, resources, program and quality management systems, etc .).

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RESPONDENT
LEGAL ENTITY
NAME:
Response
Page #
(Respondent
completes)
Item
Ref.
Questions
Pass/Fail
Provide a copy of all credentials required to perform these services.
A.11. Provide a statement of whether the Respondent has any current contracts with the State
of Tennessee or has completed any contracts with the State of Tennessee within the
previous five (5) year period. If so, provide the following information for all current and
completed contracts:
(a) the name, title, telephone number and e-mail address of the State contact
knowledgeable about the contract;
(b) the procuring State agency name;
(c) a brief description of the contract’s scope of services;
(d) the contract period; and
(e) the contract number.
A.12. Provide a statement and any relevant details addressing whether the Respondent is any
of the following:
(a) is presently debarred, suspended, proposed for debarment, or voluntarily
excluded from covered transactions by any federal or state department or
agency;
(b) has within the past three (3) years, been convicted of, or had a civil judgment
rendered against the contracting party from commission of fraud, or a
criminal offence in connection with obtaining, attempting to obtain, or
performing a public (federal, state, or local) transaction or grant under a
public transaction; violation of federal or state antitrust statutes or
commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(c) is presently indicted or otherwise criminally or civilly charged by a
government entity (federal, state, or local) with commission of any of the
offenses detailed above; and
(d) has within a three (3) year period preceding the contract had one or more
public transactions (federal, state, or local) terminated for cause or default.
A.13. Provide a statement that details the Respondent’s ability to produce transcripts in
accordance with the Tennessee Board of Court Reporting Transcript Guidelines.

SCORE (Items above) :
(maximum possible pass = 13 of 13)
State Use – Evaluator Initials and Notes:

Solicitation # 33501-261025
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PRO FORMA CONTRACT

The pro forma contract detailed in following pages of this exhibit contains some "blanks " (signified by field
descriptions in capital letters or red text) that will be completed with appropriate information in a final
contract.

03.05.25 FA
Solicitation # 33501-261025
10 CONTRACT
BETWEEN THE STATE OF TENNESSEE,
DEPARTMENT OF COMMERCE AND INSURANCE
AND
CONTRACTOR NAME

This Contract, by and between the State of Tennessee, Department of Commerce and Insurance (“State”) and
Contractor Legal Entity Name (“Contractor”), is for the provision of court reporter services, as further defined in
the "SCOPE." State and Contractor may be referred to individually as a “Party” or collectively as the “Parties” to
this Contract.

The Contractor is a/an Individual, For- Profit Corporation, Non -Profit Corporation, Special Purpose Corporation or
Association, Partnership, Joint Venture, Or Limited Liability Company. Contractor Place of Incorporation or Organization: Location
Contractor Edison Registration ID # Number
A. SCOPE:
A.1. The Contractor shall provide all goods or services and deliverables as required, described, and detailed below and shall meet all service and delivery timelines as specified by this Contract.
A.2. The Contractor shall provide court reporter services for all division and program areas of the
Tennessee Department of Commerce and Insurance. Court reporter services include, but are not limited
to, appearances at hearings, depositions, or board meetings, transcript preparation, transcript
certification, delivery of transcripts, and miscellaneous services (e.g., postage, notarization, etc.).

A.3. The court reporter or court reporters provided by the Contractor under this contract shall maintain a
license to perform court reporter services in the State of Tennessee for the duration of this contract.

A.4. The court reporter or court reporters performing services under this Contract shall comply with all
applicable federal, state, and local laws, rules, regulations, and policies governing court reporting in the
State of Tennessee, including but not limited to:

a. The Tennessee Court Reporter Act of 2009, Tenn. Code Ann. § 20-9- 601, et seq.;

b. The rules and regulations promulgated by the State, including those set forth in Tenn. Comp. R. &
Regs. 0455- 01-01, et seq.;

c. The Tennessee Department of Commerce and Insurance’s relevant internal policies and procedures relating to administrative proceedings and court reporting services; and

d. Any specific instructions or additional guidelines provided by the State under this Contract.
A.5. The court reporter or court reporters performing services under this Contract shall comply with the Tennessee Board of Court Reporting Uniform Transcript Guidelines, attached hereto as Attachment B,
unless otherwise directed by the State.

A.6. The court reporter or court reporters performing services under this Contract shall use the sample
reporter’s certificate for depositions and/or court hearings, attached hereto as Attachment C, as well as
the sample recommendation for transcription requests involving another individual’s stenographic notes and/or electronic recordings, attached hereto as Attachment D, unless otherwise directed by the State.

A.7. Warranty . Contractor represents and warrants that the term of the warranty (“Warranty Period”) shall be
the greater of the Term of this Contract or any other warranty generally offered by Contractor, its suppliers, or manufacturers to customers of its goods or services. The goods or services provided under this Contract shall conform to the terms and conditions of this Contract throughout the Warranty Period.

03.05.25 FA
Solicitation # 33501-261025
11 Any nonconformance of the goods or services to the terms and conditions of this Contract shall constitute
a “Defect” and shall be considered “Defective.” If Contractor receives notice of a Defect during the
Warranty Period, then Contractor shall correct the Defect, at no additional charge.

Contractor represents and warrants that the State is authorized to possess and use all equipment,
materials, software, and deliverables provided under this Contract.

Contractor represents and warrants that all goods or services provided under this Contract shall be provided in a timely and professional manner, by qualified and skilled individuals, and in conformity with
standards generally accepted in Contractor’s industry.

If Contractor fails to provide the goods or services as warranted, then Contractor will re- provide the goods
or services at no additional charge. If Contractor is unable or unwilling to re- provide the goods or
services as warranted, then the State shall be entitled to recover the fees paid to Contractor for the
Defective goods or services. Any exercise of the State’s rights under this Section shall not prejudice the State’s rights to seek any other remedies available under this Contract or applicable law .

A.8. Inspection and Acceptance. The State shall have the right to inspect all goods or services provided by
Contractor under this Contract. If, upon inspection, the State determines that the goods or services are Defective, the State shall notify Contractor, and Contractor shall re-d eliver the goods or provide the
services at no additional cost to the State. If after a period of thirty (30) days following delivery of goods or performance of services the State does not provide a notice of any Defects, the goods or services shall be deemed to have been accepted by the State.
A.9.
The Contractor shall provide the State with a certified original transcript , either in paper or digital format,
within thirty (30) calendar days following the conclusion of any court proceeding, board meeting,
deposition, or similar event for which a transcript is prepared and requested. The Regular Delivery rate
for an Original Transcript shall apply unless the State specifically requests Expedited or Next Day
Delivery.
B. TERM OF CONTRACT:

This Contract shall be effective for the period beginning on DATE (“Effective Date”) and ending on June
30, 2030, (“Term”). The State shall have no obligation for goods delivered or services provided by the Contractor prior to the Effective Date.

C. PAYMENT TERMS AND CONDITIONS:

C.1. Maximum Liability . In no event shall the maximum liability of the State under this Contract exceed fifty -
five thousand dollars and zero cents ($55,000.00) (“Maximum Liability”). This Contract does not grant the
Contractor any exclusive rights. The State does not guarantee that it will buy any minimum quantity of
goods or services under this Contract. Subject to the terms and conditions of this Contract, the
Contractor will only be paid for goods or services provided under this Contract after a purc hase order is
issued to Contractor by the State or as otherwise specified by this Contract.

C.2. Compensation Firm. The payment methodology in Section C.3. of this Contract shall constitute the entire
compensation due the Contractor for all goods or services provided under this Contract regardless of the
difficulty, materials or equipment required. The payment methodology includes all applicable taxes, fees,
overhead, and all other direct and indirect costs incurred or to be incurred by the Contractor.

C.3. Payment Methodology. The Contractor shall be compensated based on the payment methodology for
goods or services authorized by the State in a total amount as set forth in Section C.1.

a. The Contractor’s compensation shall be contingent upon the satisfactory provision of goods or
services as set forth in Section A.

03.05.25 FA
Solicitation # 33501-261025
12 b. The Contractor shall be compensated based upon the following payment methodology:

Goods or Services Description Amount
(per compensable increment)
Full Day – Court Reporter Service (More than 4 hours of service
provided in a single day) $600.00 per day
Half Day – Court Reporter Service (Service provided for 4 hours or less
in a single day, or if the State cancels with less than 24 hours’ notice) $400.00 per day
Overtime – Court Reporter Service (hourly compensation ONLY for the
period of service exceeding 8 hours in one day – payable in addition to
the Full Day rate only as applicable) $50.00 per hour
Original Transcript (Paper or Digital)
- Regular Delivery (More than 3 Days) $5.00 per page
Additional Copy (Paper or Digital)
- Regular Delivery (More than 3 Days) $3.00 per page
Original Transcript (Paper or Digital)
- Expedited Delivery (2–3 days) $10.00 per page
Additional Copy (Paper or Digital)
- Expedited Delivery (2–3 days) $10.00 per page
Original Transcript (Paper or Digital)
- Next Day Delivery $12.00 per page
Additional Copy (Paper or Digital)
- Next Day Delivery $12.00 per page
Miscellaneous Services (e.g. postage, notarization, etc.) $50.00
Certified copies from the court clerk (e.g. for exhibit attachment) $50.00

C.4. Travel Compensation. Compensation to the Contractor for travel, meals, or lodging shall be subject to
amounts and limitations specified in the current “State Comprehensive Travel Regulations.” The State will
compensate Contractor for such travel expenses only if they have been preapproved by the State in writing prior to the expenses being incurred.
The Contractor must include (in addition to other invoice requirements of this Contract) a complete
itemization of requested travel compensation and appropriate documentation and receipts as required by
the "State Comprehensive Travel Regulations." The payment methodology in Section C.3 and the Travel
Compensation provided in Section C.4.shall constitute the entire compensation due the Contractor for all
goods or services provided under this Contract regardless of the difficulty, materials or equipment
required. The payment methodology includes all applicable taxes, fees, overhead, and all other direct or
indirect costs incurred or to be incurred by the Contractor.

C.5. Invoice Requirements. The Contractor shall invoice the State only for goods delivered and accepted by
the State or services satisfactorily provided at the amounts stipulated in Section C.3., above. Contractor shall submit invoices and necessary supporting documentation, no more frequently than once a month, and no later than thirty (30) days after goods or services have been provided to the following address:
Tennessee Department of Commerce and Insurance
Attention: Accounts Payable

03.05.25 FA
Solicitation # 33501-261025
13 500 James Robertson Parkway
Nashville, TN 37243
ciaccounts.payable@tn.gov

a. Each invoice, on Contractor’s letterhead, shall clearly and accurately detail all of the following
information (calculations must be extended and totaled correctly):

(1) Invoice number (assigned by the Contractor);
(2) Invoice date;
(3) Contract number (assigned by the State);
(4) Customer account name: Department of Commerce and Insurance, Legal Division;
(5) Customer account number (assigned by the Contractor to the above- referenced Customer);
(6) Contractor name;
(7) Contractor Tennessee Edison registration ID number;
(8) Contractor contact for invoice questions (name, phone, or email);
(9) Contractor remittance address;
(10) Description of delivered goods or services provided and invoiced, including identifying
information as applicable;
(11) Number of delivered or completed units, increments, hours, or days as applicable, of each
good or service invoiced;
(12) Applicable payment methodology (as stipulated in Section C.3.) of each good or service invoiced;
(13) Amount due for each compensable unit of good or service; and
(14) Total amount due for the invoice period.

b. Contractor’s invoices shall:
(1) Only include charges for goods delivered or services provided as described in Section A and in accordance with payment terms and conditions set forth in Section C;
(2) Only be submitted for goods delivered or services completed and shall not include any charge for future goods to be delivered or services to be performed;
(3) Not include Contractor’s taxes, which includes without limitation Contractor’s sales and use tax, excise taxes, franchise taxes, real or personal property taxes, or income taxes; and
(4) Include shipping or delivery charges only as authorized in this Contract.

c. The timeframe for payment (or any discounts) begins only when the State is in receipt of an invoice that meets the minimum requirements of this Section C.5.

C.6. Payment of Invoice. A payment by the State shall not prejudice the State's right to object to or question
any payment, invoice, or other matter. A payment by the State shall not be construed as acceptance of
goods delivered, any part of the services provided, or as approval of any amount invoiced.

C.7. Invoice Reductions. The Contractor's invoice shall be subject to reduction for amounts included in any
invoice or payment that is determined by the State, on the basis of audits conducted in accordance with
the terms of this Contract, to not constitute proper compensation for goods delivered or services provided.

C.8. Deductions . The State reserves the right to deduct from amounts, which are or shall become due and
payable to the Contractor under this or any contract between the Contractor and the State of Tennessee, any amounts that are or shall become due and payable to the State of Tennessee by the Contractor.

C.9. Prerequisite Documentation. The Contractor shall not invoice the State under this Contract until the State
has received the following, properly completed documentation.

a. The Contractor shall complete, sign, and present to the State the "Authorization Agreement for
Automatic Deposit Form" provided by the State. By doing so, the Contractor acknowledges and

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14 agrees that, once this form is received by the State, payments to the Contractor, under this or any
other contract the Contractor has with the State of Tennessee, may be made by ACH; and

b. The Contractor shall complete, sign, and return to the State the State- provided W -9 form. The
taxpayer identification number on the W -9 form must be the same as the Contractor's Federal
Employer Identification Number or Social Security Number referenced in the Contractor’s Edison
registration information.

D. MANDATORY TERMS AND CONDITIONS:

D.1. Required Approvals. The State is not bound by this Contract until it is duly approved by the Parties and
all appropriate State officials in accordance with applicable Tennessee laws and regulations. Depending upon the specifics of this Contract, this may include approvals by the Commissioner of Finance and
Administration, the Commissioner of Human Resources, the Comptroller of the Treasury, and the Chief Procurement Officer. Approvals shall be evidenced by a signature or electronic approval.

D.2. Communications and Contacts. All instructions, notices, consents, demands, or other communications
required or contemplated by this Contract shall be in writing and shall be made by certified, first -class
mail, return receipt requested and postage prepaid, by overnight courier service with an asset tracking
system, or by email or facsimile transmission with recipient confirmation. All communications, regardless
of method of transmission, shall be addressed to the respective Party at the appropriate mailing address,
facsimile number, or email address as stated below or any other address provided in writing by a Party.

The State:
Chad Butler, Associate General Counsel
Department of Commerce and Insurance
500 James Robertson Parkway
Nashville, Tennessee 37243
Chadwick.Butler@tn.gov
Telephone # 615- 253-4790
The Contractor:
Contractor Contact Name & Title
Contractor Name
Address
Email Address
Telephone # Number
FAX # Number

All instructions, notices, consents, demands, or other communications shall be considered effective upon
receipt or recipient confirmation as may be required.

D.3. Modification and Amendment. This Contract may be modified only by a written amendment signed by all
Parties and approved by all applicable State officials.

D.4. Subject to Funds Availability. The Contract is subject to the appropriation and availability of State or
federal funds. In the event that the funds are not appropriated or are otherwise unavailable, the State reserves the right to terminate this Contract upon written notice to the Contractor. The State’s exercise of
its right to terminate this Contract shall not constitute a breach of Contract by the State. Upon receipt of
the written notice, the Contractor shall cease all work associated with the Contract. If the State
terminates this Contract due to lack of funds availability, the Contractor shall be entitled to compensation
for all conforming goods requested and accepted by the State and for all satisfactory and authorized
services completed as of the termination date. Should the State exercise its right to terminate this

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15 Contract due to unavailability of funds, the Contractor shall have no right to recover from the State any
actual, general, special, incidental, consequential, or any other damages of any description or amount.

D.5. Termination for Convenience. The State may terminate this Contract for convenience without cause and
for any reason. The State shall give the Contractor at least thirty (30) days written notice before the
termination date. The Contractor shall be entitled to compensation for all conforming goods delivered and accepted by the State or for satisfactory, authorized services completed as of the termination date. In no
event shall the State be liable to the Contractor for compensation for any goods neither requested nor
accepted by the State or for any services neither requested by the State nor satisfactorily performed by the Contractor. In no event shall the State’s exercise of its right to terminate this Contract for
convenience relieve the Contractor of any liability to the State for any damages or claims arising under
this Contract.

D.6. Termination for Cause. If the Contractor fails to properly perform its obligations under this Contract in a
timely or proper manner, or if the Contractor materially violates any terms of this Contract (“Breach
Condition” ), the State shall have the right to immediately terminate the Contract and withhold payments in
excess of compensation for completed services or provided goods. Notwithstanding the above, the
Contractor shall not be relieved of liability to the State for damag es sustained by virtue of any Breach
Condition and the State may seek other remedies allowed at law or in equity for breach of this Contract.

D.7. Assignment and Subcontracting. The Contractor shall not assign this Contract or enter into a subcontract
for any of the goods or services provided under this Contract without the prior written approval of the State. Notwithstanding any use of the approved subcontractors, the Contractor shall be the prime contractor and responsible for compliance with all terms and conditions of this Contract. The State
reserves the right to request additional information or impose additional terms and conditions bef ore
approving an assignment of this Contract in whole or in part or the use of subcontractors in fulfilling the
Contractor’s obligations under this Contract.

D.8. Conflicts of Interest. The Contractor warrants that no part of the Contractor’s compensation shall be paid
directly or indirectly to an employee or official of the State of Tennessee as wages, compensation, or gifts
in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Contractor in
connection with any work contemplated or performed under this Contract.
The Contractor acknowledges, understands, and agrees that this Contract shall be null and void if the Contractor is, or within the past six (6) months has been, an employee of the State of Tennessee or if the
Contractor is an entity in which a controlling interest is held by an individual who is, or within the past six
(6) months has been, an employee of the State of Tennessee.

D.9. Nondiscrimination . The Contractor hereby agrees, warrants, and assures that no person shall be
excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of this Contract or in the employment practices of the Contractor on the grounds of handicap
or disability, age, race, creed, color, religion, sex, national origin, or any other classification protected by
federal or state law. The Contractor shall, upon request, show proof of nondiscrimination and shall post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

D.10. Prohibition of Illegal Immigrants. The requirements of Tenn. Code Ann. § 12-3- 309 addressing the use of
illegal immigrants in the performance of any contract to supply goods or services to the state of Tennessee, shall be a material provision of this Contract, a breach of which shall be grounds for monetary and other penalties, up to and including termination of this Contract.

a. The Contractor agrees that the Contractor shall not knowingly utilize the services of an illegal
immigrant in the performance of this Contract and shall not knowingly utilize the services of any
subcontractor who will utilize the services of an illegal immigrant in the performance of this Contract. The Contractor shall reaffirm this attestation by submitting to the State a completed
Attestation (accessible through the Edison Supplier Portal) and included at Attachment A, semi -

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16 annually during the Term. If the Contractor is a party to more than one contract with the State,
the Contractor may submit one attestation that applies to all contracts with the State. All
Contractor attestations shall be maintained by the Contractor and made available to State officials
upon request.

b. Prior to the use of any subcontractor in the performance of this Contract, and semi -annually
thereafter, during the Term, the Contractor shall obtain and retain a current, written attestation that the subcontractor shall not knowingly utilize the services of an illegal immigrant to perform work under this Contract and shall not knowingly utilize the services of any subcontractor who will
utilize the services of an illegal immigrant to perform work under this Contract. Attestations
obtained from subcontractors shall be maintained by the Contractor and made available to State
officials upon request.

c. The Contractor shall maintain records for all personnel used in the performance of this Contract.
Contractor’s records shall be subject to review and random inspection at any reasonable time upon reasonable notice by the State.