Bid guide
How to bid on Court Reporting and Transcription for the DEPT of Defense
What the agency is buying and why it matters
The Department of Defense is looking for businesses that can provide certified court reporters and verbatim legal transcription services for Virginia Air National Guard hearings at Langley AFB, VA. This includes live reporting, U.S.-based transcription, speaker identification, and secure handling of records.
Vendors will need to deliver draft transcripts within 30 calendar days of a hearing and final transcripts within 14 calendar days after authentication. This is an opportunity for small businesses to demonstrate their capabilities for a government contract.
Key dates and what happens at the deadline
This is a Sources Sought Notice, which means it is for information and planning purposes only; it is not a request for proposal. The deadline for submitting your capability statement is September 14, 2026, at 10:00 AM ET. After this date, the government will evaluate the submissions to help determine their procurement strategy.
Submitting a strong capability statement is important, as it helps the agency understand the market and may influence whether a future solicitation is issued and how it is structured.
Who this opportunity suits
This opportunity is primarily planned as a 100% small business set-aside. The Department of Defense is particularly interested in firms with socioeconomic certifications such as 8(a), Service-Disabled Veteran-Owned Small Business (SDVOSB), Woman-Owned Small Business (WOSB), and HUBZone.
Businesses in the professional services category, specifically those with experience in court reporting and legal transcription, are well-suited for this. The relevant NAICS code is 561492.
How to respond to this RFI
To respond, you need to submit a capability statement. This statement should demonstrate your firm's ability to meet the operational requirements outlined in the notice. You must address specific elements in your submission.
Include your company's full legal business name, physical address, point of contact details (name, email, phone number), CAGE Code, and Unique Entity Identifier (UEI) registered in SAM.gov. Clearly identify your business size and all socioeconomic certifications under NAICS code 561492. Describe your firm's core qualifications, including experience with certified court reporters for live military/legal hearings, verbatim legal transcription proficiency, quality control processes, and capacity to meet the 30-day draft and 14-day final delivery schedules.
Practical tips for a competitive response
Even though this is not a formal solicitation, a well-prepared capability statement can make a significant difference. Clearly articulate your firm's experience with similar government or legal clients, highlighting any work performed for military organizations.
Emphasize your quality control processes for transcription accuracy and your ability to meet strict deadlines for both draft and final transcripts. Detail your procedures for maintaining strict confidentiality and secure handling of sensitive legal records, as these are critical requirements for the agency.
See the live bid — deadline, agency details, and how to respond
Dates and requirements can change via addenda; always verify on the bid page and at the original source before responding.
View this bid on BiddingSimpleThis guide was prepared by BiddingSimple from the solicitation’s public posting. It is not official guidance from DEPT of the Army; the original posting controls.