SLED Opportunity · CALIFORNIA · CITY OF MILPITAS
AI Summary
The City of Milpitas seeks HIPAA and CJIS compliant transcription services for police reports and audio/video recordings, requiring 24/7 availability and 3-hour turnaround via an RFP.
Through this Request for Proposals (“RFP”), the City is seeking transcription services for police reports and audio/video recordings. Transcriptions must be provided back to the City within 3 hours, and the service must be available 24 hours per day and 365 days per year.
Qualified Vendor (and services) shall be Health Insurance Portability and Accountability Act (HIPAA) and Criminal Justice Information Services (CJIS) compliant. Qualified vendors shall have demonstrated expertise in providing the services as specified herein and shall provide documentation demonstrating compliance with all requirements set forth in this RFP.
This RFP, including the Scope of Work, provide additional details, requirements, and expectations.
Additional Information Based on Previously Submitted Questions:
1, For the past 3 years, the City, on average, utilized transcription services for 720,388 words per year.
2. The bulk of the recordings are dictation. Occasionally, recordings of interviews and body worn camera footage will be submitted. The average length of each audio varies significantly depending on the type of investigation that is being dictated.
3. This City is not open to an artificial intelligence (AI) product for transcription services at this time. The City may review the option for automated transcription with summarization for recordings of interviews, as long as this option also includes a word-for-word transcript verified by a person(s) is provided as well.
4. The awarded vendor will be required to have a Milpitas Business License registration before a contract will be executed. You are not required to register at the time of proposal response.
5. The City's incumbent vendor is Speakwrite, LLC. Current costs: General - 1.5 cents per word, Legal 1.5 cents per word, SpeakWrite/Axon integration with evidence.com $3.00 per audio minute, Spanish translation $9.00 per audio minute. The City is not disclosing a budget at this time in order to obtain a fair assessment of market prices.
6. There is no requirement for a mobile app if your website is mobile-friendly. MFA was not a requirement specified in the RFP. See Scope of Work for additional requirements and details.
Has the firm successfully and completely provided the requested information in the Cover Letter? Overall, has the firm demonstrated the ability to successfully provide the same or similar services as those described herein.? Have all required sections and information requested in the RFP been provided clearly and completely?
Does the firm offer the breadth and quality of services listed in the Scope of Work? Does the firm’s organizational structure show sufficient depth and capacity for its current and additional workload proposed by this project?
Has the Proposer provided a detailed workplan to implement and provide the services in a cost-effective and timely manner while fully meeting the City's stated requirements? Has the firm satisfactorily described its ability to achieve the requirements and goals described in the Scope of Work?
What are the qualifications of principals and assigned team members and what would be the primary responsibilities of each? What experience do these members bring with them in performing the same or similar services? Do assigned personnel have the requisite education, experience, and professional qualifications?
Has Proposer provided sufficient proof of HIPPA and CJIS compliance? Has Proposer provided confirmation of meeting all required elements noted in the Scope of Work and any relevant details? Has Proposer provided recommended training, including hours, curriculum, format, and maximum participants per session and is the recommendation sufficient to meet the City's anticipated needs? Has the Proposer provided its standard technical support hours, availability, methods, and SLAs and do these meet the City's requirements? Has the Proposer provided its standard maintenance windows, guaranteed uptime, and service credits for failure to meet your guaranteed uptime and will these meet the City's requirements?
Are the firm’s references from past clients and associates overall favorable? What is the Proposer’s record of providing contracted services on time and within budget? Does the firm communicate with, collaborate with, and take direction well from City staff? Note that the initial evaluation will be based on the information provided by Proposer in the Reference Form. Final scores will reflect actual reference checks if conducted at the City's sole discretion.
Fee proposals shall include everything necessary for the completion of all Services or otherwise fulfilling the requirements of the Agreement, including but not limited to furnishing all labor, materials, equipment, tools, facilities and all management; overhead expenses and profit required to complete the Services in accordance with the Scope of Work. Fee proposals must contain the information to accurately and completely capture all Proposer's costs for the full 5-year term of the Agreement.
Please provide your full name, your title, direct phone number, email address, your firm's name, and today's date.
Time is of the essence for each and every provision of this Agreement/Contract. Vendor confirms that is has thoroughly reviewed every requirement of this solicitation and the accompanying sample Agreement/Contract and will furnish all necessary documents outlined in either this solicitation or the attached Agreement/Contract. By confirming this question, vendor understands that failure to provide any and all documents as required by this RFP may result in the disqualification of their bid/proposal.
Any proposal submitted that does not acknowledge each and every addenda issued may be considered non-responsive. By confirming this prompt, you agree that you have seen and responded to all addenda to the RFP.
Any Proposal submitted that does not acknowledge questions and the City's corresponding answers may be considered non-responsive. By confirming this prompt, you agree that you have seen all questions and answers related to the RFP.
Please upload your firm's current W-9 form.
Proposer MUST disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable.
If “None,” Proposer MUST state as follows:
“Proposer has no prior or ongoing contract failures, civil or criminal litigation or pending investigation.”
Failure to comply with this provision will disqualify any proposal.
The Proposer shall provide a general description of the firm, including a brief history and its experience in providing similar services as those requested in this RFP. Your response should demonstrate the following background and capabilities:
The plan represents the Proposer’s offer of Services to the City. The proposed execution plan must include a detailed work plan describing how the Proposer will implement and provide the services in the most cost-effective and timely manner, while fully meeting the City's specified requirements. This section is to provide a detailed explanation of the Proposer’s approach in performing the Services described in the RFP – SEE SCOPE OF WORK.
Shall include all of the following:
If the City elects to interview prospective firms, such persons shall be in attendance and materially contribute to the discussion.
Attach your Technical Proposal here. Your Technical Proposal shall include, but not be limited to, the following:
You may also include any other relevant information related to achieving the City's requirements as noted in this RFP or any additional information you believe is relevant for the City to take into consideration in evaluating your Proposal. Note: Do not include cost in this response. All cost information should be provided in your Proposed Compensation response.
Complete, sign, and upload your References form here. See Attachment A - RFP Submittal Forms to Complete. Proposers are directed to use the form provided in Attachment A to list references.
This section shall consist of a detailed outline of Proposer’s proposed compensation for the providing the services outlined in the Scope of Work for the full 5-year term of the expected resulting Agreement.
All proposals shall include the compensation proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Proposer’s authorized representative. Fee proposals shall include everything necessary for the completion of the work or fulfillment of the Agreement, including, but not limited to furnishing all labor, materials, equipment, tools, facilities, goods, and management; overhead expenses and profit required to complete the work in accordance with the Contract Documents, except as may be provided otherwise in the Contract Documents.
In your Proposed Compensation, include your applicable rate per word for general and legal transcription services, rate per word for multi-speaker transcriptions, your applicable fees for integration with Axon's evidence.com system, and your applicable rate for translations.
Note: Any annual increase in proposed rates shall not exceed CPI or 3%, whichever is less.
Complete, sign, and upload your Certification of Proposer form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Non-Collusion Declaration form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Proposer's Statement Regarding Insurance Coverage form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Worker's Compensation Insurance Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Nondiscriminatory Employment Certificate form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your Wage Theft Certification form here. See Attachment A - RFP Submittal Forms to Complete.
Complete, sign, and upload your RFP and/or Agreement Exceptions form here. See Attachment A - RFP Submittal Forms to Complete.
Q (Turn Time): The RFP states transcripts must be returned within three hours. Is this turnaround time expected for all work types or for certain requests?
A: All work types.
Q (Return Time): For longer recordings, does the city anticipate the same three-hour return?
A: Yes.
Q (Formatting): Does the city have a standard formatting template for police report transcription or do vendors provide their on formatting that fits with law enforcement standards?
A: No special template required; narrative format is sufficient.
Q (Recording Delivery): How are recordings typically delivered to the vendor, i.e. Axon Evidence.com links, secure portal upload, FTP, etc.?
A: Dictation via Smartphone apps (Apple and Android); calling a toll-free dictation phone line; FTP upload; secure web portal; and submitting file via email. However, vendors who can accept recordings in different/additional manners should note this capability and provide the associated costs in the proposal responses.
Q (Single Dictation vs. Multiple Speaker): Does the city have any data on what percentage of transcription requests are single speaker dictation vs. multiple speaker recordings (such as BWCs)?
A: The percentage is not readily available. The majority of requests are single speaker dictation; however, multiple speaker recordings are needed as well.
Q (Timestamps): Does the city require timestamps?
A: No.
Q (No subject): Does the city expect verbatim transcription on all types of requests, including officer dictation?
A: Yes.
Q (No subject): Does the city require a transcription certificate statement with each request?
A: No. However, vendors who provide a transcription certificate statement should note such in their proposal response.
Q (No subject): Will the city be awarding this contract to one vendor or multiple vendors?
A: This information is provided in Section 6.4 of the RFP.
Q (No subject): Does the city anticipate requiring vendors to become integrated with Axon Evidence.com?
A: This is not specified as a requirement in the Scope of Work. However, vendors who provide this capability should note such in the proposal response and provide associated costs.
Q (No subject): Will Spanish be the only type of translation the city requires?
A: Spanish is the primary language (other than English) for translations. However, vendors who provide translation for other languages should note this capability and provide the associated costs.
Q (No subject): What is the anticipated volume of requests that will need to be translated?
A: This information is provided in Section 2.2 of the RFP.
Q (No subject): What is the turnaround time for translation requests?
A: This information is provided in the RFP. See Section 2.1 and the Scope of Work, Section 3.
Q (No subject): Does the city have data on the average length of audio typically submitted to transcription vendors?
A: The average length of each audio varies significantly depending on the type of investigation that is being dictated. The average annual volume is provided in Section 2.2 of the RFP.
Q (HIPAA Compliance Requirement):
A: We would like to request clarification regarding the HIPAA compliance requirement. While our organization is currently in the process of obtaining full HIPAA compliance, we do not yet have formal certification or documentation completed at this time. Would the City consider a proposal from a vendor who is actively working toward HIPAA compliance and can provide a clear timeline and plan to achieve full compliance prior to contract execution? Or is full HIPAA compliance required at the time of proposal submission in order to be considered responsive? Per the requirements stated in the RFP, qualified vendors must be HIPAA compliant at the time of proposal submittal. If you are not compliant by the proposal due date, you are not responsive to the RFP and will be disqualified from further consideration.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.