Transcription Services

Agency: City of Broken Arrow
State: Oklahoma
Type of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Posted: Feb 13, 2024
Due: Feb 28, 2024
Solicitation No: 24.123
Publication URL: To access bid details, please log in.
24.123 Transcription Services 02/08/2024 12:00 p.m. 02/28/2024 10:30 a.m. Open

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REQUEST FOR PROPOSAL #24.123 

 

CITY OF BROKEN ARROW  

 

Transcription Services 

 

 

SUBMIT PROPOSALS 

By 3:30 p.m. (Local Time) February 27th, 2024, to: 

 

The City of Broken Arrow Purchasing Division 

1700 W. Detroit (East Building) 

Broken Arrow, Oklahoma 74012 

(918) 259-7000 Ext. 7361 

 

Proposal Opening will be held at the Broken Arrow Purchasing Office  

1700 West Detroit  

Broken Arrow, Oklahoma 74012 

At 10:30 a.m. (Local Time) February 28th, 2024.   

 

 

Intent of Request for Proposal 

The City of Broken Arrow is seeking a vendor with the requisite skills and abilities to perform transcription services for composition of minutes from city audio and video recordings being sought through this RFP.

CONTRACT TERM 

The period of performance for goods and/or services subject to this solicitation and any resulting contract shall be from award through June 30, 2024, to include at the option of the City of Broken Arrow, two (2) annual renewal periods for July 1, 2024, to June 30, 2025; July 1, 2025, to June 30, 2026, which shall be subject to annual budgetary appropriation by the City.

Criteria for Evaluation 

The selected vendor must have at least three (3) years of experience securely transcribing audio recordings, or related work. Applicants should include any credentials from any certifying organization that attest to the capabilities of the organization or of any of the individuals employed by the organization that will be working on the proposed project. The vendor will also ensure that staff providing transcription services possess the appropriate and acceptable education and experience requirements to demonstrate competency in providing audio transcription and language translation. The contracted vendor must have at least three (3) years of experience with transcription/translation projects, including credentials from any certifying organization that attest to the capabilities of the organization. The vendor will also ensure that staff providing transcription/translation services possess the appropriate and acceptable education and experience requirements to possess at minimum, one of the following:

• A degree in advanced transcription/translation studies.

• A minimum of two years demonstrated experience transcribing.

• Accreditation by the American Translator Association or equivalent national or

regional translation organization/group.

Specifications 

The City of Broken Arrow is seeking a transcription vendor who can create written versions of audio or video recordings, with the possibility of live meetings and/or conversations in the future. Primary service requirements involve listening to audio recording and transcribing it into text format. Services/project deliverable shall also include the following:

• Must be able to produce a document that has been reviewed, proofread, spell-checked,

demographically checked, and correctly formatted. The transcriptionists must understand

and apply correct English grammar, spelling, and punctuation skills.

• The document must be an accurate summary of what is on the audio recording or alternative source.

• Upon request, the vendor must translate the transcription into a preferred language.

• The vendor must have access to necessary equipment to provide complete transcription

services as required.

• The vendor shall have the capability of providing audio to text and video to text.

• The vendor shall use a secure file transfer protocol (SFTP) website for use in transferring

documents to and from the participating entity, or a secure e-mail solution for doing the

same.

• City of Broken Arrow will be given the opportunity to review, approve and accept all work ordered and received by the vendor.

• Deliverable deadlines shall be agreed upon by the City of Broken Arrow and the vendor prior to order placement.

• The vendor shall have an established system for quality assurance and quality control to

ensure the accuracy of dictations and transcriptions, required reports and bill documents.

• Complete transcription requests in a timely manner as requested by the City of Broken Arrow.

• Adhering to all confidential and privacy regulations

• Transcription should be completed and returned within four (4) business days of receipt. If

the transcription requires translation to another language other than English and Spanish the vendor should notify the city of the turnaround time for the required translation.

• Turnaround time shall be no more than 4 business days after the date of meeting for all City of Broken Arrow municipal meetings.

See Examples of minutes and city council video at the links below:

https://brokenarrow.granicus.com/player/clip/2210?view_id=4&redirect=true&h=a471b6a181190e523df53f757de5c298

• https://brokenarrow.legistar.com/View.ashx?M=M&ID=1060599&GUID=108E9BB3-F926-470E-8C6C-5408C0635688

End of Specification

Proposal Sheet   

Transcription Services 

Item Total 

Number      Description Unit Cost 

 

1 Transcription Service cost per minute $_____________ $___________

 

                                                                                                              

Total Amount      $__________ 

 

2.List any value-added services or volume discount information.

_______________________________________________________________________________

Comments/Notes:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 

 

 

Bid pricing good for: _______________________________________________ (Show in days) 

 

 

 

  

The City’s minimum insurance requirements are included in this proposal. 

Proof of compliance must be included with your proposal. 

City of Broken Arrow, Oklahoma 

Minimum Insurance Amounts 

 

 

Owners Liability Insurance: 

 

Comprehensive General Liability (with Broad form GCL endorsement) 

Per Accident……………………………………………………………..$1,000,000.00 

Bodily Injury, per person………………………………………………..  100,000.00 

Property Damage, per claimant………………………………………….  100,000.00 

 

Public Liability, Other Than Automobile: 

 

Personal Injury, per person…………………………………………….$ 100,000.00 

Personal Injury, per accident……………………………………………   1,000,000.00 

Property Damage, per person…………………………………………... 100,000.00 

Property Damage, per occurrence………………………………………   1,000,000.00 

 

Automobile and Truck; Hired and Non-owned: 

 

Personal Injury, per person…………………………………………….$ 100,000.00 

Personal Injury, per accident…………………………………………..     1,000,000.00 

Property Damage, per person…………………………………………. 100,000.00 

Property Damage, per accident………………………………………..      1,000,000.00 

 

Employers Insurance: 

 

Employees Liability, per accident……………………………………$     1,000,000.00 

Comprehensive General liability per accident……………………….       1,000,000.00 

Bodily Injury, per accident…………………………………………..        1,000,000.00 

Property Damage, per claimant………………………………………          100,000.00 

 

Workmen compensation: 

 

Legal limits required by the State of Oklahoma  

 

 

 

 

CLIENT REFERENCES

 

 

 

Organization: __________________________________________________________________ 

 

Address: ______________________________________________________________________ 

 

Contract Person: _______________________________________Phone: _________________ 

 

Date of Services: _______________________________________________________________ 

 

Description/Scope of Services: ____________________________________________________ 

 

 

 

Organization: __________________________________________________________________ 

 

Address: ______________________________________________________________________ 

 

Contract Person: _______________________________________Phone: _________________ 

 

Date of Services: _______________________________________________________________ 

 

Description/Scope of Services: ____________________________________________________ 

 

 

 

Organization: __________________________________________________________________ 

 

Address: ______________________________________________________________________ 

 

Contract Person: _______________________________________Phone: _________________ 

 

Date of Services: _______________________________________________________________ 

 

Description/Scope of Services: ____________________________________________________ 

 

 

 

Organization: __________________________________________________________________ 

 

Address: ______________________________________________________________________ 

 

Contract Person: _______________________________________Phone: _________________ 

 

Date of Services: _______________________________________________________________  

Description/Scope of Services: __________________________________________________ 

PROPOSAL AFFIDAVIT 

 

 

 

The following affidavit is to accompany the proposal: 

 

STATE OF: ____________________________ 

 

COUNTY OF: __________________________ 

 

 

__________________________________________________________, of lawful age, being first duly sworn, on oath says: 1. (S)he is the duly authorized agent of ________________________________, the proposer submitting the competitive offer which is attached to this statement, for the purpose of certifying the facts pertaining to the existence of collusion among proposer and between proposer and city officials or employees, as well as facts to pertaining to the giving or offering of things of value to government personnel in return for special consideration in the letting of any contract pursuant to the offer to which this statement is attached; 2. (S)he is fully aware of the facts and circumstances surrounding the making of the offer to which this statement is attached and has been personally and directly involved in the proceeding leading to the submission of such proposal; and 3. neither the proposer nor anyone subject to the proposer’s direction or control has been a party: a). to any collusion among proposers in restraint of freedom of competition by agreement to submit an offer at a fixed price or to refrain from submitting an offer, b). to any collusion with any city official or employee as to quantity, quality, or price in the prospective contract, or as to any other terms of such prospective contract, nor c). in any discussions between proposers and any city official concerning exchange of money or other things of value for special consideration in the letting of a contract. 

 

 

X ___________________________________________________________ 

 

 

 

 

Subscribed and sworn to before me this _________ day of_____________________ 20________ 

 

My Commission Expires: __________________                _______________________________ 

Notary Public (or Clerk or Judge) 

 

 

 

 

 

 

 

 

 

 

THIS PROPOSAL IS INVALID IF NOT SIGNED BY THE PROPOSER AND NOTARIZED 

  

INTEREST AFFIDAVIT 

 

The following affidavit is to accompany the proposal: 

 

 

STATE OF: ______________________________ 

 

COUNTY OF: ___________________________ 

 

 

____________________________________________________________, Of lawful age, being first duly sworn, states that s(he) is the agent authorized by the bidder to submit the attached proposal. Affiant further states that no officer or employee of the City of Broken Arrow either directly or indirectly, owns a twenty-five percent (25%) interest in the bidder’s business or such a percentage, which constitutes a controlling interest. Affiant furthers states that the following officers and/or employees of the City of Broken Arrow have some direct or indirect interest in the bidder’s business: 

 

 

 

 

 

For purposes of this affidavit, a direct or indirect interest is defined to include any relationship existing on the date of this affidavit, or which previously existed within the past year. Such an interest shall also be defined to include any business relationship between or among the proposed parties to the contract project and also to include any business relationship between the officers and directors of the proposed contracting parties of the project. 

 

 

X _____________________________________________________ 

 

 

Subscribed and Sworn to before me this ___________ day of ________________________ 20_________ 

 

 

My Commission Expires: __________________    _____________________________________ 

  Notary Public 

 

 

 

 

 

 

 

 

 

 

INSTRUCTIONS FOR SUBMITTING A SEALED REQUEST FOR PROPOSAL 

 

 

 

 

 

 

 

 

1. PLACE BID IN AN OPAQUE ENVELOPE AND SEAL. TYPE OR PRINT RFP NUMBER AND OPENING DATE IN THE LOWER LEFT CORNERS 

 

2. IF SENDING FEDERAL EXPRESS OR OTHER EXPRESS MAIL REQUIRING A SEPARATE ENVELOPE, PLACE THE ABOVE DESCRIBED IN THE EXPRESS MAILER. DO NOT PLACE BID DOCUMENTS IN THE EXPRESS ENVELOPE WITHOUT FIRST PLACING IN A SEPARATE ENVELOPE AS DESCRIBED IN ITEM ONE. 

3. PLEASE INCLUDE A BUSINESS CARD WITH AN EMAIL ADDRESS FOR FUTURE BID INVITATIONS.

 

 

  

 

 

 

 

 

 

 

 

 

 

PROPOSALS MAY BE REJECTED IF THE ABOVE INSTRUCTIONS ARE NOT FOLLOWED 

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