EMLAS-25-001 Video Caption Transcription - Appendix A Solution Requirements.pdf

EMLAS-25-001 1 VCTPS RFP – Appendix A

Edge RFP EMLAS-25-001

Video Captioning and Transcription Platform and Services

Appendix A: Solution Requirements

SOLUTION REQUIREMENTS

1.1 Functional Requirements

Platform Interface

Captioning and Transcription

Live Captioning

Audio Description

Supported File Formats

Supported Languages

1.2 Technical Requirements

General Technical Overview

Accessibility

Integrations

Security

Scalability and Reliability

Support and Maintenance

1.3 Project Management Requirements

Timeline

Turnaround Times

Account Management

Usage Tracking and Reporting

Billing

1.4 Deliverables

Edge RFP EMLAS-25-001 Video Captioning and Transcription Platform and Services RFP (VCTPS)

Appendix A: Solution Requirements

EMLAS-25-001 2 VCTPS RFP – Appendix A

SOLUTION REQUIREMENTS

Bidders will provide clear, concise, direct, and complete responses to each item below.

1.1 FUNCTIONAL REQUIREMENTS

Platform Interface

1.1.1.1 Provide an intuitive, web-based interface for managing captioning and transcription settings, uploading media, and downloading captions/transcripts.

1.1.1.2 Support role-based access with customizable permissions (e.g., Admin, User) for managing files, users, billing, and approvals.

1.1.1.3 Allow users to report and edit unknown/inaudible words, with changes reflected in downloadable files.

Captioning and Transcription

1.1.2.1 Deliver 99% accurate captions for both live and pre-recorded content, including proper spelling, grammar, punctuation, and background sounds.

1.1.2.2 Support customizable caption settings, including speaker identification, characters per line

(default 32), and lines per frame (default 2).

1.1.2.3 Provide a caption editor to allow users to correct errors in transcripts, with edits reflected in all downloadable formats.

1.1.2.4 Ensure captions align with spoken words with a timing offset of <50ms and do not block important on-screen content.

Live Captioning

1.1.3.1 Provide real-time captioning for live events at 225–250 words per minute, with a maximum delay of 30 seconds.

1.1.3.2 Support captioning via webinar platforms (e.g., Zoom, Teams, Webex) using native captioning or chat features.

1.1.3.3 Ensure captioner availability 10 minutes before minor events and 30 minutes before major events for setup and testing.

Audio Description

1.1.4.1 Offer audio description services for blind and low-vision users, with options for standard and extended descriptions.

EMLAS-25-001 3 VCTPS RFP – Appendix A

1.1.4.2 Provide audio description outputs in formats such as WebVTT, WAV, and merged caption/description files.

1.1.4.3 Include an audio description editor for previewing and editing descriptions.

Supported File Formats

1.1.5.1 Accept uploads in common formats: MP4, MP3, MOV, AVI, MKV, WEBM, WAV.

1.1.5.2 Provide downloadable captions in SRT, WebVTT, SMI, and SCC formats, and transcripts in

.docx and .txt formats.

Supported Languages

1.1.6.1 Support captioning and transcription in English and other languages, including but not limited to Spanish, French, German, Italian, Korean, Mandarin, Japanese, and Arabic. Please list all supported languages.

1.1.6.2 Offer mixed-language captioning (e.g., English/Spanish) and translation services upon request.

1.1.6.3 Support major world orthographies (e.g., Chinese, Japanese, Arabic) and Unicode-based scripts

(e.g., Cherokee syllabics).

1.2 TECHNICAL REQUIREMENTS

General Technical Overview

1.2.1.1 Provide screenshots, process flows, or schedules demonstrating your Solution’s capabilities.

1.2.1.2 How do you ensure 99% accuracy for live and pre-recorded captions, including handling challenging audio (e.g., accents, background noise)?

1.2.1.3 What is your approach to monitoring and measuring captioning accuracy (e.g., word error rate, formatting error rate)?

1.2.1.4 What browsers and devices are supported, and does your platform use HTML5?

Accessibility

1.2.2.1 Comply with WCAG 2.1 Levels A and AA and Title II of the ADA.

1.2.2.2 Submit an Accessibility Conformance Report (ACR) and Policy Driven Adoption Vendor Self-

Assessment (PDAA).

1.2.2.3 Provide an Accessibility Roadmap addressing any gaps and remediation timelines.

1.2.2.4 How will you ensure compliance with WCAG 2.1, ADA Title II, and FERPA?

EMLAS-25-001 4 VCTPS RFP – Appendix A

1.2.2.5 Describe your experience passing accessibility reviews for higher education clients.

Integrations

1.2.3.1 Provide seamless integrations with Kaltura, YouTube, Panopto, MediaSite, Canvas Studio, and

Microsoft Entra SSO.

1.2.3.2 Prefer integrations with AIM, Vimeo, Zoom, Microsoft Teams, and EEG encoders.

Security

1.2.4.1 Comply with government certification requirements for cloud-based services. Please list all such current government certifications.

1.2.4.2 Implement robust security measures, including encryption, secure authentication, and data privacy protections compliant with FERPA and GDPR.

1.2.4.3 Conduct regular security audits and provide evidence of compliance upon request.

1.2.4.4 Describe your experience passing security reviews for higher education clients.

Scalability and Reliability

1.2.5.1 Demonstrate capacity to handle increasing video content volumes (e.g., tens of thousands of hours annually).

1.2.5.2 Maintain 99.9% system uptime with automatic failover for live captioning interruptions.

1.2.5.3 How do you manage last-minute live captioning requests or technical issues?

Support and Maintenance

1.2.6.1 Detail your 24x7x365 support plan, including priority levels and guaranteed response times.

1.2.6.2 Describe your warranty and 5-year maintenance plan, including Year 1 at no cost.

1.3 PROJECT MANAGEMENT REQUIREMENTS

Timeline

1.3.1.1 Provide a detailed implementation timeline, from contract signing to full operation, including milestones.

1.3.1.2 When will live captioning services be available, and how will you ensure readiness by or before

January 1, 2026?

1.3.1.3 Describe your training and support plan for administrators and end-users.

EMLAS-25-001 5 VCTPS RFP – Appendix A

Turnaround Times

1.3.2.1 Deliver pre-recorded captions within 48–72 hours, with options for faster turnarounds (e.g., 2, 8, 24 hours).

1.3.2.2 Guarantee delivery times with refunds or credits for missed deadlines.

Account Management

1.3.3.1 Assign a dedicated Account Manager available Monday–Friday, 8:00 AM–5:00 PM CT, with a backup contact.

1.3.3.2 Provide a live support line for real-time troubleshooting during live events, communicated 24 hours in advance.

Usage Tracking and Reporting

1.3.4.1 Provide detailed usage reports, including:

• Number of work orders.

• Amount expended by members annually.

• Hours of captioned events (live and pre-recorded).

• Names of events/media captioned.

• Custom reports by keyword search.

• Captioning viewer data/analytics.

1.3.4.2 Enable department-level tracking for billing verification and forecasting.

Billing

1.3.5.1 Discuss your billing options and capabilities.

1.4 DELIVERABLES

1.4.1.1 A fully operational captioning and transcription platform with integrations.

1.4.1.2 Comprehensive documentation, including user guides, technical manuals, and accessibility reports (e.g., VPAT, Accessibility Conformance Report).

1.4.1.3 Training for administrators and end-users, including webinars and documentation.

1.4.1.4 A guest account for evaluation purposes.