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Introduction Technical Requirements
| Introduction | RFP NUMBER: RFP-IT-2026-212-RB |
| PURPOSE | VTT - Finding New Replacement Product |
To identify and implement a next-generation, commercial off-the-shelf (COTS) voice translator solution that enhances multilingual communication between court staff and the public by providing accurate, real-time translation at service points outside the courtroom, supporting equitable access to justice.
The Business requirements (Req Type = Business) are categorized whether it is existing functionality, enhancement request to an existing functionality or new requirement.
| Business Application Requirements details | |
| Functionality Requirements | Definition |
| Existing Functionality | No changes to existing functionality |
| Existing Functionality-Enhancement | Changes or enhancement to existing functionality |
| New Requirement | New requirement, functionality not currently in existing system |
| Requirements Priorities | |
| Priority | Requirement Priority Definition |
| 1-Must Have | Requirement Must be met. |
| 2-Should Have | Requirement Preferred to be met. |
| 3-Nice-To-Have | Requirement would be nice to have, but doesn't have to be met. |
| Proposer Response' for Requirements | | |
| Response (selection) | Response Definition | Proposer Response Comment column |
| YES | Requirement or service will be FULLY met; Without changes to commercial off-the-shelf (COTS) code. | Proposer Explanation optional |
| NO | Requirement or service will NOT be met. | Proposer Explanation Required |
App Technical Requirement
| RQM-ID | Tech Category | Requirement Name | Requirement Description | Priority | Proposer |
| Response | Proposer Response Comments | | | | | |
| TR1.1 | Translation | Multilingual Message Translation | The system must translate the original message into the selected target language(s) in real time (typed, transcribed, or spoken). This requirement ensures that messages are not only validated for accuracy and quality but are also actually rendered into the recipient’s chosen language for communication. | Must Have | |
| TR1.2 | Translation | Translation Accuracy | The system shall preserve legal meaning and procedural intent, prohibiting omissions/additions except where required for target-language clarity per style guide. The system shall have minumum transcription accuracy of 90%. | Must Have | |
| TR1.3 | Translation | Accuracy Measurement | The system must provide a standardized measure to calculate and report translation accuracy to assess performance. Provide automated quality assurance and improvements | Must Have | |
| | | Translation Validation Mechanisms | The system shall include validation mechanisms to flag translation failures, partial translations, or ambiguous responses. | Must Have | |
| TR1.4 | Translation | Low Latency Translation | The system shall provide real-time translation 3 secs latency across supported languages. | Must Have | |
| TR2.1 | Speech-to-Text (Trascription) | Real-Time Speech-to-Text (Bidirectional) | The system shall convert speech to text accurately in real time with minimal latency, even with diverse accents | Must Have |
| TR2.2 | | Multi-language Transcription | The system shall support transcription in multiple languages and dialects. | Must Have |
| TR2.3 | | Speaker Diarization | The system shall support speaker diarization to identify multiple speakers (separate speakers with names). | Nice-To-Have |
| TR2.4 | | Background Noise Filtering | The system shall filter out background noise using speech enhancement techniques. | Must Have |
| TR2.5 | | Silent Input Handling | The system shall detect and handle silent or low-volume input gracefully. | Must Have |
| TR2.6 | | Minimum Transcription Accuracy | The system shall have minumum transcription accuracy of 85%. | Must Have |
| TR3.1 | Text-to-Speech (TTS) | TTS Capability | The system shall vocalize translated text in either language with natural-sounding voices. | Must Have |
| TR3.2 | | Accessibility | The system shall support users with limited literacy, visual impairments, or reading difficulties. | Must Have |
| TR3.3 | | Voice Configuration | The system shall provide text-to-speech output and allow users to select from multiple configurable voice options. | Must Have |
| TR3.4 | | Multi-language Support | TTS shall be available for both original and translated messages. | Should Have |
TR4.1 Top languages Supported languages for Translation, Speech-to-Text (Trascription), and Text-to-Speech (TTS) Support Spanish, Mandarin, Portuguese, Russian, Vietnamese, Turkish, Punjabi, Hindi, French, Cantonese, German, Persian, Arabic, Tagalog, Korean, Japanese. Must Have
| TR5.1 | Chat & Typing | Typed Input | Full support for typed input as an alternative to spoken interaction. | Must Have |
| TR5.2 | | Multi-language Interface | Typing interface must support virtual keyboards, auto language selection, and legible input formatting. | Should Have |
| TR5.3 | | Message Editing | Court Staff can edit typed and audio-transcribed messages (with audit logging), and Public Users can edit typed messages before sending only. | Should Have |
| TR5.4 | | Auto-fill Suggestions | System provides optional context-aware auto-fill suggestions for both Court Staff and Public Users while typing. | Nice-To-Have |
| TR5.5 | | Parity with TTS | Typed messages shall be translatable and compatible with TTS playback. | Should Have |
| TR5.6 | | Accessibility | Interface must be optimized for public use with large input fields and responsive touch targets. | Should Have |
| TR5.7 | | Real-Time Chat | The system shall support real-time chat-based communication between the user and the clerk. | Must Have |
| | Message Persistence | The system shall ensure that chat history is not stored. | Must Have |
| | Real-Time Chat | The system shall support real-time chat-based communication between the user and the clerk. | Must Have |
| TR5.8 | | Message Persistence | The system shall ensure that chat history is not stored. | Must Have |
| TR6.1 | Device Configuration & Compatibility | Single-Device Interaction | The system shall support single-device use when needed. | Must Have |
| TR6.2 | | Two-Device Interation | The system should support dual-device interaction, with one device used by court staff and another used by the public user for interaction. | Should Have |
| TR6.3 | | Persistent Pairing Memory for two device interaction | The system shall support both BYOD (Bring Your Own Device) pairing and a dedicated two-device paired mode consisting of one tablet for court staff and one tablet for the public user, with persistent pairing that retains previously connected devices and eliminates the need for re-pairing during normal daily operations. The system shall also allow devices to be pre-paired and ready in advance to minimize staff effort required to initiate interactions. | Must Have |
| TR6.4 | | Multi-Device Support | The system shall be compatible with PC, tablet, and mobile platforms. | Must Have |
| TR6.5 | | Peripheral Support | The system shall support the configuration of microphones and headsets. | Should Have |
| TR7.1 | Usability & Accessibility | Intuitive User Interface | The system shall provide an intuitive interface usable by staff and the public with minimal instructions. | Must Have |
| TR7.2 | | Touchscreen UI | The system shall support touchscreen interaction with large, legible text and simple flows. | Must Have |
| TR7.3 | | Kiosk/Hands-Free Mode | The system shall support kiosk-style use where tablets remain fixed at service points. | Should Have |
| TR7.4 | | Americans with Disabilities Act (ADA)-Compliant Design | The system shall comply with ADA standards, including screen reader support and font scaling. | Must Have |
| TR7.5 | | Accessible UI | The system shall comply with minimum of WCAG 2.1 AA accessibility standards (screen readers, keyboard navigation, contrast). | Must Have |
| TR7.6 | | UI Consistency | The system shall provide a consistent user interface across modules and devices. | Must Have |
| TR8.1 | Domain-Specific Translation & Transcription | Court-Specific Translation & Transcription | The product should provide built-in support for translation and transcription tailored specifically to the court domain (legal terminology, courtroom proceedings, and judicial context) out of the box. | Must Have |
| TR8.2 | | Court-Specific Terminology Training | The system shall support training, fine-tuning, or adaptation of Machine Translation models for translation and transcription using court-specific terminology, procedural phrases, and regional context. | Should Have |
| TR8.3 | | Adaptive Refinement Mechanisms | The system shall include mechanisms to continually refine translation and transcription output based on real-world usage, human corrections, and feedback. | Should Have |
| TR8.4 | | Controlled Legal Terminology Maintenance | The system shall maintain a controlled, updatable repository of legal terminology to ensure accurate translation and transcription within the system. | Should Have |
| TR8.5 | | Custom Glossary | The system shall support custom vocabularies for legal, law enforcement, and rules of court–related conversations. | Must Have |
| TR9.1 | Quantitative Data Monitoring | Usage Data Tracking | The system shall capture usage data, including number of conversations, number of messages exchanged, conversation length, usage trends | Must Have |
| TR9.2 | | Translation quality and performance benchmarks | The system shall provide automated translation quality assurance. Continuously improve through real-world monitoring, feedback loops, and machine learning. | Must Have |
| TR9.3 | | Accuracy Metrics | Minimum: ≥80% accuracy that aligns with certified human. | |
Desired: 90–100% accuracy for public trust & sufficiency Translation Quality Metric: The system shall provide a translation quality metric (e.g., BLEU score or equivalent) for all translated content.
Translation Accuracy Rate: The system shall report translation accuracy rates, with the method of calculation clearly documented for reference and verification.
| Transcription Accuracy Rate: The system shall report transcription accuracy rates, with the method of calculation clearly documented for reference and verification. | Must Have | | | |
| TR9.4 | Translation Quality Metrics | The system shall capture translation quality data, including accuracy, completeness, confidence score, consistency, trend in translation accuracy. These data metrics should be provided for each language. | Must Have |
| TR9.5 | Performance Dashboard | The system shall provide real-time dashboards for monitoring usage and performance. | Should Have |
| TR11.1 | User Management & Permission | Add/Remove Users | The system shall allow administrators to add or remove users. | Must Have |
| TR11.2 | | Customer & Technical Support | Platform must provide customer support for court staff, a mechanism to report urgent problems, and immediate technical assistance in emergency situations. | Must Have |
| TR11.3 | | Authentication & Authorization | The system must support secure login, single sign-on (SSO), session management, and role-based access control to ensure only authenticated users with appropriate permissions can access specific features and data. | Must Have |
| TR11.4 | | User & Role Management | The system shall allow administrators to create users, configure roles, and assign permissions. | Must Have |
| TR11.5 | | Concurrent Sessions | The system shall support simultaneous transcription/translation sessions without degradation. | Should Have |
| TR12.1 | Deployment & support | Minimal Court Effort Deployment | The solution shall be deployable by the court with minimal development effort, defined as requiring no custom coding and only basic configuration or setup steps. | Must Have |
| TR12.2 | | Vendor Configuration | Vendor to perform necessary configuration to customize the solution for the court. | Must Have |
| TR12.3 | | Vendor Ongoing Support | Vendor should provide ongoing support without requiring court development resources. | Must Have |
Security & Encrypt'n Req
| RQM-ID | Tech Category | Requirement Name | Requirement Description | Priority | Proposer |
| Response | Proposer Response Comments | | | | | |
| SEC-1.1 | Privacy & Security | Configurable Data Retention | The system shall support a configurable transcript retention policy defined in hours or days. The system shall also provide an option to completely disable transcript storage, ensuring no transcripts are persisted when this setting is enabled. | Must Have | |
| SEC-1.2 | | Compliance with Regulations | The system shall comply with applicable California privacy laws and regulations (including CCPA/CPRA, where applicable) and adhere to Judicial Branch and court data privacy and security policies governing the handling of confidential and sensitive court information. | Must Have | |
| SEC-2.1 | Security | Authentication & Authorization | The system must support secure login, single sign-on (SSO), session management, and role-based access control to ensure only authenticated users with appropriate permissions can access specific features and data. | Must Have |
| SEC-2.2 | | Data Encryption | All data at rest and in transit shall be encrypted using industry-standard protocols (e.g., AES-256, TLS 1.2+). | Must Have |
| SEC-2.3 | | Configurable Data Retention | The system shall disable transcript storage entirely. | Must Have |
| SEC-2.4 | | Compliance Standards | The system shall comply with applicable standards (e.g., HIPAA, CCPA, AICPA). | Must Have |
| SEC-2.5 | | Restriction on Data Use | The system shall prevent use of stored or real-time data for external model training, commercial purposes, or unauthorized analytics. | Must Have |
| SEC-2.6 | | Role-Based Access & Audit Logging | The system shall implement role-based access control and maintain a complete audit trail of user activities and system events. | Must Have |
| SEC-2.7 | | Session Management | The system shall allow administrators to configure session timeout settings and automatically log out users after a defined period of inactivity. Timeout values shall be adjustable to meet organizational security and operational requirements. | Must Have |
SEC-3.1 Audit Security Event Monitoring The system shall support configurable session timeout settings and automatically log out inactive users after the configured period to enhance security while accommodating organizational usability requirements. Must Have
Migration & Integrat'n Req
| RQM-ID | Tech Category | Requirement Name | Requirement Description | Priority | Proposer |
| Response | Proposer Response Comments | | | | | |
| MI-1.1 | Scalability & Integration | Multi-Location Deployment | The system shall support enterprise-grade, multi-location deployment across California courts. Devices will be deployed at courthouses or court related facilities. Solution must be deployeable in multiple locations. | Must Have | |
| MI-1.2 | | Centralized Device & Session Mgmt | The system shall provide centralized management for device status, pairing logs, and health checks. | Must Have | |
| MI-1.3 | | Optional Contact Center Integration | The system shall have the option to integrate with other software used by the court, such as contact center platforms (for handling calls or chats), digital workflow tools (for automating processes like approvals or task routing), and service tools (like ticketing systems or knowledge bases). | Nice-To-Have | |
| MI-1.4 | | API/Interface for Future Expansion | The system shall provide APIs or other interfaces for integration into the broader digital court ecosystem. | Nice-To-Have | |
| MI-1.5 | | Cloud Scalability | The system shall dynamically scale to support increasing user loads. | Must Have | |
| MI-2.1 | Integration | REST API Support | The system shall provide secure REST APIs for transcription, translation, and administrative functions. All APIs shall use authenticated, encrypted communication and enforce role-based access controls to protect system data and services. | Nice-To-Have |
| MI-2.2 | | Webhook Support | The system shall support configurable webhooks to notify external systems of transcript completion, translation completion, and workflow-related events. Webhook communications shall be secure, reliable, and support integration with authorized third-party applications. | Nice-To-Have |
| MI-2.3 | | Microsoft Teams Integration | The system shall support integration with Microsoft Teams meetings and recordings to enable automated transcription and translation of meeting content. Integration shall securely access authorized meeting data and recordings based on user permissions. | Nice-To-Have |
| MI-2.4 | | Zoom Integration | The system shall support integration with Zoom meetings and recordings to enable automated transcription and translation of meeting content. Integration shall securely access authorized recordings and meeting data based on user permissions. | Nice-To-Have |
| MI-3.1 | Migration | Historical Data Migration | The system shall support migration of historical transcripts, recordings, and associated metadata from legacy systems. Migrated data shall retain its integrity, structure, and accessibility after migration. | Nice-To-Have |
| MI-3.2 | | Glossary Migration | Support migration of custom dictionaries, glossaries, and translation memories. | Nice-To-Have |
| RFP TITLE: Next-Generation Voice Translator Solution and Managed Services |
| RFP-IT-2026-212-RB |
| Attachment M |
Hosting Support Req
| RQM-ID | Tech Category | Requirement Name | Requirement Description | Priority | Proposer |
| Response | Proposer Response Comments | | | | | |
| HST-1.1 | Hosting | Cloud Hosting | The system shall support deployment in a secure cloud environment (Must) and shall comply with NIST security standards and/or be FedRAMP certified. | Must Have | |
| HST-1.2 | | Monitoring & Alerts | The system shall monitor performance and send alerts if threshold for response time is exceeded. | Must Have | |
| HST-1.3 | | Data Residency & Compliance | The system shall allow selection of hosting locations to ensure compliance with California state privacy regulations and court data policies. Hosting must be limited to acceptable locations, such as within the continental United States, and locations outside this scope are not permitted. | Must Have | |
| HST-1.4 | | Secure Networking | The system shall support secure network connections and safe access from court sites. The devices should be protected against tamperfing, independently audited, allow egress to Saas url only, support network segmentation/ isolation. | Must Have | |
| HST-2.1 | Compliance | SOC 2 Compliance | The vendor shall maintain current SOC 2 compliance and implement controls that meet applicable security, availability, confidentiality, and privacy requirements. Evidence of compliance shall be provided upon request. | Must Have |
| HST-2.2 | | ISO 27001 Compliance | The vendor shall maintain a valid ISO 27001 certification and operate an information security management system (ISMS) in accordance with the standard. Evidence of certification shall be provided upon request. | Should Have |
HST-3.1 Business Continuity Disaster Recovery Provide documented disaster recovery procedures and testing. Must Have
HST-4.1 Backup Backup and Restore Provide automated backup and restore capabilities. Must Have
HST-5.1 Hosting Data Portability Provide customer data export capability upon contract termination. Must Have
Service Level Req
| RQM-ID | Abbreviated Requirement Name | Tech Category | Requirement Description | Performance Target | Minimum Performance | Priority | Proposer |
| Response | Proposer Response Comments | | | | | | | |
| SLR 1.1 | Application System | Availability | Production Environment - Availability | | | | |
| 24 hours x 7 days/week (365 days/year) | | | | | | | |
(excluding scheduled maintenance window)
| 99.90% | Must Have | | |
| SLR 1.2 | | Business Continuity | Production Environment - Business Continuity |
| Recovery time less than (<) 24 hours | | | |
| N/A | Must Have | | |
| SLR 1.3 | | Business Continuity | Production Environment - Business Continuity RTO Recovery Time Objective |
| Recovery time less than or equal to (≤) 24 hours | | | |
| N/A | Must Have | | |
| SLR 1.4 | | Application Response Time | Application Response Time - Login Page: |
Total elapsed time for an end-user request except for any local ISP and local Judicial Council infrastructure lag time.
| Less than or equal to (≤) 3 seconds | | | |
| 80.00% | Requirement | | |
| SLR 1.5 | | Application Response Time | Application Response Time - Portal Page, subsequent pages/functions: |
Inclusive of standard real-time reports (does not include custom lengthy reports or uploads).
Total elapsed time for an end-user request except for any local ISP and local Judicial Council infrastructure lag time.
| Less than or equal to (≤) 10 seconds | |
| 80.00% | Requirement |
| SLR 2.1 | Help Desk & Support | Completion time | Disable End-User Account - During Standard Support hours. |
| Less than (<) 15 minutes upon receipt of authorized request | | | |
| 99.00% | Must Have | | |
| SLR 2.2 | | Completion time | Password Reset - During Standard Support hours. |
| Less than (<) 10 minutes upon receipt of authorized request | | | |
| 95.00% | Must Have | | |
| SLR 2.3 | | Completion time | Terminate/Delete End-User Account - During Standard Support hours. |
| Less than (<) 5 Business days upon receipt of authorized request | | | |
| 99.00% | Must Have | | |
| SLR 2.4 | | Response time | Email Response Rate (not including system generated responses) |
| Less than or equal to (≤) 1 hour | | | |
| 98.00% | Must Have | | |
| SLR 2.5 | | Response time | Phone Call Abandonment Rate |
| Less than or equal to (≤) 2% | | | |
| 98.00% | Must Have | | |
| SLR 2.6 | | Response time | Phone Speed to Answer (Dedicated Help Desk) |
| Less than or equal to (≤) 25 seconds | | | |
| 95.00% | Must Have | | |
| SLR 2.7 | | Response time | Phone Time-on-Hold (Dedicated Help Desk) |
| Less than or equal to (≤) 30 seconds | | | |
| 98.00% | Must Have | | |
| SLR 2.8 | | Response time | Phone Time-on-Hold (After Hours Help Desk) |
| Less than or equal to (≤) 40 seconds | | | |
| 95.00% | Must Have | | |
| SLR 2.9 | | Response time | Voicemail Response Rate |
| Less than or equal to (≤) 30 minutes | | | |
| 98.00% | Must Have | | |
| SLR 2.10 | | Support Coverage | Help Desk - "Normal Hours" Support Coverage |
| Monday - Friday 0700-1900 Pacific Time (7:00 am - 7:00 pm PT) | | | |
| 100.00% | Must Have | | |
| SLR 2.11 | | Support Coverage | Help Desk - "Extended Hours" Support Coverage |
| Monday - Friday 1901-2200 Pacific Time (7:01 PM - 10:00 PM PT) | | | |
| 100.00% | Must Have | | |
| SLR 2.12 | | Support Coverage | Help Desk - "After Hours" Support Coverage (e.g. pager) and Self Help Support |
| Monday - Friday 2201-0659 Pacific Time (10:01 PM - 6:59 am PT) and Saturday - Sunday 0000-2400 Pacific Time (including holidays and non-working periods recognized by the JCC client) | | | |
| 100.00% | Must Have | | |
| SLR 3.1 | Incident Resolution | Completion time | Root Cause Analysis (RCA) - Resolution Reports |
| Less than (<) 6 business days upon receipt of authorized request. | | | |
| 100.00% | Must Have | | |
| SLR 3.2 | | Completion time | Root Cause Analysis (RCA) - Final Report for Severity (Priority) Level 1 or 2. |
| Less than or equal to (≤) 5 business days upon incident resolution or stabilization of Severity (Priority) Level 1 or 2. | | | |
| 98.00% | Must Have | | |
| SLR 3.3 | | Response time | Root Cause Analysis (RCA) - Initial Report |
| Less than or equal to (≤) 24 hours upon Incident Resolution or Stabilization of Severity (Priority) Level 1 or 2. | | | |
(OR by End of Next Business Day, if the calculated 24-hour time to provide the Initial Report, falls outside of Business Hours)
| 98.00% | Must Have | | |
| SLR 3.4 | | Scheduled review | Root Cause Analysis (RCA) - Resolution Report Monthly Review |
| Monthly Review of Severity (Priority) Level 1, Level 2 and Recurring Incident Areas. | | | |
| 100.00% | Nice-To-Have | | |
| SLR 3.5 | | Time to Resolve | Incident Resolution - Severity (Priority) Level 1 |
(e.g. Major functionality loss, no work around possible)
| Less than (<) 4 hours upon receipt of authorized request. | | | |
| 95.00% | Must Have | | |
| SLR 3.6 | | Time to Resolve | Incident Resolution - Severity (Priority) Level 2 |
(e.g. Major functionality loss and has work around; or Minor functionality loss with no work around)
| Less than (<) 8 hours upon receipt of authorized request. | | | |
| 95.00% | Must Have | | |
| SLR 3.7 | | Time to Resolve | Incident Resolution - Severity (Priority) Level 3 |
(e.g. Minor functionality loss with work around)
| End-of-Next Business Day upon receipt of authorized request. | | | |
| 95.00% | Must Have | | |
| SLR 3.8 | | Time to Resolve | Incident Resolution - Severity (Priority) Level 4 |
| (e.g. standard request, new account, etc.). | End-of-Next Business Day upon receipt of authorized request or mutually agreed prioritized request with Service Provider. | | | |
| 95.00% | Must Have | | |
| SLR 3.9 | | Time to Respond | Time to Notify Service Client (e.g. Judicial Council of California, California courts, etc.) of a Severity (Priority) Level 1 or Level 2 Incident. |
| Less than (<) 15 minutes known to Service Provider | | | |
| 100.00% | Must Have | | |
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