Scope_of_Services.pdf

This Scope of Services document supports the City of Milpitas' Request for Proposals (RFP 25-1186) for comprehensive transcription services for police reports and audio/video recordings. The City requires vendors to deliver transcriptions within three hours of submission, with service availability maintained 24 hours per day, 365 days per year. The RFP accommodates multiple submission channels including smartphone applications, secure web portals, telephone systems, digital dictation devices, email, and FTP uploads. The proposal submission deadline is February 10, 2026, at 12:00 pm Pacific Time, with vendor questions due by January 20, 2026. Proposals must be submitted electronically through the City's OpenGov eProcurement portal. The anticipated contract term is five years, with annual rate increases capped at the lesser of the Consumer Price Index or 3 percent.

Minimum qualifications mandate HIPAA compliance and Criminal Justice Information Services (CJIS) certification, with all transcribers required to be U.S.-based and work-verified by qualified personnel. Pricing proposals must include per-word rates for general and legal transcription, multi-speaker transcription rates, fees for integration with Axon's evidence.com system, and translation rates. Evaluation will be conducted using a weighted point system: Technical Proposal (30 points), Proposed Compensation (20 points), Execution Plan (15 points), Company Profile (10 points), Personnel Assigned (10 points), References (10 points), and Cover Letter/RFP Compliance (5 points). The RFP contains no incumbent vendor references and does not specify set-aside designations for disadvantaged enterprises. Successful bidders must maintain active California Secretary of State registration, obtain a City of Milpitas business license, and maintain general liability and workers' compensation insurance. The City reserves the right to cancel the RFP, reject all proposals, or negotiate with multiple vendors.