Scope of Services Summary

This Scope of Services document pertains to the City of Milpitas, California's Request for Proposals for transcription services applicable to police reports and audio/video recordings. The City seeks a qualified vendor capable of delivering human-verified transcriptions within three hours of submission, with services available continuously on a 24/7/365 basis. The vendor must maintain HIPAA and Criminal Justice Information Services (CJIS) compliance and demonstrate a minimum of five years of experience in similar transcription services using U.S.-based transcribers. The question submission deadline is March 20, 2026, with proposals due electronically through the City's OpenGov eProcurement website by April 7, 2026, at 12:00 p.m. No bidders' conference or site visit is required. The City anticipates entering into a five-year agreement with the selected vendor, with contract commencement as soon as possible following RFP completion. Evaluation criteria are weighted as follows: Cover Letter and RFP Compliance (5%), Company Profile (10%), Execution Plan (15%), Personnel Assigned (10%), Technical Proposal (30%), References (10%), and Proposed Compensation (20%).

The incumbent vendor, Speakwrite, LLC, charges 1.5 cents per word for general and legal transcription, $3.00 per audio minute for Axon evidence.com integration, and $9.00 per audio minute for Spanish translation services. The City currently utilizes an average of 720,388 words per year of transcription services. Annual rate increases are capped at the Consumer Price Index or three percent, whichever is lower. The awarded vendor must obtain a Milpitas Business License and maintain active California Secretary of State registration. No specific set-aside designations for disadvantaged enterprises are indicated. The RFP documentation does not disclose a specific budget; however, historical utilization data provides a baseline for anticipated contract volume.