Scope of Services Summary

This Scope of Services document pertains to a Request for Proposals issued by the City of Milpitas, California, 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 employ U.S.-based transcribers with a minimum of five years of experience in similar transcription services. 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 to follow RFP completion as soon as possible.

Pricing shall be evaluated as part of the technical proposal, weighted at 20 percent of the overall evaluation criteria. The incumbent vendor, Speakwrite, LLC, currently 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. Historical utilization data indicates the City currently processes approximately 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 have been disclosed, and the City has not disclosed a specific budget for this procurement.