25ITB1492196B-RT Electronic Closed Captioning Transcription Services

Fulton County, Georgia is soliciting sealed bids for Electronic Closed Captioning Transcription Services through Invitation to Bid 25ITB1492196B-RT, with bids due electronically via BidNet Direct by 11:00 a.m. on October 7, 2025, and public opening at 11:15 a.m. the same day. The County requires live human real-time captioning services for Fulton County Board of Commissioners broadcasts, estimated at between 23 and 30 meetings annually (approximately 132 hours per year), typically lasting 6 to 8 hours each and held on the first and third Wednesdays of each month at 10:00 a.m. at the Fulton County Government Center Assembly Hall in Atlanta. Services shall be provided remotely with captioners listening to meeting audio through an established phone line and transmitting closed captioning data to an encoding device at Fulton County, with deliverables including a single combined transcript in Microsoft Word format delivered within 24 hours of event completion and maintaining a minimum accuracy requirement of 98 percent or greater. Qualified vendors must demonstrate a minimum of three years of transcription services experience with references from similar state and local government entities, employ professional and managerial staff including live human captioners, technical assistance, quality control, and customer service personnel directly, and provide all equipment necessary to transmit captioning data. Pricing shall include an hourly labor rate for real-time closed captioning and electronic transcription services based on the estimated 132 annual hours, plus consultation services on an as-needed basis. A pre-bid conference is scheduled for September 18, 2025, at 11:00 a.m. via Zoom. Evaluation criteria include responsiveness, responsibility, bidder experience, proposed subcontractors, and technical capabilities.

Bidders must comply with the Georgia Security and Immigration Compliance Act by providing proof of E-Verify registration and complete all required purchasing forms including non-discrimination certifications and Georgia professional license certifications. The selected vendor must maintain comprehensive insurance coverage including workers' compensation, commercial general liability with limits of $1,000,000 per occurrence and $2,000,000 general aggregate, business automobile liability, umbrella liability, and professional liability insurance with technology and cyber coverage of at least $1,000,000 per occurrence, with Fulton County listed as additional insured. The contract shall commence upon notice to proceed and continue through December 31, 2026, with two optional one-year renewal terms extending through December 31, 2028, subject to Board of Commissioners approval. No set-aside designations for disadvantaged enterprises or restrictions limiting eligible bidder types are mentioned in the solicitation documents. No incumbent vendor information or existing technology infrastructure requirements for integration are specified. The specific award value or budget range is not disclosed in the solicitation materials, with pricing to be evaluated based on submitted hourly rates for the estimated service volume.