Closed captioning services

Collier County, Florida, through its Procurement Services Division, is issuing a Request for Proposal (RFP) for Closed Captioning Services for the Communications Division. The procurement seeks a vendor to provide remote closed captioning for selected televised county meetings, including regular and special sessions, with a requirement to achieve approximately 95% real-time captioning accuracy. The contract term is three years with potential two one-year renewals, and vendors must have systems compatible with the county's existing Encoder HD492/HDTV Smart Encoder/Decoder VII equipment. Proposals will be evaluated using a 100-point scoring system across six criteria: Cover Letter/Management Summary (5 points), Certified Woman/Minority Business Enterprise status (5 points), Business Plan (30 points), Cost of Services (25 points), Experience and Capacity of the Firm (25 points), and Local Vendor Preference (10 points). The RFP is due on June 16, 2025, at 3:00 PM EST, and will be submitted electronically through the county's procurement portal, with vendors required to meet Americans with Disabilities Act requirements and provide accessible meeting information.

The procurement allows for potential local vendor preference, with opportunities for businesses maintaining a physical address in Collier or Lee County. Vendors must be enrolled in the E-Verify program and provide proof of status from the Florida Department of State. Mandatory requirements include comprehensive insurance coverage, with specific provisions for Workers' Compensation, Employer's Liability, and Commercial General Liability. For projects exceeding $200,000, Performance and Payment Bonds must be submitted for 100% of the contract award amount. Historically, county departments have spent approximately $44,483 annually on these services, though future spending may vary. Vendors must submit detailed documentation, including Vendor Declaration Statement, Conflict of Interest Certification, Immigration Affidavit Certification, and Reference Questionnaire. The county reserves the right to reject any proposals and negotiate terms to select the most advantageous offer, with a focus on ensuring comprehensive and accessible communication services for all citizens.