Closed Captioning Services

The City of Peoria, Arizona is issuing Request for Proposal P26-0038 for closed captioning services to support Peoria Channel 11 programming and web streaming. The procurement seeks qualified firms capable of providing real-time closed captioning services remotely for approximately 20 City Council meetings, 18 City Council Study Sessions, 18 Planning and Zoning meetings, 3 City Budget meetings, and other broadcasted meetings as requested by the City on an annual basis. Services must be delivered using computer-aided transcription equipment with real-time audio provided via phone line, and the contractor will integrate with the City-provided digital encoder (HD Video Link Model SCE492) featuring IP/Serial interfaces for live broadcast. Optional services include post-production caption services and translation into additional languages. The contract term commences on the effective date and continues for two years with the option for mutual written extension for supplemental periods up to a maximum of 36 months total. Proposals must be submitted through the City's Purchasing Portal (Bonfire) by 5:00 P.M. Arizona Time on March 11, 2026. Required proposal submissions must address firm capabilities and experience, project understanding and approach, cost considerations, similar project experience with three references from the last five years, and conformance to RFP requirements. Evaluation criteria are ranked by importance as follows: firm and staff capabilities and experience; project understanding and method of approach; cost considerations; similar project experience; and conformance to RFP requirements.

The RFP does not specify any set-aside designations or restrictions limiting proposal submissions to particular business classifications or disadvantaged enterprise categories. No incumbent vendor or current contractor information is identified in the solicitation documents. Contractors must maintain Commercial General Liability insurance with minimum limits of $1,000,000 per occurrence and comply with all federal, state, and local laws, including Arizona employment verification requirements. Payment will be issued within 30 calendar days of receipt of goods or services and correct invoice, with the City exempt from Federal Excise Tax and transportation taxes. The City reserves the right to award to multiple contractors without making volume commitments and retains the right to terminate the contract without penalty upon 30 days' written notice. No specific budget or award value range is disclosed in the available procurement documents.