Real-Time Captioning & Recording Services

Broward County is soliciting real-time captioning and recording services on an open-end basis for the Records, Taxes and Treasury Division and other county agencies, with proposals due October 2, 2026 at 2:00 p.m. through BPRO. A pre-bid meeting was held September 18, 2026. SBE and CBE certification confers procurement preference under Broward County standards: an SBE or CBE proposer scoring within five percent of the highest-ranked non-certified proposer shall be considered highest-ranked and may proceed to negotiation. Local-business certification under Broward County Code Section 1-74 qualifies vendors for Best and Final Offer consideration and serves as the first tiebreaker; vendors must maintain a physical business address within Broward County for at least one year preceding the bid posting date and submit a completed Location Certification form and local business tax receipt by the due date.

The scope encompasses remote real-time captioning for approximately twenty televised County Commission meetings annually (held Tuesdays at 10:00 a.m. ET) plus two September Budget Public Hearings at 5:01 p.m. ET, and onsite reporting with near-verbatim meeting minutes for non-televised meetings, workshops, and advisory board meetings at the Broward County Governmental Center (115 South Andrews Avenue, Fort Lauderdale, Florida) and other designated locations. Completed meeting minutes must be delivered within twenty-one calendar days of adjournment; unedited transcripts within twenty-four hours. All captioners must hold NCRA Registered Professional Reporter (RPR) certification with either Certified Real-time Reporter (CRR) or Certified Real-time Captioner (CRC) credentials at bid submission, demonstrate verifiable captioning experience, and maintain a 98.5 percent minimum accuracy rate. Vendors must provide qualified backup captioners within forty-eight hours' notice and support meetings extending beyond eight hours. Payment is hourly with fifteen-minute increments at one-quarter the hourly rate for appearances beyond the one-hour minimum onsite requirement, plus thirty minutes for setup and preparation. The vendor must perform 100 percent of contract work without subcontracting.

The initial contract period commences upon award or February 24, 2027 (whichever is later) and runs one year, with options to renew for four additional one-year periods subject to satisfactory performance. No price increases apply to the initial term; renewal increases are capped at the Consumer Price Index or Producer Price Index unless otherwise approved. Vendors must notify the county within thirty days of any price decreases from suppliers. The County will issue purchase orders as needed; there is no guaranteed minimum quantity.

Broward County requires a Criminal History Screening Practices Certification, Anti-Human Trafficking Affidavit, Litigation History disclosure, and Vendor Questionnaire with the response or within three business days of request. Insurance requirements include general liability ($1 million per occurrence / $2 million aggregate), commercial auto ($500,000 combined limits, waivable if no driving required), workers' compensation (statutory), employers' liability ($500,000 per accident), and professional liability ($1 million per claim / $2 million aggregate, maximum $100,000 deductible); all policies must name Broward County as additional insured. Questions are due by the specified date through BPRO. Award will be made to the lowest responsive, responsible bidder on total bid price basis; the County reserves the right to award on a group or item-by-item basis.