Real-Time Onsite Live Captioning for In-Person Events
Closed State & local contract opportunity Posted
- Solicitation number
- BPM050794
- State
- Maryland
- Responses due
Opportunity facts
- UNSPSC code
Opportunity details come from emma.maryland.gov. Updated .
About this opportunity
The Maryland State Department of Education (MSDE) is seeking a vendor to provide real-time onsite live captioning services for in-person events through a Request for Quotation (RFQ) numbered FY25-OIT-027A / R00B5600104. The procurement requires a vendor to deliver live captioning for meetings, training sessions, conferences, and professional learning events with stringent quality standards, including 99% accurate captions with correct spelling, punctuation, and grammar. Key deliverables include real-time captions aligned with spoken words, positioned without blocking important content, post-event remediation to industry standards, and providing caption files in .srt and .VTT formats, along with accessible PDF transcripts. Vendors must comply with ADA, FCC, CVAA, and WCAG 2.1 Level AA Standards and may be required to sign a non-disclosure agreement. The contract will run from May 9, 2025 to May 8, 2026, with bids due by April 28, 2025 at 10 AM EST through the eMaryland Marketplace Advantage (eMMA) platform. Required qualifications include five years of experience and relevant certifications such as Certified Realtime Reporter (CRR) or Certified CART Provider (CCP).
The solicitation encourages participation from small, minority, and veteran-owned businesses, with a preference for vendors experienced in working with state government and familiar with special education laws and terminology. Contractors must provide three professional references and demonstrate knowledge of technologies like StreamCast for on-site events. The total contract value is capped at $50,000.00 for the contract term, with monthly billing for services performed. Vendors will be subject to comprehensive accessibility compliance requirements, including mandatory annual accessibility audits using a Voluntary Product Accessibility Template (VPAT) and potential civil penalties for non-compliance. The procurement emphasizes that third-party technology providers are not exempt from accessibility standards, and contractors bear sole responsibility for ensuring technological products meet accessibility requirements across all disability types. MSDE reserves the right to review and reject work that does not meet minimum standards, and contractors must remediate any identified non-compliance within 30 days at no additional cost.
Opportunity text
III. Scope of Work / Responsibilities and Tasks: The vendor will provide real-time onsite live captioning for assigned meetings, training sessions, conferences and professional learning events. The vendor will provide their own equipment. All work will be completed to ADA, FCC, CVAA and WCAG 2.1 Level AA Standards. The vendor will provide:
- 99% accurate captions, using correct spelling, punctuation, and grammar
- Captions should align with the spoken words and sounds as closely as possible
- Captions should be available from the beginning to the end of the program
- Captions should be positioned on the screen without blocking important content Post-event remediation to industry standard, 99% accuracy, for captions provided in a caption file in .srt and/or VTT format
- Detailed text transcripts in alignment with the remediated captions in an accessible PDF
Vendors will provide MSDE with proof of accessibility. Vendors may be required to sign a non-disclosure agreement to ensure the confidentiality of the material; some material may be embargoed for public distribution at the time of remediation. MSDE reserves the right to check the vendors' work and reject any work that does not meet the minimum standards.
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