RFP 26-423TM Closed Captioning Services

The School Board of the City of Hampton is requesting proposals for real-time closed captioning services for CPEG Television, with proposals due June 25, 2026 at 11:00 a.m. EST under RFP 26-423TM. Addendum 1, issued June 9, 2026, extended the closing date from the original June 11, 2026. The central qualifications filter is that captioners must be certified shorthand reporters (CSR) and registered professional reporters (RPR).

The scope covers real-time captioning for school board meetings, commencement ceremonies, city council meetings, public hearings, planning commission meetings, and other required meetings. Captioning must achieve a minimum accuracy level of 98 percent, continue uninterrupted through meeting conclusion, and be delivered as text files immediately following each meeting. Special meetings require a minimum of 48 hours' notice with guaranteed captioning for at least two hours, potentially extending to six hours.

The contract term is one year with four optional one-year renewal periods available upon mutual agreement at the same prices, terms, and conditions. Offerors must submit the original proposal plus one USB drive in a sealed envelope, including completed pricing sheets, anti-collusion and nondiscrimination certifications, and employee background certifications for those with direct student contact. The contractor must maintain commercial general liability insurance of $1 million per occurrence and $2 million aggregate; workers' compensation insurance per Virginia statute with $500,000 minimum employer's liability; and cyber liability insurance of $2 million minimum if handling confidential information.

Evaluation criteria are experience (25 percent), capability and skills (25 percent), services to be provided (25 percent), costs (20 percent), and minority/woman-owned or service-disabled veteran ownership (5 percent). Hampton City Schools will select two or more qualified offerors for further consideration and may request oral presentations prior to negotiations. The school board reserves the right to reject any or all proposals.

Contact Tammy Martin, CPPB, Senior Buyer, at 757-727-2205 or tmartin@hampton.gov for additional information.