RFQ 26CDVSA1112C - Transcription Services

The State of Alaska Department of Public Safety, on behalf of the Council of Domestic Violence and Sexual Assault (CDVSA) in Juneau, is issuing Request for Quotation (RFQ) 26CDVSA1112C to procure professional transcription services for CDVSA board and subcommittee meetings. The scope of work encompasses transcribing minutes for four quarterly two-day board meetings (approximately 80 hours annually), one annual one-day special meeting (approximately 8 hours), and four one-day subcommittee meetings (approximately 32 hours annually), totaling approximately 120 hours of annual transcription work. Transcripts must adhere to Robert's Rules of Order with public comment and testimony transcribed verbatim in full, while meeting narrative should be concise with clearly identified discussion topics and properly formatted action items. The contractor must deliver final transcripts within 30 days of receipt of meeting materials, with most meetings conducted virtually via Microsoft Teams; the State will provide complete audio recordings, eliminating any requirement for the contractor to attend meetings or perform recording services. The contract period is one year with four one-year renewal options available at the State's sole discretion. Quotations must be submitted electronically to Procurement Specialist Calin Logan at calin.logan@alaska.gov by 1:30 p.m. Alaska Standard Time on February 5, 2026, with all questions submitted in writing by the same deadline. Vendors must submit hourly rate quotes with all delivery and service costs included; quotations exceeding $100,000 will be considered non-responsive.

Bidders must hold a current Alaska business license and provide proof of updated licensing and insurance documentation prior to contract award and annually thereafter. Alaska bidders may receive a preference discount of five percent, and Alaska veterans meeting specific criteria may receive preference discounts of up to five percent. The RFQ does not identify any incumbent vendors or current contractors, nor does it reference specific existing technology infrastructure requiring integration beyond the virtual meeting platform used (Microsoft Teams). Amendment 1 to the RFQ, issued February 3, 2026, is mandatory and must be signed and returned with the quote to avoid non-responsiveness; bidders who received the solicitation through the State's Online Public Notice website must register with the Procurement Specialist to receive notification of any subsequent amendments. The State reserves the right to reject any or all quotations, offers must remain firm for 90 days from the quote opening date, and subcontractors must be identified within five working days of notice. Payment will be processed within 30 days of receiving proper invoicing and service approval, with no reimbursement for expenses exceeding the original estimated budget without an approved amendment; the estimated annual requirement of 120 hours provides an approximate budget range, though no specific dollar amount is stated.