RRHA-IFB-2026-27 Professional Services for Transcription

The Richmond Redevelopment and Housing Authority (RRHA) is requesting bids on professional transcription services under IFB RRHA-IFB-2026-27, with bids due September 21, 2026 at 2:00 p.m. EST and questions due by September 9, 2026. RRHA has established participation goals of 30% for minority-owned businesses, 10% for women-owned businesses, and 30% for Section 3 businesses.

The scope encompasses transcription of six recurring meeting series totaling approximately 236.25 hours of recorded material annually: Board of Commissioners (15 meetings), Property Management Committee (7 meetings), Real Estate Committee (12 meetings), Governance Committee (5 meetings), Richmond Development Corporation (10 meetings), and Admin/Finance Committee (12 meetings). The contractor must deliver verbatim transcriptions and edited/summarized minutes formatted to RRHA's template for each meeting, maintain a minimum 98% accuracy rate, and provide three service levels: standard (3–7 business days), rush (24–48 hours), and emergency (same-day when feasible). All transcription work must be performed remotely using RRHA-provided digital audio and video recordings; contractor attendance at meetings is not required. RRHA explicitly prohibits AI-assisted or automated transcription tools and requires all work performed domestically within the United States. The contractor may offer separate line items for expedited services and accessibility formats (SRT and VTT files) at additional fees.

The contract term runs October 1, 2026 through September 30, 2027 with four optional one-year renewal periods at RRHA's sole discretion. Pricing is hourly, billed against actual transcribed hours multiplied by estimated hours per meeting type; there is no guaranteed minimum volume or fixed contract value. The contractor must demonstrate a minimum of three years' experience providing professional transcription services to governmental agencies, public housing authorities, legal entities, or public-sector organizations, supported by three current or recent references. The incumbent is TypesAll Transcription Services. Comprehensive insurance (workers' compensation, automobile liability at $1 million combined single limit, and commercial general liability at $1 million per occurrence / $2 million aggregate) is required. Bids must be submitted electronically through eVA or hand-delivered to 600 E. Broad Street, Suite 400, Richmond, Virginia 23219.