Transcription Services

The City of Pasadena, California is seeking professional transcription services for its Police Department, Human Resources Department, and City Attorney's Office to support personnel investigations and court proceedings. The procurement specifically requires a vendor capable of securely transcribing audio recordings from various sources, including interviews, body-worn camera footage, and other video evidence. Proposers must have at least three years of experience handling confidential audio transcriptions and the ability to process multiple audio file formats such as digital files, cassettes, and CDs. The evaluation criteria will prioritize the proposed solution (30%), vendor experience (30%), and cost (30%), with additional points awarded for local Pasadena businesses (5%) and small or micro-businesses (5%). Proposals are due by 2:00 pm on Thursday, June 29, 2023, with an initial contract term of three years and two optional one-year extension periods. The transcription service must provide a 3-5 day turnaround and handle single and multi-speaker recordings while complying with federal data security regulations including the Privacy Act, HIPAA, and Homeland Security directives.

The procurement appears open to various business types, with specific emphasis on local and small businesses through the evaluation point structure. Proposers must complete multiple compliance documents, including a Conflict of Interest Disclosure, Disqualification Disclosure, and Unique Entity Identifier form from SAM.gov. The City requires vendors to demonstrate non-discriminatory employment practices and workforce diversity, with forms capturing detailed workforce demographic information. While no specific budget range is explicitly stated, invoicing will be conducted through the city's online portal, with payments calculated on a per-minute or per-page basis depending on transcription type. Vendors must also be prepared to integrate with the City's existing information technology infrastructure, as evidenced by the comprehensive Department of Information Technology Technical Questionnaire, which assesses potential technology solutions' compatibility with existing city systems and networks. The procurement emphasizes transparency, data security, and comprehensive vendor qualification verification throughout the selection process.