Transcription Services for Police Reports and Audio/Video Recordings

The City of Milpitas in Santa Clara County, California, is seeking a vendor to provide comprehensive transcription services for police reports and audio/video recordings through a Request for Proposals (RFP 25-1186). The procurement requires a vendor capable of delivering transcriptions within 3 hours, with service availability 24 hours per day, 365 days per year, through multiple submission channels including smartphone apps, secure web portals, telephone, digital dictation devices, email, and FTP upload. Minimum qualifications for vendors include strict Health Insurance Portability and Accountability Act (HIPAA) compliance and Criminal Justice Information Services (CJIS) certification, with all transcribers required to be U.S.-based and work verified by qualified personnel. The evaluation criteria will assess proposals based on a weighted point system: Technical Proposal (30 points), Proposed Compensation (20 points), Execution Plan (15 points), Company Profile (10 points), Personnel Assigned (10 points), References (10 points), and Cover Letter/RFP Compliance (5 points). Key dates include a proposal submission deadline of February 10, 2026, at 12:00 pm Pacific Time, with vendor questions due by January 20, 2026, and proposals to be submitted electronically through the City's OpenGov eProcurement portal.

The RFP does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The contract anticipates a 5-year term, with annual rate increases capped at the lesser of the Consumer Price Index (CPI) or 3 percent. Pricing proposals must include rates per word for general and legal transcription, multi-speaker transcription rates, fees for integration with Axon's evidence.com system, and translation rates. While no incumbent vendor is mentioned, the successful bidder must maintain an active California Secretary of State registration, obtain a City of Milpitas business license, and maintain general liability and workers' compensation insurance. The City reserves the right to cancel the RFP, reject all proposals, or negotiate with multiple vendors. Though a specific budget range is not disclosed, the comprehensive requirements and evaluation process suggest the City is seeking a robust, high-quality transcription service with significant technological capabilities and strict compliance standards.