Virtual Electronic Reporting and Electronic Transcription Services

The vendor is required to provide virtual electronic reporting and electronic transcription services for include:
- Transcript service requests
• Provide the contractor with a five (5) to seven (7) business day advance notification by telephone or in writing when requesting virtual electronic reporting and electronic transcription services. 
• Have personnel available to respond to authority telephone calls and emails during regular business hours, Monday through Friday between 8:00 am and 5:00 pm. 
• Provide the contractor a microsoft teams or zoom invitation to the board meetings including the agenda, roll call sheets, and the board secretary’s script two (2) to three (3) days leading up to the board meeting date.
- Responsibilities
1. Electronic transcription preparation criteria
• A minimum of twenty-five (25) text lines per page. 
• Five (5) space indents, including exhibit listings. 
• 1½ inch margins (a minimum of fifty-six [56] characters per line unless time-stamping is used, in which case no fewer than fifty-two [52] characters per line). 
• Attachments shall be maintained by the authority and not released to the contractor. 
• The title page shall contain the type of proceeding, date, location of the proceeding, and virtual electronic reporter and electronic transcriptionist’s names. 
• The appearance page shall list the name of the panelists which include board members, authority staff, Presenters, and public commenters.
2. Transcript production
• Transcription of requested authority proceedings with an accuracy rate of 99% or higher
• Provide the contractor a link to the online video of the authority’s board meeting once it is published.
• Electronic transcripts shall be provided in microsoft word document (MS word) format as drafts for review.
• Final electronic transcripts shall be produced in portable document format (pdf) using current state of the art software with the latest virus control measures in place.
• The contractor shall provide the draft electronic transcripts in MS word format and final electronic transcripts in pdf format made available either via encrypted email delivery, file transfer protocol (FTP), or a secure website.
o Electronic transcripts shall be compatible with the authority office standard software. 
o The finished transcript shall be signed and dated by the contractor’s virtual electronic reporter and electronic transcriptionist.
3. Accuracy
• The contractor is responsible for ensuring the accuracy of all transcripts prior to delivery to the authority.
• Review all final transcripts for identification and correction of critical errors, proper transcript format, and page numbers.
4. Transcript ownership
• The authority maintains ownership of any transcripts prepared. 
• Any transfer or sale of transcripts is strictly prohibited without the express written permission.
- Contract Period/Term: 2 years
- Questions/Inquires Deadline: July 2, 2025