Virtual Reporting and Electronic Transcription Services

The vendor is required to provide the authority all labor, tools, materials, and equipment necessary to perform virtual electronic reporting and electronic transcription services for virtually held authority board meetings for the term of this agreement.
- 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.
• The contractor shall 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.
- ELECTRONIC transcription preparation criteria
• A minimum of twenty-five (25) text lines per page.
• 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).
• The appearance page shall list the name of the panelists which include board members, authority staff, presenters, and public commenters.
- Transcript production
• Perform 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.
• The electronic transcriptionist will notate and include board member votes that were provided as a gesture in place of a verbal response in the electronic transcript.
• Electronic transcripts shall be provided in microsoft word document (MS word) format as drafts for review.
• 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.
- Transcript confidentiality
• To strict confidentiality pertaining to performed transcripts
• The authority of any security incident(s) immediately upon discovery via phone and follow up with electronic correspondence.
- Transcript ownership
• The authority maintains ownership of any transcripts prepared.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: June 12, 2025