Transcription Services

The Vendor is required to provide transcription services on an as-needed basis for various City boards and commissions.
- Prepare and supply audio recording to contract administrator or city staff representative. 
- Access to the recording shall be available no later than 9:00 a.m. local time, on the third (3rd) working day following each meeting.
- Provide the completed marked agenda, via email, as requested by the City staff representative no later than 9:00 A.M. local time on the second (2nd) working day following the meeting. (The City staff representative shall have the option of electing to complete the marked agenda or have the Contractor complete the marked agenda.)
- Responsible for any or all corrections which, upon notification, shall be corrected and re-submitted to the City staff representative within twenty-four (24) hours from notification.
- Maintain all books, tapes, CD’s, documents, accounting records and other evidence pertaining to time billed and costs incurred.
- Format Requirements
•    Transcripts shall be prepared on single-sided pages only: using white 8 ½” x 11”, #20 archival paper.
•    Transcripts shall be typed in black ink only with single spacing.
•    Font size shall be 11, utilizing Aptos font style
•    Transcript structure shall consist of one-inch (1”) margins on the top and bottom of each prepared page.
- Administrator access to password protected audio recordings maintained on the Contractor’s website.
- Study Session Example:
•    Regular Board/Commission Meeting Minutes – Approximately one-hundred, fifty (150) per year, with an average transcription services time/meeting of six (6) hours.
•    Study Sessions (Routine Minute Taking) – Approximately thirty (30) per year, with an average services time/ meeting of one and a half (1 ½) hours
•    Verbatim Meeting Minutes – Approximately twenty (20) per year, with an average transcription time/meeting of one (1) hour.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 26, 2025