Transcription Services

The vendor is required to provide transcription services in accordance with the following requirements:
- General requirements
•    Deliver fast, accurate, and efficient transcription of recorded interviews into written documents. 
•    Support transcription in english and Spanish, with capability for additional languages as needed. 
•    Meet standard turnaround times of 2–3 business days, with same-day service available upon request. 
•    Transcribe from multiple recording formats, including but not limited to:
o    Audio cassette
o    Videotape
o    MP3
o    CD and DVD
o    Other widely accepted digital formats
- Digital capabilities
•    Accept digital recordings via email or secure file transfer.
•    Support audio file formats such as wav, mp3, WMA, DSS, ds2, up to 150mb per file.
•    Maintain a secure, dedicated file server for digital recordings.
•    Provide a secure ftp site for file exchange.
•    Ensure all internet-based transmissions are encrypted:
o    TLS encryption for email communications
o    SSL encryption for web-based file transfers
- Physical media handling
•    Provide pick-up and delivery of physical media (e.g., tapes, CDs, DVDs) from a designated lax site or via carrier service at no additional cost to state. 
•    Return all original media and tracking receipts with the completed transcript. 
•    Media must not be erased, altered, or damaged in any way.
- Transcript formatting requirements
•    Deliver transcripts in microsoft word format, using:
o    Font: arial, 12-point
o    Alignment: full justification
o    Spacing: single-spaced, with double spacing between speaker statements
•    header (first page only):
o    Case number
o    Interviewee name with designation (e.g., witness, subject, complainant)
•    Footer (all pages):
o    Case number (left-aligned)
o    Page number (centered)
o    Interviewee’s last name (right aligned)
•    Dialogue format:
o    Begin each statement with the interviewer’s last name in bold, followed by a colon (e.g., smith: what is your work location?)
o    Exclude filler words such as “uhm” or “ahh”
o    Omit “okay” when used as a sentence starter
•    Include transcriber’s initials and company name at the end of each transcript.

- Pre-Bid Meeting Date: October 29, 2025
- Intent to Bid Due Date: November 19, 2025