Transcription Services

The Vendor is required to provide accurate verbatim transcriptions of office provided audio/video clips of various events and activities including, but not limited to, speeches, scrums, public hearings, inquiries, tribunals, interviews, and conferences.
- Transcription services are crucial to the office in the efficient and effective dissemination of the PM’s, and others, verbatim spoken statements via transcript.
- This helps to ensure ensuring transparency, accountability, historical documentation, and public trust.
- Tasks
o    Have a file transfer protocol (FTP) site and give access to the ftp site using username and password to the project authority and designated AV and tour technicians to facilitate the provision of recording from anywhere in the world over the internet.
o    Receive and access audio/video media files of the pm and other’s public speaking events.
o    Transcribe media files to text and produce a transcribed version of the speaking event according the statement of work to be delivered to the office as an editable word document or pdf file with optical character recognition (OCR) capabilities and not scanned.
o    Transmit or make available the digital transcribed version of the speaking event hearing to the office through regular email service.
- Must transcribe from a variety of audio/video file types and physical media including, but not limited to, the following:
•    Audio File types such as MP3, WAV, and WMA
•    Video File types such as MP4, AVI, WMV, MOV, FLV, MKV, MPEG, 3GP, WEBM, and RM
- The Project Authority will provide the Contractor with the audio/video file or the coordinates for retrieval of the audio/video file. This may include, but not be limited to, the following:
•    FTP sites
•    Web casts
•    Cloud Platforms
•    USBs
•    SD/Micro SD cards
•    Hard drives
•    Web casts
•    Phone feeds (conference calls, IVR systems, voicemail recordings)
- Transcripts must be provided as a Microsoft Word or PDF file type in accordance with the following format:
•    Paper size: 8 ½ x 11 inches
•    Portrait orientation
•    Each page of the transcript must have a one-inch margin on the top, bottom, and sides of the page
•    Font size: 11 point
•    Font type: Arial
•    A cover page is required for all transcripts
•    On the cover page, include if possible: Title of the Transcript, Source, Location, Date, Time,
•    Length, Reference, Transcriber, and Requester
•    Consecutively number each page of the transcript using the numerical version of a number only, with numbering on either the top or bottom
•    1.5 line spacing for the text in transcripts
•    The transcript must be in the language of the media clip, English and/or French, unless specified otherwise by the PCO
•    The commencement of each new line with a different speaker must have the speaker identified 
•    The Contractor must respect the rules of spelling, grammar, syntax, and writing conventions and usage of the text in both official languages
•    Clearly indicate any parts that couldn’t be transcribed, and the reason why.
- Delivery of the Transcript
•    FTP Site
•    Email
•    Cloud file
- Must ensure that a point of contact or coordinator is available by telephone, text or email to receive work any time between 7:00 a.m. and 11:00 p.m. Eastern Standard Time (EST) or Eastern Daylight Time (EDT), as appropriate, 7 days per week.

- Contract Period/Term: 1 year