Project Information

Bid Title

Transcription Services for Police Reports and Audio/Video Recordings (Revised)

Issuing Agency

City of Milpitas

Location

California

Published Date

Mar 10, 2026

Closing Date

Apr 7, 2026

Government Level

State & Local

Status

Closed

Ref. #

25-1186 Revised

Original Source

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Bid Documents

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Project Description

Project ID: 25-1186 Revised

Title: Transcription Services for Police Reports and Audio/Video Recordings (Revised)

Addenda: 0

Release Date: 3/10/2026

Due Date: 4/7/2026

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Transcription Services for Police Reports and Audio/Video Recordings (Revised)

Request For Proposal

Police Department

20857 , 95261 , 96124 , 96147 , 96172

Project ID: 25-1186 Revised

Release Date: Tuesday, March 10, 2026

· Due Date: Tuesday, April 7, 2026 12:00pm

Posted Tuesday, March 10, 2026 12:25pm

All dates & times in Pacific Time

Draft Response No Bid27 days, 18 hours, 5 minutes

Post Information

Posted At:Tue, Mar 10, 2026 12:25 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

Through this Request for Proposals (“RFP”), the City is seeking transcription services for police reports and audio/video recordings. Transcriptions must be provided back to the City within 3 hours, and the service must be available 24 hours per day and 365 days per year.

Qualified Vendor (and services) shall be Health Insurance Portability and Accountability Act (HIPAA) and Criminal Justice Information Services (CJIS) compliant. Qualified vendors shall have demonstrated expertise in providing the services as specified herein and shall provide documentation demonstrating compliance with all requirements set forth in this RFP.

This RFP, including the Scope of Work, provide additional details, requirements, and expectations.

Background

Additional Information Based on Previously Submitted Questions:

1, For the past 3 years, the City, on average, utilized transcription services for 720,388 words per year.

2. The bulk of the recordings are dictation. Occasionally, recordings of interviews and body worn camera footage will be submitted. The average length of each audio varies significantly depending on the type of investigation that is being dictated.

3. This City is not open to an artificial intelligence (AI) product for transcription services at this time. The City may review the option for automated transcription with summarization for recordings of interviews, as long as this option also includes a word-for-word transcript verified by a person(s) is provided as well.

4. The awarded vendor will be required to have a Milpitas Business License registration before a contract will be executed. You are not required to register at the time of proposal response.

5. The City's incumbent vendor is Speakwrite, LLC. Current costs: General - 1.5 cents per word, Legal 1.5 cents per word, SpeakWrite/Axon integration with evidence.com $3.00 per audio minute, Spanish translation $9.00 per audio minute. The City is not disclosing a budget at this time in order to obtain a fair assessment of market prices.

6. There is no requirement for a mobile app if your website is mobile-friendly. MFA was not a requirement specified in the RFP. See Scope of Work for additional requirements and details.

Timeline

Release Date:

March 10, 2026

Question Submission Deadline:

March 20, 2026, 12:00pm

Proposal Submission Deadline:

April 7, 2026, 12:00pm

Commodity Codes

• NAICS 334310Audio and Video Equipment Manufacturing
• NAICS 512110Motion Picture and Video Production
• NAICS 561410Document Preparation Services

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