HomeMy WebLinkAboutRFP - 8312 TRANSCRIPTION SERVICESAddendum 1 – 8312 Transcription Services Page 1 of 3
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of BID RFP 8312: Transcription Services
OPENING DATE: 3:00 PM (Our Clock) May 27, 2016
To all prospective bidders under the specifications and contract documents described above,
the following changes/additions are hereby made and detailed in the following sections of this
addendum:
Exhibit 1 – Questions & Answers
Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Addendum 1 – 8312 Transcription Services Page 2 of 3
EXHIBIT 1 – QUESTIONS & ANSWERS
1) Can companies from outside the USA apply for this?
Answer:
Preference is for a USA-based service provider.
2) Will we need to come to Fort Collins, Colorado for meetings?
Answer:
Yes, if selected for an oral interview round as part of the RFP proposal evaluation
process. Other on-site meetings with the awarded vendor will be at the discretion of
the City’s Project Manager.
3) Can we provide the tasks (related to RFP) outside USA (like, from India or Canada)?
Answer:
Preference is for a USA-based service provider.
4) Can we submit the proposals via email?
Answer:
Yes, as stated in the RFP; proposal submittal via email is preferred, to be emailed to
purchasing@fcgov.com by the deadline stated in the RFP.
5) The RFP mentions an average of 39 reports per day from 203 officers. How do you
currently receive the dictation from these officers? Are they telephoned in to a central
location for storage and pick-up? Please provide a brief description of current
methodology.
Answer:
Officers dictate using the Phillips Recording app on their iPhones. FCPS uses Atom
Live/Transcription Gear, which can be utilized to transcribe the files.
6) Is the average of 39 reports/day based upon a 7 day per week basis? Please confirm.
Answer:
FCPS is a 24/7 operation. The average of 39 reports per day is based upon a 7 day
week. There are more reports coming in Thursday-Sunday than Monday-Wednesday,
which tends to be less.
7) Are the completed reports of a fixed length (# of pages, or words), or of an average audio
duration (# of minutes of audio)? A brief description will assist in helping to determine
cost/price calculations.
Answer:
I’m not totally clear on this question as to the completed reports you are referencing.
The officer’s dictation can vary considerably depending on the type of call and can be
from a 3 minute to a 45 minute recording.
We are currently being billed per word.
Addendum 1 – 8312 Transcription Services Page 3 of 3
8) Under “Scope of Services” does “Training” pertain to transcriptionists or the officers who
will be dictating on the platform?
Answer:
The training is in reference to the transcriptionists.
9) Who is the present transcription vendor for the City of Fort Collins?
Answer:
Net Transcripts of Tempe, AZ. Since we are a public agency, this is a public record.
10) What are the transcription rates charged by the present vendor?
Answer:
For single speaker dictation the current vendor charges .0125/word for 24 hour
turnaround; .0175/word for 12 hour turnaround; .0195/word for 3 hour turnaround.
11) What is the present method of receiving audio files by the transcription vendor?
Answer:
Files are converted to WAV files and uploaded to the vendor’s website.
12) What is the minimum experience (in years) required for a transcription vendor?
Answer:
There is no minimum experience required. However, note in III. Submittal
Requirements #2. Qualifications and Experience proposers are required to provide a
minimum of three (3) references with contact information that the City’s Project
Manager will contact if your firm is selected for Notice of Award as part of our
evaluation process.