RRHA-IFB-2026-27 Professional Services for Transcription

The Richmond Redevelopment and Housing Authority is soliciting firm fixed price bids for professional transcription services under solicitation RRHA-IFB-2026-27. The contract covers an initial one-year term from October 1, 2026, to September 30, 2027, with the option for four additional one-year extensions. The selected contractor will convert digital audio and video recordings from Board of Commissioners, Committee, and RDC meetings into written text, providing both verbatim transcriptions and edited minutes. All work must be performed domestically within the United States, and the use of AI-assisted tools is strictly prohibited. The contract requires a minimum transcription accuracy rate of 98 percent, with deliverables provided in Microsoft Word or searchable PDF formats. Turnaround times are categorized as Standard (3 to 7 business days), Rush (24 to 48 hours), and Emergency (same day). Bidders may provide additional pricing for expedited services and accessibility formats such as SRT and VTT. Award will be granted to the low bidder who demonstrates sufficient financial ability, appropriate experience, and a clean legal and performance history. Bids must be submitted via eVA by September 21, 2026. Required documentation includes a notarized Statement of Bidder's Qualifications and various federal and state certifications, including Section 3 compliance and non-collusive affidavits. While the contractor must maintain insurance authorized by the Virginia State Corporation Commission, construction-specific requirements such as Davis-Bacon certified payroll and Virginia contractor licensing are not applicable to this service contract. Invoicing is based on actual hours transcribed, with payment generally issued 30 days after the invoice or delivery date.