Specifications include, but are not limited to: Successful Respondent to provide recording and transcription services for all TDHCA Governing Board meetings, TDHCA Manufactured Housing Division Governing Board meetings and other non-governing board meetings as needed conducted by TDHCA staff, including those held outside the city of Austin. At times, there will be meetings conducted in cities throughout the state of Texas. These meetings may be in person or virtual. Successful Respondent will provide for each meeting one (1) hard copy (when requested) and one (1) electronic copy in Word to be sent via email. Email address to submit the transcription will be provided at the time of request. Successful Respondent will provide transcripts both hardcopy (if requested) and electronic copy, within seven (7) to ten (10) business days from date of the meeting. Transcript cover page should include the full title of TDHCA, meeting location, date, member attendees and guests. The following page should include the meeting agenda (provided by TDHCA). The body of the transcript should identify all speakers by name first followed by the time in parentheses. Each time a new speaker is identified that section should began as a new paragraph with each speaker individually separated. Vendor should proofread script to make certain that if using auto-captured speech-to-text that their software program has recorded valid words in full sentence format. Vendor should also ensure that sentences in the script are properly punctuated and match what was said, see EXHIBIT H. Successful Respondent will only accept assignments from designated staff. Once awarded TDHCA will provide contact information of designated staff. Any assignment acceptance, other than from the designated staff, could constitute risk on the successful respondent’s part. Successful Respondent will be available to attend all TDHCA Governing Board, Manufactured Housing Division Governing Board and other non-governing board meetings as needed given at least 10 days notice by TDHCA. Successful Respondent will make every attempt to be available given less than 10 days notice. On an as-needed basis, Successful Respondent will transcribe audio recordings of departmental meetings submitted via agreed upon audio format e.g. Windows Media, MP4, WAV file. Respondent is responsible for providing recording equipment for this service.
