Specifications include, but are not limited to: Captioning & Transcripts • Captioning and transcripts must be a complete word-for-word representation of the recorded audio for each meeting, including statements that are grammatically incorrect or in which the speaker false starts or changes direction mid-sentence. The vendor may not paraphrase, must adequately convey the terminology used by speakers, and must use proper spelling, spacing between words, capitalization, and punctuation. Preferably, the captions and transcripts should also identify the speaker. • The quality of captioning and edited transcripts must not exceed an error rate of 0.5 percent (.5%) for pre-recorded projects. The accuracy of will be solely the responsibility of the vendor, and the vendor must explain how the accuracy rating is monitored and determined for both captioning and transcripts. • The vendor shall provide captions and transcripts in accepted file formats. RTD prefers .scc or similar for captions and .docx for transcript files. • RTD will upload video files via the vendor’s interface, whether web-based or applicationbased, as soon as practicable following the conclusion of meetings. • Edited caption files and transcripts must be completed and delivered within a predetermined length of time following the adjournment of a given meeting. Ongoing Support • The vendor will be required to provide technical and other support during usual business hours, Monday through Friday. • The vendor must identify either an account manager or primary point of contact with whom RTD can work to quickly resolve issues. • RTD will provide a list of established meeting times to the vendor, so that the vendor can anticipate their upcoming workload from RTD. • Upon request, RTD can also supply a glossary of technical terms, the names of the Board of Directors and customary meeting attendees, and any other materials that may help to improve the accuracy of the captions and transcripts. • RTD does not require that the vendor have a representative on-site during meetings. Technical Requirements • The vendor’s system interface must be easy to use and provide overall functionality such as the ability to: • Change captioning and transcribing settings • Upload media and download caption files and transcripts • Add and remove user access to accounts • Allow for customizable captioning and transcription to meet specific needs. This includes, but is not limited to, the ability to change how speakers are identified, how many characters per caption line are displayed, and the number of lines per frame. The vendor’s system must also allow users to manipulate captions and transcripts if errors are found. These changes must be reflected in the final downloadable caption and transcript files.
