Specifications include, but are not limited to: The City of Newport News is looking for transcription related services for the Police Department. a) Contractor must be located in the United States of America and an American owned firm. b) Frequency of work: Work will be sent to the contractor on an as need/if needed basis. Estimated average of 15 requests per month with each recording averaging 45-60 minutes per recording. c) The Newport News Police Department (NNPD) desires that the majority of transcriptions be completed within five (5) calendar days. The Contractor should also have the ability to complete transcriptions within 3 calendar days and within twenty-four (24) hours if the need arises. d) Recordings submitted to the Contractor may be either audio or video. e) The completed transcripts must be verbatim and returned to the City at no charge. Transcripts must be in English and transmitted as an email attached Word document to the individual indicated in the work request. The completed transcripts must be in the format prescribed by the NNPD. f) The Contractor must be able to transcribe every foreign language submitted into English as needed. g) Security: The data and information systems security protocols must comply with minimum federal regulations including the following: FBI Criminal Justice Information Services (CJIS); FIPS 200, Minimum Security Requirements for Federal Information and Information Systems; Homeland Security Presidential Directive 12; Privacy Act of 1974; E-Government Act of 2002; Federal Information Security Management Act of 2002; and the Health Insurance Portability and Accountability Act of 1996 (HIPPA). h) All Web traffic shall be transmitted over a 128-bit encrypted SSL channel. i) All dictations and documents must be stored in an encrypted form in the Contractor’s dataset. A 256-bit AES (Rijndael approved) encryption shall be used. j) All passwords are stored using a one-way hash and a random salt (cryptography) value. When users authenticate themselves, the passwords entered are hashed as well and only hashes are compared for security (not the document) until the check is complete in order to increase user password security. k) All transcribed documents must list the name of the Contractor’s employee that performed the transcription. l) All transcriptions must have chain of custody tracking. m) All employees of the Contractor’s organization must have a clear national and local criminal history check. No person shall be used for the service who is on the Sex Offenders Registry. No persons with felony arrests or involvement with misdemeanors of moral turpitude, perjury or false statement issues shall be permitted to be involved in the service in any manner. n) All employees of the Contractor’s organization must be bonded by a Confidentiality Agreement. o) Contractor does not need to retain the audio or video file once it is transcribed. If an audio or video file is inaudible, Contractor must contact submitting NNPD employee immediately. p) All completed work must be submitted on an NNPD prescribed template. q) Every NNPD employee submitting transcriptions must be assigned a unique, separate user’s account that is accessible only by that individual. r) Any section of an audio/video recording that cannot be discerned will have a link to that section of the recording. s) Contractor must have the ability to accept and transfer large video files. t) Contractor must have a quality control system in place. u) Contractor must guarantee an accuracy rating of 98% or better. v) The Contractor should have a system in place to correct errors at their expense if warranted. w) Contractor must have experience transcribing law enforcement information.