REQUEST FOR PROPOSAL
I. GENERAL INFORMATION
A. Purpose of this Request for Proposal
The City of Pleasanton is seeking an experienced contractor to provide transcription services for
the City of Pleasanton’s Advisory Commissions and Committees.
The City of Pleasanton is a full service municipality of approximately 82,000 residents located in
the greater San Francisco Bay Area. The City is approximately 22.4 square miles in size and
provides a full range of recreational opportunities for the community.
Advisory Commissions and Standing Committees play a major role in the ongoing work for the
City of Pleasanton. There are many issues facing our community, and our City Council relies on
these bodies to study, discuss and recommend solutions on issues of importance to the
community. Commission terms are four years, with the exception of the Youth Commission with
terms of two years.
II. SCOPE OF WORK
Scope of work for this project includes the following tasks:
Task 1: Attend and record meetings; and take accurate minutes of the various commissions and
committees as listed below:
a) Civic Arts Commission, generally meets the first Monday of the month
b) Housing Commission, generally meets the third Thursday of the month
c) Human Services Commission, generally meets the first Wednesday of the month
d) Library Commission, generally meets the first Thursday of the month
e) Parks and Recreation Commission, generally meets the second Thursday of the
f) Youth Commission, generally meets the second Wednesday of the month; does
not meet in June, July or August
Each commission and/or committee meets on a regular basis. Occasionally
commissions/committees may cancel or re-schedule their meetings depending on their needs.
No more than a total of 70 meetings are held throughout the year.
Task 2: Transcribe and prepare final draft copy of meeting minutes and submit by electronic
mail (Microsoft Word) to the City of Pleasanton within ten (10) calendar days following the date
of each the meetings for which minutes are being prepared. Documents completed or partially
completed by Contractor in the performance of this Agreement shall become the property of
the City. The City may provide Contractor with transcribing equipment to assist with preparing
the minutes. Any equipment provided to Contractor shall remain property of the City and shall
be returned as directed by the City.
Task 3: Provide audio recordings of each meeting to the City. The City will maintain recordings
for the required five (5) year retention period.
Task 4: Submit invoices depicting time and billable hourly rate along with a brief description of
work performed. Invoices must be received by the 30th of each month.
III. PROJECT OVERSIGHT
This project will be overseen by Terry Snyder, Office Manager, and other designated staff.
IV. PROJECT SCHEDULE
The following project timeline is as follows:
June 7, 2018
June 15, 2018
June 18, 2018
June 19, 2018
Request for Proposal is released
Proposals due by 2:00pm
Screening of Proposals
V. REQUIRED INFORMATION
All responses to this RFP must be made in accordance with these specifications. Failure to
adhere to any specification may result in rejection of your proposal.
As part of your proposal, you must present satisfactory evidence indicating your ability to meet
the scope of work detailed in this RFP. Further, you must provide adequate pricing and service
information to assure that the fees for services and products are clearly delineated.
Additionally, your response must include the following information:
1. Company name, business address, business telephone number, fax number, website, and
2. Name and title of person submitting the proposal.
3. A description of your experience as it relates to the Scope of Work in this RFP. List each
company/agency separately. Clearly identify the company/agency, the length of time you
gained this experience and brief description of work performed (i.e., City of Acme, 1234
Main Street, Acme, California - 4 years: provided transcription services for city council
4. List at least three (3) business-related references, including a description of the type of
work you performed for each reference, and when this work was conducted.
5. A detailed work plan describing your approach to accomplishing the tasks identified in the
RFP. At a minimum, the Work Plan should include all tasks listed in Section II, “Scope of
Work.” You should include any steps/tasks not included in the Scope of Work that you
think would materially affect the quality of this project.
6. The proposal should include an hourly rate that will be billed to the City for attending the
commission meetings and if different, an hourly rate for producing the minutes.
(Incidental costs – if the vendor anticipates any out-of-pocket costs, they should be
included and clearly identified).
VI. SUBMITTAL OF PROPOSAL
Proposals submitted by individuals must be signed with the proposer’s full name and
Proposals submitted by a partnership must be signed with the partnership name and by
the authorized general partner.
Proposals submitted by a joint venture must be signed with the full name and address of
each member of the joint venture.
Proposals submitted by a corporation must be signed by two officers of the corporation.
B) Delivery of Proposal
The contractor shall include one (1) original and two (2) copies of the proposal. Proposals
must be submitted in a sealed envelope, plainly marked with your company’s name,
business address and telephone number.
Proposals must be received by the City of Pleasanton, City Clerk’s Office, no later than
2:00 p.m. on Friday, June 15, 2018.
If mailing the proposal, the address is: City of Pleasanton, City Clerk’s Office, P.O. Box
520, Pleasanton, CA 94566.
If delivering the proposal in person, the address is: City of Pleasanton, City Clerk’s
Office, 123 Main Street, Pleasanton, CA 94566.
VII. SELECTION PROCESS AND EVALUATION CRITERIA
A) Evaluation Criteria
The City will act as the sole judge of the content of all proposals. In soliciting proposals,
the City’s intent is to have the best possible service provider based on relevant experience
and the content of the proposal. Therefore, selection of a vendor will be based upon, but
not limited to, the following considerations and criteria:
Proposer’s demonstrated experience with similar projects involving
municipalities and other public agencies.
The quality, amount and type of service proposed.
Results of reference checks
The proposed fees
Any other considerations deemed pertinent by the City
B) Selection/Evaluation Process
All proposals will be evaluated based on the above criteria by the City of Pleasanton
Community Services Staff with final approval from the City Manager. If a qualified
proposer is identified, a recommendation to award a Service Agreement will be made to
the appropriate authorizing authority. The appropriate authorizing authority will award
any Service Agreement issued as a result of this RFP.
VIII. PROFESSIONAL SERVICE AGREEMENT
Should the City select a vendor in response to this RFP, a service agreement will be required.
While the specific conditions of the contract are dependent on the types of services proposed, it
is anticipated the contract will include the following terms. Any modifications to the terms will
be determined by the City.
A) General Liability and Bodily Insurance
Commercial general liability insurance coverage for at least $1,000,000 combined limit
for bodily injury and property damage and provide that the City, its officers, employees
and agents are named additional insured under the policy. The policy shall state in writing
either on the Certificate of Insurance or attached rider thereof that this insurance will
operate as primary insurance for work performed by Contractor and it sub contractors,
and that no other insurance effected by City or other named insured will be called on to
cover a loss covered thereunder.
B) Automobile Liability Insurance
Automobile liability insurance in an amount not less than $1,000,000 per person/per
C) Workers’ Compensation Insurance
Workers’ Compensation Insurance for all employees, in strict compliance with State laws,
to protect the City from any and all claims hereunder, including a waiver of subrogation.
D) Indemnify and Hold Harmless
As part of the awarding of any contract for work authorized in conjunction with this
Request for Proposal, Contractor shall defend, indemnify and hold harmless, the City of
Pleasanton, and the City’s officers and employees from and against all claims, losses,
damage, injury and liability for damages arising from errors, omissions, negligence or
wrongful acts of the services provided , regardless of whether the City has reviewed
and/or approved the work or services which has given rise to the claim loss/damage injury
or liability for damages. This indemnification shall extend for a reasonable period of time
after completion of the project as well as during the period of actual performance of
E) Conformance to Applicable Laws
Contractor shall comply with all applicable Federal, State, and Municipal laws, rules and
ordinances. No discrimination shall be made by Contractor in the employment of persons
to work under this contract because of race, color, national origin, ancestry, sex or religion
of such person. Contractor shall obtain a City of Pleasanton business license.
A) Ownership of Proposals
Upon delivery, all proposals will become the property of the City of Pleasanton.
B) Right to Reject/Modify
The City may, at its sole discretion, reject any or all proposals or waive any irregularities
without disqualifying the proposal. The issuance of this Request for Proposal does not
bind the City to award a service agreement or services described herein.
Inquiries regarding this proposal should be directed to Terry Snyder, Office Manager, City
of Pleasanton, P.O Box 520, Pleasanton, CA 94566, (925) 931-5343 or
D) Business License
Prior to starting any work related to the Agreement, the contractor must obtain a City of
Pleasanton business license. The business license must be kept in full force and be in
effect during the term of the contract.
E) Public Disclosure of All Proposals
All proposals received in response to this RFP shall become the property of the City. All
proposals shall be a matter of public record, and shall be regarded as public records
except for those parts of each proposal, which are defined by the proposer as business or
trade secrets, provided that said parts are submitted in a sealed envelope and clearly
marked as “trade secret”, “confidential” or “proprietary.”
F) Reasonable Inquiry
The City may conduct any reasonable inquiries to determine the responsibility of the
proposer. The submission of a proposal constitutes permission by the proposer for the
City to verify all information contained herein. If the City deems it necessary, additional
information may be requested from any proposer. Failure to comply with any such
request may disqualify a proposer from consideration.