Transcription Services Three Year Contract With Two One-Year Renewal Options

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
REQUEST FOR PROPOSALS
Item Description: TRANSCRIPTION SERVICES THREE YEAR CONTRACT WITH TWO ONE
YEAR RENEWAL OPTIONS
Procurement/MinuteTraq #: 52740
Date to be opened: 5/4/2026
Issuing Department: Providence Police Department
QUESTIONS
* Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid
(Pages 1-8) to the Purchasing Department.
o Email: purchasing@providenceri.gov
Please use the subject line "Solicitation Question"
* Please direct questions relative to the Minority and Women's Business Enterprise Program and the
con-esponding forms (Pages 9-13) to the MBE/WBE Outreach Director for the City of Providence,
Grace Diaz
o Email: gdiaz@providenceri.gov
Please use subject line "MBE WBE Forms"
* Please direct questions relative to the specifications outlined (beginning on page 14) to the issuing
department's subject matter expert:
o Name: Alyssa Deandrade
o Title: Major
o Email Address: adeandrade@providenceri.gov
Pre-bid Conference
There will be no pre-bid conference for this RFP.
Deadline for questions submissions:
QUESTIONS ARE DUE FRIDAY APRIL 20, 2026 BY 4PM
Page 1 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
INSTRUCTIONS FOR SUBMISSION
Meeting Date: 5/4/2026
Bids may be submitted up to 2:15 P.M. on the above meeting date at the Department of the City Clerk. Room
311, City Hall. 25 Dorrance Street, Providence. At 2:15 P.M. all bids will be publicly opened and read at the
Board of Contract Meeting in Conference Room 305, on the 3rd floor of City Hall.
* Bidders must submit 2 copies of their bid in sealed envelopes or packages labeled with the captioned
Item Description and the City Department to which the solicitation and bid are related and must
include the company name and address on the envelope as well. (On page 1 ).
* If required by the Department, please keep the original bid bond and check in only one of the envelopes.
* Communications to the Board of Contract and Supply that are not competitive sealed bids (i.e. product
information/samples) should have "NOT A BID" written on the envelope or wrapper.
* Only use form versions and templates included in this solicitation. If you have an old version of a form
do not recycle it for use in this bid.
* The bid envelope and information relative to the bid must be addressed to:
Board of Contract and Supply
Department of the City Clerk-City Hall, Room 311
25 Dorrance Street
Providence, RI 02903
**PLEASE NOTE: This bid may include details regarding information that you will need to provide
(such as proof of licenses) to the issuing department before the formalization of an award.
This information is NOT requested to be provided in your initial bid by design.
All bids submitted to the City Clerk become public record. Failure to follow instructions could result in
information considered private being posted to the city's Open Meetings Portal and made available as a
public record. The City has made a conscious effort to avoid the posting of sensitive information on the
City's Open Meetings Portal, by requesting that such sensitive information be submitted to the issuing
department only at their request.
Page 2 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID PACK.AGE CHECKLIST
Digital forms are available in the City of Providence Purchasing Department Office or online at
http://www.providenceri.gov/purchasing/how-to-su bmit-a-bid/
The bid package MUST include the following, in this order:
* Bid Form 1: Bidder's Blank as the cover page/1st page (see page 6 of this document)
* Bid Form 2: Certification of Bidder as 2nd page (see page 7 of this document)
* Bid Form 3: Certificate Regarding Public Records (see page 8 of this document)
* Bid Form 4: Affidavit of City Vendor (see pages 9 and 10 of this document)
* Fo1ms from the Minority and Women Business Enterprise Program: Based on Bidder Category. See
forms and instructions enclosed (pages 11-112) or on:
https://www.providenceri.gov/purchasinglminority-women-owned-business-mbewbe-procurement
program/
*Please note: MBE/WBE forms must be completed for EVERY bid submitted and must be inclusive of
ALL required signatures. Forms without all required signatures will be considered incomplete.
* Bidder's Proposal/Packet: Fo1mal response to the specifications outlined in this RFP, including pricing
information and details related to the good(s) or service(s) being provided. Please be mindful of
formatting responses as requested to ensure clarity.
* Financial Assurance, if requested ( as indicated on page 5 of this document under "Bid Terms")
All of the above listed documents are REQUIRED. (With the exception of financial assurances, which are
only required if specified on page 5.)
***Failure to meet specified deadlines,follow specific submission instructions, or enclose all required
documents with all applicable signatures will result in disqualification, or in an inability to appropriately
evaluate bids.
Page 3 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
NOTICE TO VENDORS
1. The Board of Contract and Supply will make the award to the lowest qualified and responsible bidder.
2. In determining the lowest responsible bidder, cash discounts based on preferable payment te1ms will not be
considered.
3. Where prices are the same, the Board of Contract and Supply reserves the right to award to one bidder, or
to split the award.
4. No proposal will be accepted if the bid is made in collusion with any other bidder.
5. Bids may be submitted on an "equal in quality" basis. The City reserves the right to decide equality.
Bidders must indicate brand or the make being offered and submit detailed specifications if other than
brand requested.
6. A bidder who is an out-of-state corporation shall qualify or register to transact business in this State, in
accordance with the Rhode Island Business Corporation Act, RIGL Sec. 7-1.2-1401, et seq.
7. The Board of Contract and Supply reserves the right to reject any and all bids.
8. Competing bids may be viewed in person at the Department of the City Clerk, City Hall, Providence,
immediately upon the conclusion of the formal Board of Contract and Supply meeting during which the
bids were unsealed/opened. Bids may also be accessed electronically on the internet via the City's Open
Meetings Portal.
9. As the City of Providence is exempt from the payment of Federal Excise Taxes and Rhode Island Sales
Tax, prices quoted are not to include these taxes.
10. In case of error in the extension of prices quoted, the unit price will govern.
11. The contractor will NOT be permitted to: a) assign or underlet the contract, or b) assign either legally or
equitably any monies or any claim thereto without the previous written consent of the City Purchasing
Director.
12. Delivery dates must be shown in the bid. If no delivery date is specified, it will be assumed that an
immediate delivery from stock will be made.
13. A certificate of insurance will normally be required of a successful vendor.
14. For many contracts involving constmction, alteration and/or repair work, State law provisions concerning
payment of prevailing wage rates apply (RIGL Sec. 37-13-1 et seq.)
15. No goods should be delivered, or work started without a Purchase Order.
16. Submit 2 copies of the bid to the City Clerk, unless the specification section of this document
indicates otherwise.
17. Bidder must certify that it does not unlawfully discriminate on the basis ofrace, color, national origin,
gender, gender identity or expression, sexual orientation and/or religion in its business and hiring practices
and that all of its employees are lawfully employed under all applicable federal, state and local laws, rules
and regulations. (See Bid F01m 2.)
Page 4 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID TERMS
1. Financial assurances may be required in order to be a successful bidder for Commodity or Construction
and Service contracts. If either of the first two checkboxes below is checked, the specified assurance
must accompany a bid, or the bid will not be considered by the Board of Contract and Supply. The
third checkbox indicates the lowest responsible bidder will be contacted and required to post a bond to
be awarded the contract.
a) D A ce1iified check for $ __ must be deposited with the City Clerk as a guarantee that the
Contract will be signed and delivered by the bidder.
b) DA bid bond in the amount of __ per centum (%) of the proposed total price, must be deposited
with the City Clerk as a guarantee that the contract will be signed and delivered by the bidder; and
the amount of such bid bond shall be retained for the use of the City as liquidated damages in case of
default. Any person signing a bid bond as an attorney-in-fact shall include with the bid bond an
original, or a photocopy or facsimile of an original, power of attorney.
c) DA performance and payment bond with a satisfactory surety company will be posted by the
bidder in a sum equal to one hundred per centum (100%) of the awarded contract.
d) No financial assurance is necessary for this item.
2. Awards will be made within nighty (90) days of bid opening. All bid prices will be considered firm,
unless qualified otherwise. Requests for price increases will not be honored.
3. Failure to deliver within the time quoted or failure to meet specifications may result in default in
accordance with the general specifications. It is agreed that deliveries and/or completion are subject to
strikes, lockouts, accidents, and Acts of God.
The following entry applies only for COMMODITY BID TERMS:
4. Payment for partial delivery will not be allowed except when provided for in blanket or te1m contracts.
The following entries apply only for CONSTRUCTION AND SERVICE BID TERMS:
5. Only one shipping charge will be applied in the event of partial deliveries for blanket or term contracts.
6. Prior to commencing perfmmance under the contract, the successful bidder shall attest to compliance
with the provisions of the Rhode Island Worker's Compensation Act, RIGL 28-29-1, et seq. If exempt
from compliance, the successful bidder shall submit a sworn Affidavit by a corporate officer to that
effect, which shall accompany the signed contract.
7. Prior to commencing performance under the contract, the successful bidder shall, submit a certificate of
insurance, in a form and in an amount satisfactory to the City.
Page 5 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID FORM 1: Bidders Blank
1. Bids must meet the attached specifications. Any exceptions or modifications must be noted and fully explained.
2. Bidder's responses must be in ink or typewritten, and all blanks on the bid form should be completed.
3. The price or prices proposed should be stated both in WRITING and in FIGURES, and any proposal not so stated may be
rejected. Contracts exceeding twelve months must specify annual costs for each year.
4. Bids SHOULD BE TOT ALEO so that the final cost is clearly stated (unless submitting a unit price bid), however each
item should be priced individually. Do not group items. Awards may be made on the basis of total bid or by individual
items.
5. All bids MUST BE SIGNED IN INK.
Name of Bidder (Firm or Individual):
Contact Name:
Business Address:
Business Phone #:
Contact Email Address:
Agrees to bid on (Write the "Item Description" here):
If the bidder's company is based in a state other than Rhode
Island, list name and contact information for a local agent
for service of process that is located within Rhode Island
Delive1y Date (if applicable):
Name of Surety Company (if applicable):
Total Amount in Writing*:
Total Amount in Figures*:
*If you are submitting a unit price bid, please insert "Unit Price Bid"
Use additional pages if necessary for additional bidding details.
Signature of Representation
Title
Page 6 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID FORM 2: Certification of Bidder
(Non-Discrimination/Hiring)
Upon behalf of_ __________________ (Fi1m or Individual Bidding),
!,_ ______________ ________,_ - ame of Person Making Ce1iification),
being its_ _______________________._ Title or "Self"), hereby certify that:
1. Bidder does not unlawfully discriminate on the basis of race, color, national origin, gender, sexual
orientation and/or religion in its business and hiring practices.
2. All of Bidder's employees have been hired in compliance with all applicable federal, state and local
laws, rules and regulations.
I affirm by signing below that I am duly authorized on behalf of Bidder, on
this_ ______d ay of_ ____ _ _ __2 0
Signature of Representation
Printed Name
Page 7 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID FORM 3: Certificate Regarding Public Records
Upon behalf of_ __________________ (Firm or Individual Bidding),
I,_ _____________________ (Name of Person Making Ce1iification),
being its_ ____________________ (Title or "Self'), hereby ce1iify an
understanding that:
1. All bids submitted in response to Requests for Proposals (RFP's) and Requests for Qualification
(RFQ's), documents contained within, and the details outlined on those documents become public
record upon receipt by the City Clerk's office and opening at the corresponding Board of Contract
and Supply (BOCS) meeting.
2. The Purchasing Depaiiment and the issuing department for this RFP/RFQ have made a conscious
effort to request that sensitive/personal information be submitted directly to the issuing
depaiiment and only at request if verification of specific details is critical the evaluation of a
vendor's bid.
3. The requested supplemental information may be crucial to evaluating bids. Failure to provide
such details may result in disqualification, or an inability to appropriately evaluate bids.
4. If sensitive information that has not been requested is enclosed or if a bidder opts to enclose the
defined supplemental information prior to the issuing depaiiment's request in the bidding packet
submitted to the City Clerk, the City of Providence has no obligation to redact those details and
bears no liability associated with the info1mation becoming public record.
5. The City of Providence observes a public and transparent bidding process. Information required in
the bidding packet may not be submitted directly to the issuing department at the discretion of the
bidder in order to protect other information, such as pricing terms, from becoming public. Bidders
who make such an attempt will be disqualified.
I affirm by signing below that I am duly authorized on behalf of Bidder, on
this_ ______d ay of_ ________2 0
Signature of Representation
Printed Name
Page 8 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND
BID FORM 4: Affidavit of City Vendor
Per our Code of Ordinances Sec. 21.-28.1 (e), this form applies to a) the business, b) any political action c01mnittee whose name
includes the name of the business, c) all persons holding ten (10) percent or greater equity interest or five thousand dollars ($5,000.00)
or greater cash value interest in the business at any time during the rep01iing period, d) all executive officers of the business entity, e)
any spouse or dependent child of any individual identified in a) though d) above.
Executive officers who are not residents of the state of Rhode Island are exempted from this requirement.
Per R.I.G.L. 36-14-2, "Business" means a sole proprietorship, partnership, firm, corporation, holding company, joint stock company,
, receivership, trust, or any other entity recognized in law through which business for profit or not for profit is conducted.
Name of the person making this affidavit:_ __________________ _
Position in the "Business"
------------------------
Name of Entity _______________________ _____ _
Address:_ _________________ _____________
Phone number:_ ____ __
The number of persons or entities in your entity that are required to report under Sec. 21.-28.1 (e):
Read the following paragraph and answer one of the options:
Within the 12 month period preceding the date of this bid submission with the City of Providence, or with respect to the contracts that
are not in writing within the 12 month period preceding the date ofnotification that the contract has reached the $100,000 threshold,
have you made campaign contributions within a calendar year to (please list all persons or entities required under Sec. 21.-28.1 (e)).

a. Members of the Providence City Council? Yes No
* If Yes, please complete the following:
Recipient( s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
b. Candidates for election or reelection to the Providence City Council? D Yes D No
* If Yes, please complete the following:
Recipient(s) of the Contribution:
Contribution Date(s): Contribution Amount(s):
Page 9 of 17

Revised: 11/9/2023
BOARD OF CONTRACT AND SUPPLY
CITY OF PROVIDENCE, RHODE ISLAND

c. The Mayor of Providence? Yes No
* IfY es, please complete the following:
Recipient(s) ofthe Contribution:
Conh*ibution Date(s): Conh*ibution Amount(s):
d. Candidates for election or reelection to the office ofM ayor ofP rovidence? D Yes D No
* IfY es, please complete the following:
Recipient(s) of the Conh*ibution:
Contribution Date(s): Contribution Amount(s):
Signed under the pains and penalties ofpe1jury.
Position
Page 10 of 17