Item Coversheet
City of Independence

Agenda Title:

Council action is requested to issue a purchase order to Transperfect Legal Solutions, in the amount of $75,000.00 for Audio Transcription Services for the Finance & Administration Department.


Council action to issue purchase order.


The City of Independence is defending litigation related to utility services provided by Independence Power and Light (IPL). As part of that litigation, the City and its attorneys at Stinson, LLP need to conduct a review of a large amount of audio recordings of IPL customer call recordings.IPL recorded all customer calls, some of which are simply hang ups or “dead air.” The City needs a process to identify the calls that were related to IPL billing.

The Service requested is to review audio recordings currently stored on a hard drive and create searchable transcripts of these recordings. The City anticipates as much as 20,000 hours of recordings. The vendor will produce a transcript regardless of whether a file contains any particular search results or has anything actually recorded. The vendor will ensure that the transcripts are sufficiently accurate to identify customer calls regarding IPL billings. The end product will identify calls related to billings. The vendor will work with the City’s outside counsel to identify search terms as needed. The vendor will explain the process in court testimony or documents if needed. Time is of the essence in this so the vendor will use voice recognition software to produce the transcript. The transcript must be returned to the Stinson on an encrypted external hard drive.

The Procurement Division issued a Request for Proposal on June 14, 2021. Four (4) responses were submitted and evaluated by the Evaluation Committee. Two (2) other responses were not delivered appropriately. Those responses were disqualified. These responses were evaluated based on the following criteria:

• Evidence of experience of proposer & references with similar projects
• Expertise of personnel
• Applicable resources
• Responses to requirements section and project narrative
• Price

Responses were submitted by ANP Transcriptions, Conduit Transcriptions LLC, Dictate Express and Transperfect Legal Solutions. Transperfect Legal Solutions (Transperfect) was the lowest priced proposal with the highest value of service and experience. Transperfect quoted a turnaround time frame of 10-14 days. Transperfect’s price was quoted at $75,000. The next lowest quote was $190,000.

Approval of this item authorizes changes orders up to a total of ten (10) percent of the original authorized amount for each order, providing appropriations are available.

Fiscal Impact:

Fiscal Impact. The fiscal impact to the City is $75,000.00. Funding is included in the fiscal year 2021/22 adopted budget, page 52, Legal Expenses for IPL Fund 20, org/object/project string 6110.5222.92314010.

Department:          Finance & AdministrationContact Person:          Bryan Kidney

Purchasing Division (Finance Department)Approved
Finance DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:         

Audio Transcription Services ContractContract
Transperfect Legal Solutions ProposalExhibit
Cost Summary, Pricing & Lead Time comparisons - Audio Transcription ServicesExhibit