City of Columbia Request for Proposal RFP 76/2026 Captioning Services
City of ColumbiaCity · Columbia, MO- Due
- Oct 16, 2026
- Deadline passed
- Posted
- Aug 24, 2026
- Contract term
- 1 year
- Primary contact
- Patrick Doll
- (573) 817-5005
The 30-second brief
The City of Columbia is seeking a qualified firm to provide real-time closed captioning services for live broadcast coverage of regularly scheduled public meetings, occasional press conferences, and similar events. The scope requires approximately 200 hours annually of live meeting broadcast captioning, including City Council, Planning and Zoning Commission, Board of Adjustment, and Citizens Police Review Board meetings. Services must maintain a minimum accuracy rate of 98%, utilize NCRA-certified real-time captioners (CRC), and provide transcripts electronically in Microsoft Word (.docx) or searchable PDF format within one business day. The proposal submission deadline is October 16, 2026, with an original contract period of one year and options to renew for four additional one-year periods.
Firm, Fixed Price for closed captioning services for regular or special meetings; Firm Fixed Maximum Percentage Increase per Renewal Term
Cost (70 points), Offeror's Experience, Reliability, Expertise of Personnel, and Method of Performance (30 points)
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Summary
The City of Columbia is seeking a qualified firm to provide real-time closed captioning services for live broadcast coverage of regularly scheduled public meetings, occasional press conferences, and similar events.
The scope requires approximately 200 hours annually of live meeting broadcast captioning, including City Council, Planning and Zoning Commission, Board of Adjustment, and Citizens Police Review Board meetings. Services must maintain a minimum accuracy rate of 98%, utilize NCRA-certified real-time captioners (CRC), and provide transcripts electronically in Microsoft Word (.docx) or searchable PDF format within one business day. The proposal submission deadline is October 16, 2026, with an original contract period of one year and options to renew for four additional one-year periods.
EVALUATION CRITERIA
REQUIRED DELIVERABLES
Firm, Fixed Price for closed captioning services for regular or special meetings; Firm Fixed Maximum Percentage Increase per Renewal Term
REQUIRED ATTACHMENTS
9- Exhibit A
- Exhibit B
- Exhibit C
- Exhibit D
- Exhibit E
- Exhibit F
- Exhibit G
- Addendum No.1
- Addendum No.2
- Submit to
- 701 E Broadway, Columbia, MO 65201 USA | [email protected]
- Duration
- 66 months
- Scope location
- Columbia, MO
Questions about this RFP
How do I respond to this RFP from City of Columbia?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is October 16, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 701 E Broadway, Columbia, MO 65201 USA | [email protected]. For questions, contact Patrick Doll.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Columbia in MO, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Patrick Doll at (573) 817-5005. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Firm, Fixed Price for closed captioning services for regular or special meetings; Firm Fixed Maximum Percentage Increase per Renewal Term. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Cost (70 points), Offeror's Experience, Reliability, Expertise of Personnel, and Method of Performance (30 points)" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Columbia?
All active and historical solicitations from City of Columbia are tracked and searchable. As a city agency, City of Columbia regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Exhibit A, Exhibit B, Exhibit C, Exhibit D, Exhibit E, Exhibit F, Exhibit G, Addendum No.1, Addendum No.2. Review the full document from City of Columbia for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Columbia, MO. Review the full solicitation for detailed scope requirements.