This bid is for AI-assisted recording, transcription, and documentation software for a child-welfare team in Erie, Pennsylvania, supporting office and field work.
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What the job is
Users and term: 100–150 users; one year with three optional one-year renewals. Please itemize pricing for each year.
Recording: Support phones, tablets, and computers, including secure offline recording and upload when connectivity returns.
Transcription: Accurate, editable transcripts with multiple-speaker identification and multilingual support, including mixed-language conversations.
Templates: Configure 20–30 editable documentation templates, with the ability to add, revise, and retire templates.
Workflow: Staff review and manually copy or export approved text; no automatic connection or data exchange with the existing record system.
Retention and privacy: Secure audio and transcript access for 60 days, followed by directed audio deletion; no use of recordings, transcripts, or other client data for model training.
Security: U.S.-only processing, routing, and storage; FedRAMP Moderate or High compliant cloud hosting; AES-256 encryption at rest and TLS 1.2+ in transit; annual unredacted SOC 2 Type II report; HIPAA and applicable child-welfare confidentiality compliance, with a BAA if applicable.
Included services: Software, hosting, implementation, template setup, staff and supervisor training, administrator support, and ongoing technical support.
XL Eagle