HomeMy WebLinkAbout20130404.tiffRESOLUTION
RE: APPROVE AGREEMENT FOR PROFESSIONAL SERVICES AND AUTHORIZE
CHAIR TO SIGN - SPEAKWRITE
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with an Agreement for Professional Services
between the County of Weld, State of Colorado, by and through the Board of County
Commissioners of Weld County, on behalf of the Sheriff's Office, and SpeakWrite, with terms
and conditions being as stated in said agreement, and
WHEREAS, after review, the Board deems it advisable to approve said agreement, a
copy of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, that the Agreement for Professional Services between the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,
on behalf of the Sheriff's Office, and SpeakWrite be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized
to sign said agreement.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 11th day of February, A.D., 2013.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST:
Weld County Clerk to the Board
BY
AP
Deputy Cle
William F. Garcia, Chair
4� wta-J
Dougl Rademac er, Pro-Tem
Sean P. Conway
Mike Freeman
ttorney I --I � L .tat 6i_
Date of signature. 2 0 2013
Barbara Kirkmeyer,
Cc;. 302(7191)3
2013-0404
SO0034
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT is made by and between the County of Weld, State of Colorado,
whose address is 1150 O Street, Greeley, Colorado, 80631 ("County"), and Speak Write, whose
address is 6011 West Courtyard Drive, Suite 450, Austin, Texas 78730, ("Contractor").
WHEREAS, County desires to retain Contractor as an independent contractor to perform
services as more particularly set forth below; and
WHEREAS, Contractor has the time available to timely perform the services, and is
willing to perform the services according to the terms of this Agreement.
NOW THEREFORE, in consideration of the mutual promises and covenants contained
herein, the parties hereto agree as follows:
1. Engagement of Contractor. County hereby retains Contractor, and Contractor
hereby accepts engagement by County upon the terms and conditions set forth in this Agreement.
2. Term. The term of this Agreement shall be from the date set forth below, through
and until December 31, 2013.
3. Services to be Performed. Contractor agrees to perform the Services listed or
referred to in Exhibit A, attached hereto and incorporated herein.
4. Compensation.
a. County agrees to pay Contractor for the services to be performed and at
the rate set forth in Exhibit A. Charges shall be based on the time actually spent
performing the services, but shall exclude travel time.
b. Payment to Contractor will be made only upon presentation of a proper
invoice by Contractor, itemizing services performed and mileage expense incurred.
5. Additional Work. In the event the County shall require changes in the scope,
character, or complexity of the work to be performed, and said changes cause an increase or
decrease in the time required or the costs to the Contractor for performance, an equitable
adjustment in fees and completion time shall be negotiated between the parties and this
Agreement shall be modified accordingly by a supplemental Agreement. Any claims by the
Contractor for adjustment hereunder must be made in writing prior to performance of any work
covered in the anticipated supplemental Agreement. Any change in work made without such
prior supplemental Agreement shall be deemed covered in the compensation and time provisions
of this Agreement.
1
2013-0404
6. Independent Contractor. Contractor agrees that Contractor is an independent
contractor and that neither Contractor nor Contractor's agents or employees are, or shall be
deemed to be, agents or employees of the County for any purpose. Contractor shall have no
authorization, express or implied, to bind the County to any agreement, liability, or
understanding. The parties agree that Contractor will not become an employee of County, nor is
Contractor entitled to any employee benefits from County as a result of the execution of this
Agreement.
7. Warranty. Contractor warrants that services performed under this Agreement will
be performed in a manner consistent with the professional standards governing such services and
the provisions of this Agreement.
8. Reports County Property. All reports, test results and all other tangible materials
produced in connection with the performance of this Agreement, whether or not such materials
are in completed form, shall at all times be considered the property of the County. Contractor
shall not make use of such material for purposes other than in connection with this Agreement
without prior written approval of County.
9. Acceptance of Product not a Waiver. Upon completion of the work, Contractor
shall submit to County originals of all test results, reports, etc., generated during completion of
this work. Acceptance by County of reports and incidental material furnished under this
Agreement shall not in any way relieve Contractor of responsibility for the quality and accuracy
of the work. Acceptance by the County of, or payment for, any services performed under this
Agreement shall not be construed as a waiver of any of the County's rights under this Agreement
or under the law generally.
10. Insurance and Indemnification. Contractor shall defend and indemnify County, its
officers and agents, from and against loss or liability arising from Contractor's acts, errors or
omissions in seeking to perform its obligations under this Agreement. Contractor shall provide
necessary workers' compensation insurance at Contractors own cost and expense.
11. Termination. Either party may terminate this Agreement at any time by providing
the other party with a 10 day written notice thereof. Furthermore, this Agreement may be
terminated at any time without notice upon a material breach of the terms of the Agreement. In
the event of an early termination, Contractor shall be paid for work performed up to the time of
notice and County shall be entitled the use of all material generated pursuant to this Agreement.
12. Non -Assignment. Contractor may not assign or transfer this Agreement, any
interest therein or claim thereunder, without the prior written approval of County.
13. Notices. Any notice required to be given under this Agreement shall be in writing
and shall be mailed or delivered to the other party at that party's address as stated above.
2
14. Compliance. This Agreement and the provision of services hereunder shall be
subject to the laws of Colorado and be in accordance with the policies, procedures, and practices
of County.
15. Non -Exclusive Agreement. This Agreement is nonexclusive and County may
engage or use other contractors or persons to perform services of the same or similar nature.
16. Certification. Contractor certifies that Contractor is not an illegal immigrant, and
further, Contractor represents, warrants, and agrees that it has verified that Contractor does not
employ any illegal aliens. If it is discovered that Contractor is an illegal immigrant, employs
illegal aliens or subcontracts with illegal aliens, County can terminate this Agreement and
Contractor may be held liable for damages.
17. Entire Agreement/Modifications. This Agreement contains the entire agreement
between the parties with respect to the subject matter contained in this Agreement. This
instrument supersedes all prior negotiation, representation, and understanding or agreements with
respect to the subject matter contained in this Agreement. This Agreement may be changed or
supplemented only by a written instrument signed by both parties.
18. Funding Contingency. No portion of this Agreement shall be deemed to create an
obligation on the part of County to expend funds not otherwise appropriated or budgeted for.
19. No Conflict. No employee of Contractor nor any member of Contractor's family
shall serve on a County Board, committee or hold any such position which either by rule,
practice or action nominates, recommends, supervises Contractor's operations, or authorizes
funding to Contractor.
20. Severability. If any term or condition of this Agreement shall be held to be invalid,
illegal, or unenforceable, this Agreement shall be construed and enforced without such provision,
to the extent that this Agreement is then capable of execution within the original intent of the
parties.
21. Governmental Immunity. No portion of this Agreement shall be deemed to
constitute a waiver of any immunities the parties or their officers or employees may possess.
22. No Third Party Beneficiary. It is expressly understood and agreed that the
enforcement of the terms and conditions of this Agreement, and all rights of action relating to
such enforcement, shall be strictly reserved to the undersigned parties and nothing in this
Agreement shall give or allow any claim or right of action whatsoever by any other person not
included in this Agreement. It is the express intention of the undersigned parties that any entity
other than the undersigned parties receiving services or benefits under this Agreement shall be an
incidental beneficiary only.
3
IN WITNESS WHEREOF, the parties have executed this Agreement as of thezcay of
January, 2013.
CONTRACTOR:
ATTEST: ,laless-+A^-
CLERK TO THEBOARD
By:
7,
11/1/42
Deputy Clerk' o the Board
BOARD OF COUNTY
COMMISSIONERSOF WELD COUNTY
By:
William F. Garcia, Chairman
FEB 1 1 2013
4
,?c/3- c vcy
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
SpeakWrite Proposal for Transcription Services
Weld County Sheriffs Office
Introduction
SpeakWrite is pleased to submit our Transcription Services Proposal to the Weld County Sheriffs
Office (WCSO)
With SpeakWrite WCSO personnel can dictate their work directly by calling our 24 hour toll -free
dictation line or via our free Smartphone Apps. They can also upload prerecorded material such as
their notes, form documents and interviews directly to our secure website or via email 24/7/365. A
highly qualified U.S.-based SpeakWrite typist transcribes the recording, which is then returned
through the SpeakWrite system via email to the requesting User. All audio and transcribed work is
stored for a minimum for 90 days in our system, or longer if specified by WCSO. SpeakWrite uses
no voice recognition technology in any part of the process. The recording and transcription are also
accessible 24 hours a day to the User and your designated account administrators via the
SpeakWrite web site and our individual and group management tool systems.
SpeakWrite protects your data with technical and procedural safeguards such as 128 -bit SSL
encryption. Our typists are located in the United States, undergo criminal background checks, and
are bound by confidentiality agreements. We assign all jobs at random to prevent typists from
receiving files from the same user and have the ability to route jobs outside of the state of Colorado
at your request to further increase confidentiality.
SpeakWrite provides a quick, secure and effective solution to relieve WCSO personnel of hours of
daily documentation. SpeakWrite produces quality transcriptions for over 50,000 clients nationwide
in law firms, state government groups, law enforcement agencies and general business
practitioners. Using SpeakWrite frees up substantial amounts of time, speeds up your
documentation workflow, reduces backlog, and gets personnel back to their work. SpeakWrite
complies with all requirements, specifications and terms and conditions outlined in the requirements
section of the request for proposal.
January 6, 2013 Page 1 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Response to Requirements
Minimum Requirements:
Must be human transcription or automated with human correction (not just speech -to -text
software) - SpeakWrite utilizes US -based transcriptionist for all work transcribed. There is no voice
recognition or speech -to -text software used in any way.
Must be able to submit videos and audio for transcription online via web interface -
SpeakWrite provides a secure log -in for each User that requires an Account Number and PIN to gain
access to upload audio and video files. With each audio file upload an instruction can be added for
the typist that allows Users to provide info on the spelling of names (up to two individuals can be
identified in an interview) or instructions on when to start and stop the transcription, should on only a
portion of the audio need to be transcribed.
Transcripts must be delivered back via email, secure URL or online download
Transcripts are delivered via email as a Word file attached to the User's email address associated
with each account. As an option jobs can be delivered via a secure URL link or password protected
ZIP file, which require an Account Number and PIN to gain access to the completed job. All
transcribed work and the audio that was used to type the jobs is available for download via the Users
SpeakWrite Member page for 90 days.
Must be able to accept media in a variety of formats (mp3, mov, wmv, aif, way, mp4, etc...) -
SpeakWrite accepts almost all audio and video file formats. If WCSO files have a proprietary file
format, the SpeakWrite IT team will immediately work to ensure that Users can upload those files
without interruption or taking the time to change the file formatting.
Must be able to maintain a monthly average job turnaround time of 3 hours - SpeakWrite's will
maintain a monthly average turnaround time of 3 hours for all jobs. SpeakWrite regularly maintains a
monthly average turnaround time for large client groups all across the US. Large Interview files that
are more than one hour in length will fall outside this 3 -hour average monthly average turnaround
time requirement and SpeakWrite will maintain an average of 24 hours on these jobs.
Must have opportunity to re -submit transcripts that are too erroneous to use - SpeakWrite
provides a feedback feature for all transcribed jobs. This allows Users to utilize an online interface or
to ability call or email SpeakWrite Customer Support to have a job review for quality. If the
SpeakWrite transcriptionists have not followed the proper formatting or the job has not been typed to
the satisfaction of the client and the audio
January 6, 2013 Page 2 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Response - Must be able to deliver transcripts in .doc and other industry standard formats -
SpeakWrite can return documents in standard word processing formats and will setup accounts
according to the directing given by WCSO administrative personnel. These settings can vary by
User.
Highly streamlined workflow usable by multiple members of our content and publishing
teams - Each User account has access to all of the SpeakWrite features. There is no cost
associated with the number of SpeakWrite accounts associated with the WCSO overall grouping of
accounts. We provide a secured Group Management Tool, which allows the Department to setup
and disable Users, submit and retrieve jobs on Users behalf, review up to the minute and historical
billings, setup standard template formatting, utilize our Word List feature for common terms and
various other features that are included without charge with your SpeakWrite accounts.
User management or other method of identifying who within our organization is responsible
for each submission- The Group Management tool will allow WCSO to designate who can submit
jobs, has reporting on who submitted jobs, time they were submitted, work count, associated cost
and additional reporting on usage trends and turnaround times. Each job can also be submitted with
a Custom Filename, which will help the Department track the cost of a transcription as it relates to a
project name, billing number or whatever content formatting is required.
Batch job submissions - SpeakWrite provides each User with our free SpeakEasy software, which
enables Users to upload multiple files at the same time; including very large file sizes. Each account
is also setup with FTP access, where multiple files can be uploaded or automatically directed from
your internal recording system and file management software.
Designated customer service contact for dealing with problems in the process - Each User
has a dedicated Account Manager that is their go -to point of contact for assistance with any aspect
of their account. In addition we have a Customer Support team available by phone or email from
7am-midnight Monday thru Friday and 8am-11 pm Saturday and Sunday. As a reminder each User's
account is available 24/7/365. SpeakWrite is never closed and always typing.
January 6, 2013 Page 3 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Pricing:
Use of the SpeakWrite service is completely pay-as-you-go. There are no fixed costs of any kind for
using the service or having it available to you 24 hours a day. WCSO is only charged for work
transcribed and only at a per word cost. There are no monthly charges, no minimums, no other
charges of any kind. For words transcribed, the cost is:
Type of Work
Rate
General
1.25 cents per word
Legal
1.5 cents per word
Group
Conversations
2.0 cents per word
SpeakWrite charges by the word with a minimum charge of 100 words per submitted audio file.
Definitions of Categories of Jobs:
General - Work not requiring the use of a trained and experienced legal transcriptionist.
Legal - Work requiring the use of a trained and experienced legal transcriptionist.
Group Conversations - Transcription of recorded conversations, interviews, seminars, conference
calls or anything which involves more than one person speaking.
New accounts are created as either 'General' or 'Legal' accounts. Thereafter, individual jobs cannot
be outside of their account designation (i.e., legal work may not be done using a 'General' account).
It is recommended that you set up a 'Legal' account if your work contains legal terminology or
formatting. Legal jobs dictated on a 'General' account cannot be transcribed.
Word Count
SpeakWrite uses the word count feature in Microsoft Word to determine final charges. Since our
rates are per word, there are no price variables such as number of pages, length of the dictation,
submission method, or audio quality. Each type of dictation submitted is charged the same rate
every time. This allows you to easily estimate expenses and budgets and reinforces SpeakWrite as
your cost effective solution for dictation.
Templates
Words from any client template incorporated into a job are included in the final word count of that
job. Text from the header or footer portion of a transcribed document is not included in that word
count.
January 6, 2013 Page 4 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Detailed Description of the SpeakWrite Service
Quality and Accuracy
SpeakWrite meets the requirements of this section. Accuracy is of the utmost importance in a
criminal justice environment. SpeakWrite conducts separate proofreading reviews to analyze
accuracy as well as the extent to which typists comply with User instructions, templates and word
lists. Should any content be found to not follow the required template formatting or if errors are
found as it relates to the audio content that was provide, SpeakWrite will correct the errors and send
the updated and complete document within 24 hours of notification. We provide a client feedback
link in the delivery of each completed job that will enable us to securely and accurately review and
address any concerns that are brought to our attention.
SpeakWrite meets the requirements of this section. SpeakWrite operates 24/7, 365 days a year.
Whenever WCSO submits a recording of any kind, there is someone available to type it.
Ability to conform to our specified format needs
SpeakWrite meets the requirements of this section. SpeakWrite can conform to and deliver
transcripts on the required Departmental forms. We currently utilize the template provided as a
sample by the Department and in additional provide the ability to create, use and store an unlimited
number of templates. Templates aid in creating standard documentation that is produced in the
same format each time. Templates can be created for individual Users and also for the Department
as a whole. For individual templates, the ability to create, edit or delete the content of individual
templates is completely controlled by the User, via their personal Member Page, unless otherwise
specified by the Department. The templates remain in the SpeakWrite database for any
transcriptionist assigned to a WCSO job to use. To increase confidentiality, the templates are not
accessible to transcriptionists who are not actively processing a WCSO job. Using templates
facilitates overall higher quality documentation across the organization by increasing standardization
and consistency. We will work with the Department and Users to establish standard templates at the
individual User level and at the shared Department level.
January 6, 2013 Page 5 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Security and Confidentiality with website/file transfer as well as the subject of material.
SpeakWrite performs transcription services for many law firms and government agencies such as law
enforcement and child protective services where security and confidentiality are absolutely required
in order to maintain client and citizen safety. In our 15 year history, SpeakWrite has never
experienced a confidentiality or security breach for any client, including WCSO. This section outlines
the key measures we employ to maintain the security of WCSO data.
Facilities
The SpeakWrite systems are housed in a state of the art data center in Austin, Texas, with a
mirrored replicated environment in Montana. The datacenter includes:
• five levels of physical security
• multiple firewalls as well as a DMZ for externally facing servers
• biometric access controls
• a digital -video recording surveillance system
• redundant uninterrupted power supplies and HVAC units
• three generators
• high -sensitivity smoke detection systems that can detect a fire up to 30 minutes before
smoke or flame.
Hardware/Software
SpeakWrite maintains full control and access to all hardware and software, which is
monitored 24/7/365. Other system security measures include:
• Virus Protection/Spam Blocking/Malware - SpeakWrite uses Trend Micro Enterprise
security to monitor all servers, desktops and laptops
• RealTime Virus Scans - All servers, desktops and laptops are running real-time scans.
This scans all files copied and created on a computer for viruses or malware
• Full Disk Virus Scans - In addition to real-time scanning, a full disk scan is run on all
computers once a week
• Endpoint Security - Anti-malware, web -threat protection, intrusion defense and data loss
prevention safeguard all endpoints
• Datacenter Security - Anti-malware, IPS, firewall, file and system integrity monitoring, and
application protection ensure security and compliance for physical and virtual servers
• Data Protection - Trend Micro Enterprise secures sensitive data with data loss prevention
• Web Security - Complete website and application protection; content scanning and URL
filtering deliver web threat protection at the gateway
• Message Security - Blocks spam, malware, phishing and data leaks at the email gateway
and mail server
• Vulnerability Management - Vulnerability management solutions reduce risk; Threat
Management Service protects against evasive threats
January 6, 2013 Page 6 of 12
SPAKKW_
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
• Firewall / DMZ - SpeakWrite environments are protected by a firewall and externally
facing web servers are separated in a DMZ
• Monitoring Security - SpeakWrite IT is notified immediately when a virus or malware is
detected on any computer. IT contacts the employee and rebuilds the employee's
computer. SpeakWrite IT is notified when there is irregular network traffic and researches
and responds to each alert.
Encryption and SSL Encryption
Encryption creates a secure channel between the User's web browser and our servers and
prevents eavesdropping, message tampering, and message forgery. We use 128 -bit SSL
encryption when sending and receiving files over the Internet. This includes client uploads of
audio, client downloads of completed jobs, clients viewing and updating personal information,
and the upload and download of client jobs to our network of typists.
Authentication
Both our clients and our typists require authentication in the system. Clients are
authenticated using their Account ID and PIN when they use the toll -free dictation line or
login to the web site. Typists are authenticated at multiple steps in the transcription process
to increase the level of security.
Authorization
Our security model uses authorization to verify client access upon logging in and to verify
which functionality is available to that particular client. For typists, authorization is used to
verify that they have been assigned a job and verifies the authority of a typist to download job
information and upload finished documents.
Password Protected Documents
For extra security, we can return documents via a secure password protected URL link or in a
password protected zip file.
Secure Network of Typists
All of our employees and typists are educated on the sensitive nature of our clients
information and must adhere to strict standards of confidentiality. Prior to being accepted into
our network, we conduct a review of each typist's employment history and a criminal
background check. Each typist signs Nondisclosure and Confidentiality Agreements. After
acceptance into our network, they receive training on handling client material and undergo
consistent internal review. Our network of typists is U.S.-based and geographically dispersed
through the country. Jobs are assigned at random to ensure that no typist receives multiple
jobs about the same case or subject and a typist's identity is never available to other typists.
January 6, 2013 Page 7 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
The following is an excerpt from the SpeakWrite Typist Handbook that addresses
SpeakWrite's strict confidentiality standards.
Confidentiality
We contract with typists to perform transcription services for a wide variety of clients. As an
important part of our service, we guarantee those clients the highest level of confidentiality in
performing and submitting their work.
While each and every typist performing work for us is required to sign, and commit to, a
Confidentiality and Non -Disclosure Agreement, the information contained in that Agreement is of
the utmost importance, and should be reviewed on a regular basis to ensure compliance.
PLEASE BE SURE AND REVIEW THE FOLLOWING INFORMATION ON A
REGULAR BASIS.
As a part of the work and duties that you perform for us, you will be given access to various
information from clients which is confidential, privileged, personal or otherwise sensitive. Any
disclosure of this information to anyone, for any purpose, other than in accordance with our
policies and procedures, is improper, and in some cases, illegal.
IT IS IMPERATIVE that you never discuss any matters or information contained in any of the
work supplied to you with anyone for any purpose, in public or private, including friends or
relatives. You should never make, or attempt to make, any contact with any of the clients, or with
anyone connected to them, or related to any of the material disclosed as a part of the work you
complete.
It is critical that you never generate any written or printed copies of any of the work done by you,
and that you not maintain any computer file or other record of materials supplied to you for any
reason, except in strict compliance with our policies and procedures.
You must take all necessary precautions to ensure that while work for our clients is being
performed, any work on your desk or computer monitor will not be left open to the view of
unauthorized persons.
Website/File Transfer
SpeakWrite provides the ability to upload files to a secure web site and to submit files via
email attachments. Personnel can also include an instruction at the time of upload. Example,
a User may also include instructions such as, "Transcribe the audio from minute 2:00 to
minute 30:56".
January 6, 2013 Page 8 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Secure Web site
WCSO can use our secure web site 24/7 to upload any digital audio or video file. In addition,
a User can upload supporting documents for their file that includes instructions for the typist.
For example, a User can upload the audio file from a recorded interview, and then upload a
word document that includes the names of the parties in the interview, formatting
instructions or other notes for the typist.
Uploading a file to our secure web site involves a simple step by step process.
1. Log on with a unique account number and PIN.
2. Attach the document, giving it a custom file name if desired.
3. Add instructions regarding start and stop times of needed transcription and the spelling of
the names of individuals in the interview.
4. Click the submit button.
SpeakWrite's robust management website enables WCSO personnel to manage Users and
view and retrieve jobs. In addition, billing and usage data is available online at any time
through the password protected site. Users can view the status of any job, account
information, usage reports, and billing information 24 hours a day. WCSO Administrators
may request custom reports from SpeakWrite or run reports themselves to analyze usage
data such as total usage, usage by employee, usage by area, total dollars spent, dollars by
employee, dollars by job, and turnaround time data. Reports can be run on demand, or set
to run as automated reports. Clicking one pushbutton exports the data to Excel to enable
further analysis and manipulation.
January 6, 2013 Page 9 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Group Management Pages
As shown below, SpeakWrite's group management pages provide WCSO administrators
with the ability to manage the Department's accounts including adding and removing
accounts, maintaining account information, updating processing preferences, viewing usage
and billing data, and retrieving completed transcriptions and audio from submitted jobs.
SPEAKKWRITE
Account Managenem
Wekome
Esteng P,elerences
ee See'oh
n TemplatesAceLet Centers
Users
3 Cent? Count, Beeng ¢c cunt
7 San Jean County Billing cease
7 Torrance Cane, Billing Ac :cent
San Vquel Count. Billing Act cunt
7 Santa Fe Octet, Bneng 4r.snt
R Ceasne Count, Pulling Recount
etc 41Ca Count, Billing ammt
7 Eget uure Stall Smirks 4mun'
7 East Inresagaems Billing 4cwm
7 neestel0esitgaeons Billing 4:nunt
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Welcome to the new SpeakWrite Group Pages
This tool allows you to search for SpeakWrite User accounts to upload jobs and manage all
information associated with those accounts. including:
Training Guide
SPEAKWRITE
ACICIXIllt Management
uC .AWere
Billing Ptelerenles
Use, Searzn
.7 Users
tn-Flight Jobs
1�3 Completed Jobs
HM:cepele'. uMv. We past- m.s
Steps _,elites
The two figures above show how WCSO designated personnel can maintain Department accounts and
upload and download jobs on behalf of designated personnel using the SpeakWrite group pages
., re+.uan _us
-
January 6, 2013 Page 10 of 12
SP AKKW_
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Dedicated Account Manager assigned to each WCSO User account as well as a single point
of contact for the Department
Account Management — SpeakWrite maintains a team of Account Managers that will assist WCSO
staff with the functionality and use of their SpeakWrite accounts. The Lead Account Manager runs
the Account Management team for SpeakWrite will coordinate and direct all contact with WCSO. The
Lead AM reports directly to the VP of Business Development. The Account Management team will
also assist in the setup and maintenance of accounts, delivery of training, running of usage and
statistical reports and all other client services associated with WCSO's requirements. Each WCSO
User has an assigned Account Manager. Users can contact their Account Manager for assistance for
any question they have about the SpeakWrite service. This service is provided at no charge to
WCSO and is in addition to the assistance provided by SpeakWrite Customer Service.
Customer Support Representatives — WCSO Users can also call the toll -free help line or email
questions to receive support. The Lead AM maintains consistent communication with the customer
support team to provide them with WCSO-specific information and also to understand the frequency,
volume and nature of WCSO questions and comments.
Billing and invoicing standards
SpeakWrite will provide monthly invoices in Excel and PDF format with a details breakdown of each
requirement of this section. In addition, billing and usage data is available online at any time through
the password protected site. Users can view the status of any job, account information, usage
reports, and billing information 24 hours a day. WCSO Administrators may request custom reports
from SpeakWrite or run reports themselves to analyze usage data such as total usage, usage by
employee, usage by area, total dollars spent, dollars by employee, dollars by job, and turnaround
time data. Reports can be run on demand, or set to run as automated reports. Clicking one
pushbutton exports the data to Excel to enable further analysis and manipulation.
January 6, 2013 Page 11 of 12
SPEAKWRITE
Transcription Services Proposal for the Weld County Sheriffs Office
January 06, 2013
Exhibit A
Images below are of the SpeakWrite Website Billing Pages:
SPEA�KWRITE
SEN0 YOUR FILE
JOB STATUS
BALING
PREFERENCES
TEMPLATES
ADDRESS BOOK
WORDLIST
TRAINING
SOFTWARE DOWNLOADS
Pending Invoice
AMA MI
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Invoice History
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2 Invoice Number: e78ce0c4
3 September 01, 2010
4 Direct Invoice for Account:
5 Sample State Department Agency Billing Group (SSDABG) - GrpSP00001
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6 Job Num Date File Name
7 lane Doe (OFCCS) -3812075685
8 10218-004 2010-08-06 100806_082237_00
9 10225-009 2010-08-13 100813_110918_00
10 10225-010 2010-08-13 100813_111152_00
11 10225-012 2010-08-13 100813_111426_00
12 10238-006 2010-08-26 100826_091531_00
13 10238-007 2010-08-26 100826_091804_00
14 10238-008 2010-08-26 100826_092044_00
15
16
17 Sam Doe (OFCCS( - 6145753573
18 10229-001 2010-08-17 Smith Case
19 10229-002 2010-08-17 Gomez Interview
20 10229-003 2010-08-17 Thompson Reasearch
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Word
Count lob Total
9621 $12.03
709 $8.86
628 $7.85
481 $6.01
767 $9.59
783 $9.79
649 $8.11
Total: $62.24
Total: $13.26
104 $1.30
146 $1.83
175 $2.19
SpeakWrite also provides standard reports that include account details such as usage, turnaround
time and cost. We will also work with you to customize reports on any aspect of your account usage.
Clicking one pushbutton exports the data to Excel. We provide these reporting capabilities at no
charge and they are accessible on demand by the designated WCSO account holder.
January 6, 2013 Page 12 of 12
Justin Ruiz
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Please have your representative review and sign the attached agreement and return the original to me. My address is at the bottom of the page.
We look forward to using your product.
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