May 26, 2026
Community Development
DATE: May 26, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Lina Velasco, Director of Community Development
Avery Stark, Planning Manager
Subject: Contracts for On-Call Transcription Services for Public Meetings
FINANCIAL IMPACT: The proposed not-to-exceed $50,000 expenditure for each on-call contract is included within the approved
fiscal year 2025-2026 Planning Division budget and is
recovered through application fees (Account String:
15061219-400201).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Community Development is requesting authorization to
enter into standing contracts for as-needed transcription services to assist in the preparation of meeting minutes for the Design Review Board, Planning Commission, and
Historic Preservation Commission, and larger community
workshops or meetings.
RECOMMENDED ACTION:
ADOPT a resolution to APPROVE contracts with Anita L.
Tucci-Smith, Mary Lynn Porter, and Sherri L. Lewis for
on-call transcription services in an amount not to exceed $50,000 per vendor for an initial three-year term, with the option to extend the contracts for up to two additional years - Community Development Department (Lina
Velasco/Avery Stark 510-620-6706).
DISCUSSION:
On March 30, 2026, the Community Development Department issued a Request for Qualifications (RFQ) for on-call transcription services. The RFQ was informally solicited AGENDA
REPORT
May 26, 2026
via email to five vendors, and three firms submitted responses (Attachment 1).
Community Development Department staff reviewed and ranked the proposals using the evaluation criteria identified in the RFQ. Based on this review, City staff recommend approval of as-needed contracts with the following three firms (Attachment 2):
1. Anita L. Tucci-Smith
2. Mary Lynn Poter
3. Sherri D. Lewis
Each service contract will be for an amount not-to-exceed $50,000 over a three-year term, with an option to extend the contracts for an additional two years. These on-call service contracts will provide the Community Development Department with professional transcription and minute-preparation services to support the operations of the Design Review Board, Planning Commission, Historic Preservation Commission, and other community meetings, as needed.
The services will assist the Department in ensuring accurate and timely preparation of meeting records, including verbatim transcriptions and summary minutes, to support public transparency, compliance with applicable legal and recordkeeping requirements, and efficient meeting administration.
City staff recommend that the City Council adopt a resolution approving contracts with three firms for on-call transcription services in an amount not to exceed $50,000 per firm for an initial three-year term, with the option to extend the contracts for up to two additional one-year terms (Attachment 3).
SYNERGISTIC POLICIES:
The proposed on-call transcription services contracts support the City of Richmond General Plan 2030 goals related to community engagement, public participation, and transparent government operations by facilitating accurate and accessible public records for City boards, commissions, and community meetings.
DOCUMENTS ATTACHED:
Attachment 1 – Request for Qualifications (RFQ) – Vendor Selection Attachment 2 – Rating Matrix
Attachment 3 – Resolution for Transcription Services