KENYA · GUIDE 0670 · EDITION 4.2
Video captioning service in Kenya: Equipment and Supplies
Buy for the acceptance standard
The procurement decision starts with the result you must deliver: Captions accurately reflect speech and remain readable within the specified frame.
Replay the exported video on a typical phone and compare names, amounts and speaker changes with the source rather than trusting automatic transcription.
A tool or material is suitable only when it can support this specification at the pilot scale. Use the following shortlist as a starting point, not a compulsory shopping package:
- Video editor
- Headphones
- Terminology list
Write comparable requests for quotations
| Resource | Questions for the supplier |
|---|---|
| Video editor | Confirm the precise variant, usable quantity, compatibility, delivered cost, lead time, invoice and remedy for a mismatch. |
| Headphones | Confirm the precise variant, usable quantity, compatibility, delivered cost, lead time, invoice and remedy for a mismatch. |
| Terminology list | Confirm the precise variant, usable quantity, compatibility, delivered cost, lead time, invoice and remedy for a mismatch. |
Ask for the exact unit or pack size, rather than accepting a price without a quantity. Where equipment is involved, check maintenance needs, safe operation, available support and whether you can obtain replacement consumables. Inspect a sample or demonstration where practical. A photograph and a low asking price do not prove suitability or available stock.
Connect procurement to the operating sequence
- Confirm the source video's permitted use, target language and caption format, then ask the client for names and technical terminology.
- Transcribe and time captions against the actual speech, checking that line breaks and reading speed remain usable in the specified frame.
- Proof all numbers, names and exports against the source and provide both embedded captions and subtitle files only where included in the order.
At each step, identify the input whose absence would stop delivery. Arrange that input before accepting a deadline. Compare buying with suitable hire or a competent subcontractor, while keeping the responsibility for inspection and customer handover explicit.
Inspect before release to use
Retain the quote and check the delivered specification, quantity, condition and identifying details. Keep unsuitable items separate while you resolve the discrepancy. Record supplier identity and payment reference privately; do not post customer or supplier personal data in a public planning sheet.
Estimate work from a representative difficult passage, including speaker identification, terminology research, subtitle export checks and corrections caused by unclear source audio.
Limit the first purchase to the agreed scope: Agree whether hesitation, overlapping speech and meaningful background sounds belong in captions, especially where training content depends on accurately distinguishing different speakers. Expand the resource list only when actual orders and measured capacity justify it.
Exact procurement specifications for this offer
| Item | Specification to quote | Acceptance evidence |
|---|---|---|
| Caption editor | Timeline display, waveform navigation and UTF-8 SRT export. | Import the exported pilot into a second player and check a cue near the end. |
| Headphones | Comfortable headphones suitable for prolonged speech checking rather than noise suppression alone. | Compare unclear passages at a reasonable level; never promise to recover inaudible speech. |
| Review workflow | Versioned video folder, terminology sheet and secure transfer location. | Confirm the reviewer can comment by timestamp without publicly exposing training participants. |
A usable quotation states the exact variant, comparison unit, minimum order, delivered quantity, tax, delivery charge, payment dates, expiry and exclusions. Obtain written clarification of substitutions; compare only equivalent scopes. Match the delivered item against the same check before releasing it to use.
Supplier evidence and limits
No matched public listing observation was established for this exact offer. That is a quotation gap, not evidence that the item is unavailable.
Any listing above is an earlier observation, not a fresh quotation or confirmed stock. Reconfirm suitability and landed cost. The supplier comparison in the operating pack separates purchase quantity from usable requirement when a minimum order creates surplus.