Transcription Services

Background
The Office of Council Services (OCS) is soliciting proposals for transcription services to produce accurate, near-verbatim transcripts from audio or video recordings of County meetings. This service is essential for creating official meeting minutes, which must be publicly available within 40 days after a public meeting. The OCS provides staff assistance and administrative support to the Maui County Council, its committees, and Councilmembers. The contract aims to ensure that the transcription process meets legal requirements while maintaining high standards of accuracy and completeness.

Work Details
The contractor will be responsible for producing meeting transcripts from audio or video recordings provided by OCS. Key responsibilities include:
- Preparing transcripts that conform to OCS standards in a digital format compatible with Microsoft Word.
- Ensuring transcripts are near-verbatim and accurate, with a certification page accompanying each transcript.
- Following a process that allows for timely delivery of transcripts, typically within 22 calendar days after receiving the recordings.
- Adhering to specific formatting guidelines including margins, font type, and line spacing as outlined in the RFP.
- Providing reasonable assurance of transcript accuracy and completeness, with the possibility of using AI-driven speech recognition methods if proposed by the Offeror.

Period of Performance
The contract will commence on July 1, 2025, and will end on June 30, 2026. There is an option to extend the contract for up to an additional 48 months upon mutual agreement.

Place of Performance
The services will be performed in Wailuku, Hawaii, where the Office of Council Services is located.

Bidder Requirements
Offerors must be registered to do business in Hawaii and possess a General Excise Tax (GET) license. They must also comply with HRS Section 103D-310(c), which includes providing proof of tax clearance, unemployment insurance compliance, workers' compensation insurance, temporary disability insurance, and prepaid health care compliance. Additionally, Offerors may not subcontract work without prior written approval from OCS.