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 initiative supports the mission of OCS to provide staff assistance and administrative support to the Maui County Council. It ensures that written meeting minutes are available to the public within 40 days after a public meeting, as mandated by law.

Work Details
The Contractor will be responsible for producing meeting transcripts from audio or video recordings provided by OCS. The transcripts must conform to OCS standards and be delivered in a digital format compatible with Microsoft Word. The Contractor must ensure high-quality, near-verbatim transcripts and certify their accuracy. The process may include using AI-driven speech recognition technology if proposed by the Offeror. The Contractor is expected to handle approximately 14 meeting minutes per month, with each transcript needing to be completed within a timeframe that allows for OCS review before final submission. Recordings and transcripts will remain the property of the County of Maui.

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, workers' compensation, temporary disability insurance, and prepaid health care. Additionally, Offerors must certify that their proposal does not violate any state laws regarding prohibited contracts.