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. These transcripts will serve as official meeting minutes, which must be made available to the public within 40 days after a public meeting. OCS provides staff assistance and administrative support to the Maui County Council, its committees, and Councilmembers.

Work Details
The Contractor shall produce 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 is expected to deliver approximately 14 meeting minutes per month, with a legal deadline of 40 days for completion. The process may include AI-driven speech recognition if proposed by the Offeror. The Contractor must certify the accuracy and completeness of each transcript submitted, accompanied by a certification page. Recordings and transcripts will remain the property of the County of Maui.

Period of Performance
The contract will commence on July 01, 2025, and end on June 30, 2026, with potential extensions for up to 48 months upon mutual agreement.

Place of Performance
The services will be performed at locations relevant to the County of Maui as required by OCS.

Bidder Requirements
Offerors must be registered to do business in Hawaii and possess a General Excise Tax license. They should provide documentation verifying their experience in providing similar services, including references and key personnel dedicated to the project. The Contractor must comply with HRS Section 103D-310(c) regarding tax clearance, unemployment insurance, workers' compensation, temporary disability insurance, and prepaid health care.