Transcription Services

Agency: State Government of Hawaii
State: Hawaii
Type of Government: State & Local
NAICS Category:
  • 561410 - Document Preparation Services
Posted Date: Feb 4, 2020
Due Date: Mar 5, 2020
Solicitation No: RFP No. 20-002OCS
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General Information

Department Solicitation Number RFP No. 20-002OCS
Jurisdiction Maui County Council
Department Maui County - Office of Council Services
Division --
Category Goods & Services
Type of Notice Competitive Sealed Proposal (RFP)
Solicitation Title Transcription Services
Solicitation Description Office of Council Services is soliciting proposals to produce transcripts in a form that will serve as meeting minutes.
Release Date 02/04/2020
Offer Due Date & Time (HST) 03/05/2020 04:00 PM
Other
Islands Maui
Comments --
Files RFP for Transcription Services (RFP 20-002OCS).pdf
Commodity Code(s) --

Attachment Preview

COUNTY OF MAUI
OFFICE OF COUNCIL SERVICES
February 4, 2020
REQUEST FOR PROPOSALS
SEALED OFFERS
FOR
Transcription Services
RFP No. 20-0020CS
SEALED COMPETITIVE PROPOSALS
TO BE RECEIVED BY 4:00 P.M. HST ON
March 5, 2020
OFFICE OF COUNCIL SERVICES
200 SOUTH HIGH STREET
WAILUKU, HAWAII 96793
QUESTIONS MAY BE DIRECTED TO:
TAMMY FRIAS, SUPERVISING COMMITTEE SECRETARY or
TRACI FUJITA, DIRECTOR OF COUNCIL SERVICES
(808) 270-7838
county.council@mauicounty.us
i
RFP NO. 20-0020CS
TABLE OF CONTENTS
Page
SECTION ONE: INTRODUCTION AND KEY DATES
1
SECTION TWO: BACKGROUND AND SCOPE OF WORK
3
SECTION THREE: PROPOSAL FORMAT AND CONTENT
5
SECTION FOUR: EVALUATION CRITERIA
AND CONTRACTOR SELECTION
7
SECTION FIVE: SPECIAL PROVISIONS
8
SECTION SIX: ATTACHMENTS AND EXHIBITS
15
• Attachment 1: OFFER FORM OF-1
• Attachment 2: OFFER FORM OF-2
• Exhibit A: COUNTY OF MAUI GENERAL CONDITIONS FOR
PURCHASE OF GOODS AND SERVICES
• Exhibit B: GUIDELINES FOR MINUTES PREPARED BY
TRANSCRIPTION SERVICES
ii
RFP NO. 20-0020CS
SECTION ONE
INTRODUCTION AND KEY DATES
1.01 TERMS AND ACRONYMS USED THROUGHOUT THE REQUEST FOR PROPOSALS
BAFO
GET
HAR
HRS
Procurement Officer
OCS
Offeror
RFP
= Best and Final Offer
= General Excise Tax
= Hawaii Administrative Rules
= Hawaii Revised Statutes
= The Director of Council Services (authorized
representative of Council Chair, who has authority to
enter into and administer contracts and make written
determinations with respect thereto)
= Office of Council Services, on behalf of the County
Council, County of Maui
= Any individual, partnership, firm, corporation, joint
venture, or representative or agent, submitting an
offer in response to this RFP
= Request for Proposals
1
RFP NO. 20-0020CS
1.02 INTRODUCTION
OCS is soliciting proposals to produce transcripts in a form that will serve as meeting
minutes.
1.03 CANCELLATION
The RFP may be canceled and any or all proposals rejected, in whole or in part, without
liability, when it is determined to be in the best interest of OCS.
1.04 RFP SCHEDULE AND SIGNIFICANT DATES
The schedule set out herein represents OCS's best estimate for the processing of the
RFP. If a component of this schedule, such as Proposal Due Date, is delayed, the rest of
the schedule will likely be shifted by the same number of days. The approximate schedule
is as follows:
Release of RFP
Due Date to Submit Written Inquiries
OCS's Response to Written Questions
Proposal Due Date
Proposal Evaluations
Discussion With Priority Listed Offerors (if necessary)
BAFO (if necessary)
Notice of Award
Contract Start Date
February 4, 2020
February 18, 2020
February 25, 2020
March 5, 2020
4:00 PM HST
As soon as practicable
March 10, 2020
March 17, 2020
As soon as practicable
June 30, 2020
2
RFP NO. 20-0020CS
SECTION TWO
BACKGROUND AND SCOPE OF WORK
2.01 PROJECT OVERVIEW AND HISTORY
A. OCS provides staff assistance and administrative support to the Maui County
Council, its committees, and Councilmembers. By law, written meeting minutes
must be available to the public by the 40th day after a public meeting.
B. Some minutes are prepared through a transcription services contract procured
through the RFP process. Minutes may also be prepared by court reporters and
OCS personnel.
C. The number of minutes prepared by the transcription services Contractor varies.
In recent months, transcription services have been used to produce approximately
14 meeting minutes per month.
D. The current process, which is more fully described in Exhibit B, has been workable.
OCS provides the Contractor with digital recordings of meetings, and the
Contractor prepares transcripts conforming to OCS standards, in a digital format
that is compatible with Microsoft Word 2016.
E. Offerors may propose other processes, which will be considered. The process is
subject to change, by mutual agreement.
2.02 SCOPE OF WORK
A. The Contractor shall produce meeting transcripts from audio or video recordings
as may be obtained by OCS. (See Exhibit B.)
Meetings are typically held in the County, and many commonly used terms and
names (including locations) are derived from the Hawaiian language.
B. Transcripts will conform to the format, conventions, and standards set by OCS.
C. The time allowed for preparing each transcript shall be established in consideration
of the 40-day legal deadline for the preparation of minutes and the need for OCS
to review the transcript prior to receiving the final transcript.
D. Subject to the foregoing, the Offeror shall follow a process that will efficiently
produce high-quality, near-verbatim transcripts. The process must provide
reasonable assurance to OCS that the transcripts are accurate and complete. The
process will be as proposed by the Offeror but, from time to time, process changes
may be implemented by mutual agreement between the Contractor and OCS.
E. Notwithstanding the foregoing, from time to time, OCS may request an earlier
delivery date if Contractor is agreeable, at a higher price.
F. Recordings, computer media, transcripts, and computer files shall be the property
of the County of Maui.
G. The Contractor must certify to the accuracy and completeness of the transcript. A
certification page must accompany transcripts submitted to OCS.
3
RFP NO. 20-0020CS

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