Recording and Transcription Services

The Maryland Board of Public Works is soliciting proposals for recording and transcription services for Board meetings under RFP 2026-01, with proposals due April 7, 2026 at 1:00 p.m. Eastern Time. This is a Small Business Reserve procurement limited to certified small businesses meeting Maryland statutory requirements — the primary eligibility filter.

The scope requires recording each Board meeting using two reliable recording methods with MP3 audio file output, and delivering verbatim transcripts in Microsoft Word format by 4:00 p.m. on the fourth business day following each meeting. The Board meets approximately 23 times per year on alternating Wednesdays in Annapolis or within a 50-mile radius. For hybrid meetings, the contractor must deploy two individuals (one in-person, one virtual); fully online meetings require only virtual attendance. Late transcript delivery incurs a $100 per-business-day penalty. The contractor must carry Commercial General Liability insurance ($100,000 per occurrence/$300,000 aggregate), Errors and Omissions/Professional Liability insurance ($200,000 minimum), Automobile insurance, and Crime Insurance ($200,000 minimum). Offerors must demonstrate a minimum of three years of experience providing recording and transcription services in a public meeting setting within the past five years and provide three relevant references.

The contract runs for three years from the anticipated Go-Live Date of September 1, 2026, with two optional one-year renewal periods. This is an indefinite quantity contract with firm fixed unit pricing: a fixed Appearance Fee per meeting, per-page transcript pricing, and a transcript delivery fee. Living Wage requirements apply; the contractor must identify the location from which 50 percent or more of services will be provided to determine Tier 1 or Tier 2 classification. No MBE or VSBE subcontracting goals are established. Written questions were due March 20, 2026. Amendment 1 was posted March 23, 2026. Proposals require separate Technical and Financial volumes submitted electronically.