Public Display Solicitation
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Q23001434 RFQ 23-07 Board of Directors & Standing Committee Mtg Minutes
- Solicitation Number
- Q23001434
- Status
- Awarded
- Department
- Business, Economic Development, & Tourism
- Division
- Hawaii Tourism Authority
- Islands (where the work/delivery is to be performed)
- Statewide
- Category
- Goods and Services
- Release Date
- 01/20/2023
- Offer Due Date & Time
- 01/23/2023 04:30 PM
- Description
- The Hawai‘i Tourism Authority, an agency of the State of Hawai‘i, hereinafter referred to as the "Authority" or “HTA,” is issuing this request for quotations (RFQ) to seek a qualified contractor to provide minutes for HTA Board of Directors Meetings and for Standing Committee Meetings. There is typically one Board Meeting and approximately two or three Committee Meetings per month. Recent Board Minutes can be found on the HTA website at https://www.hawaiitourismauthority.org/who-we-are/board-of-directors/meetings-minutes/ . Written minutes are required under Hawai‘i’s Sunshine Law, Chapter 92, Hawai‘i Revised Statutes, Public Agency Meetings and Records.
Scope of Work:
1. CONTRACTOR shall provide administrative services to the State related to the drafting of regular and executive session minutes from Board Meetings and Committee Meetings conducted by the State's Board of Directors ("Board"). Typically, there is one Board Meeting and approximately two or three Committee Meetings per month. Each Board Meeting runs between two and five hours long and Committee Meetings run approximately two hours long. The number of meetings described here are estimates and subject to fluctuate per month.
2. Meetings may be held remotely or may be held at the Hawai‘i Convention Center, depending on the status of COVID-19 and at the HTA’s discretion. CONTRACTOR must be prepared to meet on-site as necessary.
3. Past Board minutes can be found at https://www.hawaiitourismauthority.org/who-we-are/board-of-directors/meetings-minutes/ The minutes shall not be presented as a full transcript, but, rather, as a written narrative that is a true reflection of the matters discussed at the meeting as described in 92-9 Hawai‘i Revised Statutes. The minutes shall include:
a. The date, time, and place of the meeting;
b. The members of the Board recorded as either present or absent;
c. The substance of all matters proposed, discussed, or decided; and a record, by individual member, of any votes taken; and
d. Any other information that any member of the Board requests be included or reflected in the minutes.
4. Complete and deliver the minutes to the State - in final form, fully edited and proofread, in Microsoft Word electronic format - within 14 days after each meeting, not including the day of the meeting.
Relevant Professional Experience:
The offeror shall provide information of its relevant experience described below:
1. Past experience creating minutes for professional or government organizations is required.
2. Past experience in creating minutes for Hawai‘i State government agencies is preferred.
3. Understanding of Roberts Rules of Order is strongly preferred.
As submissions are to be accepted electronically only, offerors are encouraged to ensure that their proposals are not too lengthy.
Time of Performance:
This contract is for one year, ending December 31, 2023 with two-one year options or portions thereof, with the possibility of the end date, December 31, 2025. - Contact Person
- Fermahin, Tracey
- tracey.a.fermahin@hawaii.gov
- Phone
- 808-973-2255
- General Comments
- This is a re-solicitation of RFQ 23-07 HTA Board of Directors & Standing Committee Meeting Minutes as there were limited views/offerors. This solicitation has a short turnaround time and offerors are highly encouraged to submit bids/proposals early and before the deadline time. Again, the deadline to submit for this solicitation is 1/23/2023 at 4:30pm HST.
- Procurement Officer
- Marc Togashi
- Attachments
- 103D-1 General Conditions.pdf
Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Fermahin, Tracey.
Q23001434 RFQ 23-07 Board of Directors & Standing Committee Mtg Minutes
#
Title
Quantity
Unit of Measure
Commodity Code
| Commodity Code | Description |
|---|---|
| 518210 | Data processing services (except payroll services, financial transaction processing services) |
| 518210 | Automated data processing services |
| 561410 | Document preparation services |
| 518210 | Electronic data processing services |
| 561410 | Document transcription services |
| 541513 | Facilities (i.e., clients' facilities) support services, computer systems or data processing |
| 561410 | Transcription services |
| 518210 | Data entry services |
| 561410 | Word processing services |
- Quantity
- 40
- Unit of Measure
- JOB
- Title
- RFQ 23-07
- Description
- The Hawai‘i Tourism Authority, an agency of the State of Hawai‘i, hereinafter referred to as the "Authority" or “HTA,” is issuing this request for quotations (RFQ) to seek a qualified contractor to provide minutes for HTA Board of Directors Meetings and for Standing Committee Meetings. There is typically one Board Meeting and approximately two or three Committee Meetings per month. Recent Board Minutes can be found on the HTA website at https://www.hawaiitourismauthority.org/who-we-are/board-of-directors/meetings-minutes/ . Written minutes are required under Hawai‘i’s Sunshine Law, Chapter 92, Hawai‘i Revised Statutes, Public Agency Meetings and Records.
Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility of this Solicitation (Including the appendices and exhibits to this Document, and any other document related to this Solicitation), to: Fermahin, Tracey.