The intent of this Request for Proposal (RFP) is for the County of Loudoun, Virginia (County) to obtain firm fixed price proposals from firms specializing in real-time closed captioning services for the Loudoun County Board of Supervisors (BOS) business meetings and public hearings, Planning Commission meetings, all BOS Subcommittees meetings, and all BOS special meetings, e.g., budget work sessions and Transit Summit which are televised on the County’s government cable channel and live streamed via webcast, for the period of one (1) year.

The BOS and Planning Commission currently hold approximately six (6) meetings monthly. Business meetings are generally on the first and third Tuesday of the month at 4:00 p.m. A public hearing begins at 6:00 p.m. on the Wednesday following the first business meeting of the month. Meetings may last four (4) to six (6) hours or more, but the exact times of the meetings is often unpredictable. Several additional meetings will be required on an as-needed basis. Meeting times and length of additional meetings are subject to change. There are typically no meetings in August.

In addition to the services outlined above, the County may also request transcription services of other audio files, including audio related to public safety topics.

The County anticipates awarding a one (1) year contract with four (4) additional one (1) year renewal options for a maximum five (5) year contract.