2024-06_Q_A__2_Commission_Meeting_AV_Services.pdf
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- Attached to
- RFQ 2024-06 Commission Meeting AV Services
- Solicitation number
- 0000032857
- Issued by
- Sacramento County, San Francisco City, California
About this file
This document is a question and answer summary from the second commission meeting for a request for proposals (RFP) for audio-visual (AV) services for commission meetings. The key details are:
The RFP seeks AV services for commission meetings, including requirements for closed captioning of the live stream and archived footage, as well as services for different types of meeting formats (hybrid, non-hybrid, virtual). The State had questions about the cost sheet line items for these services and whether to break them out further. Additionally, the State was asked to consider increasing the minimum setup time from 4 to 6 hours prior to meetings to allow for adequate equipment testing and preparation. The State indicated it would issue an addendum to update the cost sheet and scope of work based on the questions and feedback received.
Regarding pricing, the State sought to understand the potential cost differences for the various meeting formats to better evaluate the proposals. The State is also open to considering dividing the closed captioning line items into live stream and archived footage to allow contractors to provide different rates. Overall, the State aims to ensure the cost sheet provides sufficient detail to effectively evaluate the proposals received.
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Text version
No. Question Answer
Question 2c notes that there is no line item that relates to item 4, closed captioning. This would be in relation to captioning in English on the primary live and archived footage. It is a required service according to Attachment 3, page 15/35, item d iii. However, on page 25/35, Optional Item 4 is “closed captioning of the meeting livestream and archive footage.” The question to the State is did it want to include a line item for captioning in English on the live stream and archive on the Cost Sheet?
Addendum #2 will add to Attachment 2, Cost Sheet, Table B-1 Required Tasks Item 1 & 2
The State might also evaluate whether it really wants closed captioning on the live webcast of meetings in a language other than English. The cost to provide alternate (from English) live captioning is much greater than to provide captioning on the archive. Would the State consider dividing Item 3 into two sections, allowing Contractors to put different rates down for live caption and archive captioning?
Addendum #2 will add to Attachment 2, Cost Sheet, Table B-2 Optional Tasks item 3 & 3a
Consideration should also be given to breaking up the types of potential “training workshops or other meetings, which was referenced in Question 3 and can be found on page25/35, F1. The rates would be different for a hybrid event, a non-hybrid event and a virtual event. While contractors can list the high rate for a hybrid event and give discounts for the other types of events, the State would benefit from knowing what the rates would be.
Would the State like to list each type of event in number 8 on the Cost Sheet and request cost of services for each?
Addendum #2 will add to Attachment 2, Cost Sheet, Table B-2 Optional Tasks item 8, 8a, and 8b
Page 25/35 E e concerns the amount of time the contractor will have to set up, with a minimum time of “4 hours prior to the start of the meeting.” This would be an inadequate amount of time to effectively set up and test the myriad of equipment needed for the post-covid complex meetings. Would the State please offer the contractors a minimum of 6 hours for set-up?
In the Commission’s experience, a four-hour set up/testing period time has been sufficient in the past. Addendum #2 will add to Attachment 3, Response to Scope of Work, Section e)
Bid Log: RFQ 2024-06
Question & Answer #2 Project: Commission Meeting AV Services
File details come from the government source that posted it. Updated .