2025-14_Q_A.pdf

No. Question Answer

Page 7 2 c Has the final sentence “All Word documents that are digitally returned, must be in original editable Word format, with tracked changes.” Bidder will be completing Attachment 1, Attachment 2 from the RFQ, but the document is a PDF, not a Word document. Would the State provide a copy of the RFQ in Word so that the forms can be filled out?

Yes, The State will provide a copy of the RFQ in Word document.

Page 7 2d states that all documents are to have original signatures and references DocuSign. Would the State accept signed and scanned documents included in the quote, (cost separate) with the understanding that a resulting contract will be signed through DocuSign?

Yes, The State will accept signed and scanned documents included in the quote (cost separate).

Page 17 Attachment 3, b i) (and Page 27, E b) loosely references “number of cameras” without defining a minimum number of stating the type of cameras. This leaves the State open to a contractor offering human operators behind large cameras, use of cell phones or only providing two cameras. Would the State consider changing this to the language suggested below?

Bidder should provide no less than 4 (four) robotic pan/tilt/zoom (PTZ) HD 1080p video cameras able to be operated remotely by the switcher and one (1) stationary camera to provide a wide angle shot for backup/redundancy.

The State accepts the proposed technical language. The RFQ will be amended to require: "No less than 4 (four) robotic pan/tilt/zoom (PTZ) HD 1080p video cameras and one (1) stationary camera to provide a wide angle shot for backup/redundancy." Addendum #1 will add the updated provision to Attachment 3, Response to Scope of Work, Section b and Sample Atandard Agreement, Exhibit A, Section E.

Page 17, Attachment 3 b iii) (and Page 27 E iii) concerns microphone provision, again without a minimum number expected. In a prior RFQ, the State stipulated a minimum of 10 microphones shall be made available, as well as at least one handheld wireless microphone. Would the State like to indicate a minimum number of microphones to be provided?

The State accepts this clarification. The RFQ will be amended to require: "A minimum of 10 (ten) microphones, including table and podium mics, and at least one (1) handheld wireless microphone." Addendum #1 will add to Attachment 3, Response to Scope of Work, Section b and Sample Atandard Agreement, Exhibit A, Section E.

Page 17/18 d ii) (also on page 28 E d second i) has a final sentence that includes references to indexing.

KPI/Key Point Indexing is a term used by a specific contractor. The common name for indexed meeting content is “electronic minutes” and most agencies provide a list points to be linked, including:

a.A link to the beginning of the meeting b.A link to the beginning of each agenda item c.A link to staƯ presentations d.A link to ex-parte communications e.A link to public testimony f.A link to staƯ response g.A link to the beginning of the motion for each agenda item that includes a motion h.A link to the beginning of the vote for each agenda item that includes a vote

Would the State like to clarify the nomenclature and add specificity to the requirement (as found on page 26 1 bullet 3)?

The State clarifies that "electronic minutes" is the preferred terminology. The RFQ will be updated to require indexing for all items listed (a through h) in your query. Addendum #1 will add to Attachment 3, Response to Scope of Work, Section d and Sample Atandard Agreement, Exhibit A, Section E.

Page 17/18 and page 28 E d second I0 Would the State also like to add that the archive should include the presentations provided during the meeting and available on the website at the time of the meeting as well as a transcript of the captioning done during the meeting, and that all files should be available for download?

Agreed. The scope will be updated to require that all presentations provided during the meeting, as well as the captioning transcript, be made available for download with the archived meeting. Addendum #1 will add to Attachment 3, Response to Scope of Work, Section b and Sample Atandard Agreement, Exhibit A, Section E.

Page 18, d iv) (also on page 28 E ii) references “Media Minutes” which is a term used by a specific contractor. Would the State clarify that it is requiring USBs with electronic minutes (compressed video with indexing), raw video of the meeting, and MP3 audio file of the meeting and presentations both from the meeting and collected from the web in a stand-alone format that does not need access to the web in order to function?

The State confirms that the deliverable includes USBs containing: (1) compressed video with electronic minutes indexing, (2) raw video, and (3) MP3 audio files of the meeting and presentations, formatted to function as a standalone archive. Addendum #1 will add to Attachment 3, Response to Scope of Work, Section d and Sample Atandard Agreement, Exhibit A, Section E.

Page 29 G, third paragraph references insurance. Would the State like to elaborate on insurance requirements as is done below?

a.Commercial General Liability (limits not less that $1,000.000 per occurrence with a $2,000,000 annual policy aggregate) b.Automobile Liability (limits not less than $1,000,00 combined single limit per accident and inclusive of coverage for non-owned and hired veicles) c.Workers Compensation and Employers Liability (limits of $1,00,000 are required.)

The State confirms the requirements: (a) Commercial General Liability: $1M/$2M; (b) Automobile Liability: $1M; (c) Workers Compensation: $1M. These will be added as explicit requirements in the RFQ. Addendum #1 will add to Sample Standard Agreement, Exhibit A, Section G; and Sample Standard Agreement, Exhibit D, Section B.

Page 32, A. Invoicing 6) and Cost Worksheet Table B-1: Tasks On page 14, Attachment 2, the State does not break down the ‘unit cost’ and ‘unit of measure’ into multiple task descriptions. Would the State remove the request for itemized costs on page 32 as it is inapplicable to a contract that is written for what is a daily rate for services in Attachment 2?

At this time, the State is not modifying or removing any requirements contained in the solicitation. Bidders must submit their cost information in accordance with all instructions provided in the RFQ; Attachment 2, Cost Sheet, Table B-1 and B-2; Sample Standard Agreement, Exhibit B, Section B, Cost Worksheet Table B-1: Tasks, and Section C, Cost Worksheet Table B-2: Optional Tasks.

10 How many of the meetings will be held in person or virtual meetings?

The Commission typically holds hybrid or virtual meetings. The exact split depends on Commission direction;

however, the contractor must be equipped to handle both.

11 What is the percentage of on site, in person video documentation?

The Commission typically holds hybrid meetings where a quorum of the Commission must be established in person to comply with the Bagley-Keene Open Meeting Act. While most meetings require the A/V team to be on-site to facilitate this in-person quorum and broadcast to the public, individual Commissioners or alternates may participate virtually. The specific ratio of in-person to fully virtual meetings varies annually based on Commission needs and legislative requirements; therefore, bidders must be prepared to accommodate a mix of both formats over the term of the contract.

12 How long is each presentation typically? Varies significantly depending on the agenda. Contractors should expect standard meeting lengths of one day.

13 How long is this contract for? The period of performance for this contract is three (3) years. Please see RFQ Page 3, Section I. A.

Where can we anticipate the physical location of the hybrid meetings to take place (city/county)? Would this place change from meeting to meeting or would it remain consistent over the term of the entire contract?

Meetings are typically held in Sacramento, but may occur in other locations statewide depending on venue availability. The Commission will provide advance notice.

15 Would a single hybrid meeting potentially be taking place in multiple physical locations, presumably requiring the simultaneous employment of multiple crews?

While not standard, the contractor should be capable of scaling services if such an event is authorized by the Commission.

16 How many people would typically be directly involved (needing to be captured) at the physical location of a hybrid meeting?

This fluctuates based on the agenda and public interest. Contractors are expected to provide equipment that can accommodate the venue's capacity.

Bid Log: RFQ 2025-14

Question & Answer Project: Commission Meeting AV Services