ITS_RFQ.pdf

State Coastal Conservancy Streaming, Video, & Audio Services

RFQ __

STATE OF CALIFORNIA

COASTAL CONSERVANCY

Request For Quotation

For Information Technology Services

QUOTE DUE DATE: 12/20/2024

Quotes must be delivered to Andrew Auyeung before 5:00PM on the due date – December 20, 2024.

Supplier name and address:

SOLICITATION NO.

RFQ ITS Streaming, Video, & Audio Services

Contact:

Phone:

For further information contact:

Andrew Auyeung, IT Analyst Andrew.auyeung@scc.ca.gov

Ship To:

State Coastal Conservancy Attn: Andrew Auyeung 1515 Clay Street, Suite 1000 Oakland, CA 94612

ARE YOU CLAIMING

PREFERENCE

AS A SMALL BUSINESS?

YES ☐ NO ☐

IF YES, MANUFACTURER?

YES ☐ NO ☐

ARE YOU A NON-SMALL

BUSINESS CLAIMING AT LEAST

25% SMALL BUSINESS

SUBCONTRACTOR PREFERENCE?

YES ☐ NO ☐

Name (Type):

Title:

Signature: _____________________

Date:_______

Federal Employer Identification Number: ____________________

Return bid to:

STATE COASTAL

CONSERVANCY

ATTN: ANDREW AUYEUNG

1515 CLAY STREET, SUITE

OAKLAND, CA 94612

Andrew.Auyeung@scc.ca.gov

SECTION 14838 ET SEQ. OF

THE CALIFORNIA

GOVERNMENT CODE

REQUIRES THAT A 5%

PREFERENCE BE GIVEN TO

BIDDERS WHO QUALIFY AS A

SMALL BUSINESS AS A NON-

SMALL BUSINESS CLAIMINIG

AT LEAST 25% CALIFORNIA

CERTIFIED SMALL BUSINESS

PARTICIPATION FOR

REQUIREMENTS SEE TITLE 2,

CALIFORNIA CODE OF

REGULATIONS SECTION 1896

ET SEQ. THE REQUIREMENTS

FOR NONPROFIT VETERAN

SERVICE AGENCIES

QUALIFYING AS A SMALL

BUSINESS ARE CONTAINED IN

SECTION 999.50 ET SEQ. OF

THE MILITARY AND

VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct.

(3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

The purpose of this Request for Quote for Information Technology (IT) Services is to provide Streaming, Video, & Audio Services for the State Coastal Conservancy meetings from March 1, 2025 – March 1, 2028.

The current budget allocation to support the services outlined in this document is $165,000.

The following attachments are incorporated as part of this Request for Quote for IT Services:

Attachments: The following documents are considered part of this solicitation.

Attachment 1 – Cover Sheet Attachment 2 – Cost Sheet Attachment 3 – Optional Items Cost Sheet Attachment 4 - Response to Scope of Work Attachment 5 – Customer Experience Reference Attachment 6 – Example of Meeting Room Set-Up Plan Attachment 7 – Conservancy Meeting Schedules Attachment 8 – Bidder Declaration Form Attachment 9 - Payee Data Record, STD. 204

REQUEST FOR QUOTE FOR SERVICES

State Coastal Conservancy Streaming, Video, & Audio Services

Requirements

You are invited to review and respond to this Request for Quote for IT Services (RFQ-ITS), entitled State Coastal Conservancy Streaming, Video, & Audio Services Request for Quote. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Scope of Work. Please read the enclosed document carefully.

Quotes must be received no later than 5 pm on December 20, 2024.

I. General Information

A. Purpose The State of California, State Coastal Conservancy requires the services of a Contractor to provide Streaming, Video, & Audio Services for the State Coastal Conservancy meetings from March 1, 2025 – March 1, 2028.

The period of performance for this contract is approximately three years with the option for the State to extend the term for up to two years.

B. Availability The selected contractor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the contract award date specified in Section I.D. Key Action Dates. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ-ITS. All replacement personnel are subject to approval by the State.

C. Period of Performance The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213) through March 1, 2028 with the option for the State to extend the term for up to two years at the rates specified in Attachment 2 Cost Sheet that includes optional costs for optional extensions to the contract. The period of performance must be changed by a written Amendment to the Agreement, if the department exercises its option to extend services.

The contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

D. Key Action Dates Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ-ITS.

Key Action Dates Date

1. Release of RFQ-ITS 11/20/2024

2. Submission of written questions 12/4/2024

3. Departments response to written questions 12/11/2024

4. Submission of Quotes (by date and time) 12/20/2024, 5pm

5. Contract Award 2/1/2025

All dates after the Submission of Quotes are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

E. Written Questions All questions regarding the content of this RFQ-S must be submitted in writing electronically to Andrew.Auyeung@scc.ca.gov and must be received by the Key Action Date identified above.

Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be posted on the Conservancy’s website (scc.ca.gov) and electronically to anyone who submitted a question.

F. RFQ-ITS Response Guidelines This RFQ-ITS and the Contractor’s quote in response to this document will be made a part of the contract. Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Contractor’s Statement of Work.

G. RFQ-ITS Response Content The following documents must be submitted in the RFQ-ITS response.

Response Checklist

☐ RFQ-IT Page 1 The vendor must complete, sign, and attach the first page of this RFQ-ITS.

☐ Attachment 1 – Cover Sheet The vendor must complete, sign, and attach the Cover Sheet – Attachment 1.

☐ Attachment 2 – Cost Sheet mailto:Andrew.Auyeung@scc.ca.gov

The vendor must complete the cost sheet as specified in the Scope of Work. Vendor must submit Attachment 2.

☐ Attachment 3 – Optional Items Cost Sheet The vendor must complete the optional items cost sheet as specified in the Scope of Work. Vendor must submit Attachment 3.

☐ Attachment 4 – Response to Scope of Work The vendor must provide a description of how the services will be performed. This must include two (2) examples of video production, narrative, list of subcontractors (if applicable), equipment list, organization chart, and resumes of proposed team (including the resume of the on-site coordinator for live in-person meeting).

☐ Attachment 5 – Customer Experience Reference The vendor must provide a minimum of three (3) client references for services it has performed within the past three (3) years that are similar in size, scope, and type of service as specified in this RFQ-ITS.

☐ Attachment 8 – Bidder Declaration Form The vendor must complete the Bidder Declaration GSPD-05-105.

☐ Attachment 9 – Payee Data Record, STD. 204 The vendor must complete the Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number.

☐ Proof of Certified Small Business or Disabled Veterans Business Enterprise (SB/DVBE) The vendor must provide proof of SB or DVBE (if applicable).

Submission Instructions Responses shall be emailed to Andrew Auyeung at Andrew.Auyeung@scc.ca.gov by 5pm on December 20, 2024.

mailto:Andrew.Auyeung@scc.ca.gov

II. Evaluation Criteria Bids are scored against Evaluation Criteria below.

Evaluation Criteria

Criteria 100 Points Max

Contractor’s experience meets or exceeds State’s needs, including a minimum of three (3) years’ experience providing full in person AV support and live streaming for public meetings

25 max

Contractor Proposed Team meets or exceeds State’s needs 10 max

Lowest cost proposal will receive full cost points and each proposal with higher cost will receive a percentage of total points.

25 max

Contractor field production system/webcasting and equipment meets or exceeds State’s needs

10 max

Complexity of Contractor audio and video services meets or exceeds State’s needs. Ability to concurrently provide at the same meeting or event high quality product in the areas of video, webcasting, audio, support to Board members and presenters.

10 max

Contractor experience providing service to high-level government officials in public settings on controversial subjects meets or exceeds State’s needs.

15 max

Contractor ability to adjust to complications or delays meets or exceeds the State’s needs. The Contractor has shown that they will quickly and efficiently repair any foreseeable issues and resolve unanticipated complications or delays without interrupting the delivery of services.

5 max

Total Points 100 Points Max

Each vendor must complete the Cost Sheet (Attachment 2). The Cost Sheet should include total cost for supporting fifteen 1-day Conservancy hybrid board meetings assuming room set up the day before.

Please note that meeting dates and locations are subject to change during the term of the contract and any meeting might be held as a virtual-only meeting pursuant to public health concerns.

III. Statement of Work

OVERVIEW

The California Coastal Conservancy (“the Conservancy”) seeks a Contractor (hereafter referred to as “the contractor”) to provide webstreaming, audio, and video services to support Conservancy meetings.

TERM

The term of this agreement will be for a period of 3 years. This amendment option will be executed at the sole discretion of the Conservancy.

PURPOSE AND GOALS

The California Coastal Conservancy is a state agency that supports projects to protect and enhance coastal resources and to expand public access to the coast. The Conservancy has a governing board comprised of 7 voting members and 6 oversight, non-voting members. The Conservancy Board holds public meetings up to six times a year in various locations around the state. Conservancy Board meetings are held in compliance with the Bagley Keene Open Meeting Act.

Due to the Covid-19 pandemic, the Conservancy conducted most of these meetings virtually via the Zoom Webinar meeting platform since May 2020. Going forward, the Conservancy seeks to hold meetings in person but with an option for remote, video participation via Zoom available to Board members, staff and members of the public.

This scope is to provide gavel-to-gavel audiovisual support for both in person and virtual meetings, live internet webstreaming (webcasting) services, and video documentation for archive of Conservancy meetings.

The goals of this agreement are as follows:

• Provide the public and the Conservancy with comprehensive, efficient, courteous, and professional audiovisual services at all public meetings.

• Comply with Bagley Keene Open Meeting Act and any amendments or new legislation related to state open meetings and online public participation at Coastal Conservancy meetings.

• Provide full-service, gavel-to-gavel electronic meeting coverage at all public hearings via live, internet webstreaming.

• Provide complete meeting documentation to the Conservancy and members of the public in hard copy through the production of USB Flash Drives, DVDs, and/or CDs.

• Provide audiovisual services and video USB Flash Drive documentation services at training workshops, special one-day hearings, or other meetings.

The objectives of this agreement are as follows:

• Assist members of the public, Board members, and staff in their audio/visual/electronic presentation needs during meetings, as necessary.

• Promote greater public participation in meetings online via live and online opportunities.

DETAILED SCOPE OF WORK

This Scope of Work (SOW) reflects the services sought by California Coastal Conservancy.

The contractor is to provide personnel to assume specific positions and equipment to meet the need as described in this SOW, which provides Streaming, Video, & Audio Services. The contractor must provide all labor and equipment necessary to deliver, set-up, test, operate, dismantle, and return to the contractor’s location all the audio, visual, video and computer equipment needed for the meetings. The contractor must also provide all services necessary for fully virtual meetings.

Meetings:

This scope of work will cover meeting support for up to 5 meetings per year for 3 years.

Meetings usually begin at 10:00 a. m. or later. The Conservancy cannot predict the length of the agenda for each day of the meeting. Meetings usually last 4 hours, but they may extend all day. All meetings are estimated to be one day in length; however, meeting length will vary from 4-7 hours. It is possible that an additional meeting may be added during the year.

It is also possible that training workshops or other meetings may be held in addition to the Board meetings that require audiovisual support and video documentation. The contractor will provide audiovisual support for in person meetings, live streaming of meeting content, in both audio and multiple video formats, and manage virtual meetings using the Zoom Webinar platform.

The contractor will invoice the California Coastal Conservancy on a per meeting-day basis regardless of the duration of the meeting. No additional amount will be paid for overtime or other expenses, no matter how long an individual meeting day lasts.

Facility Logistics and Set-Up:

The set-up and testing of equipment must be completed at least two hours prior to the start of the meeting. The Conservancy strongly prefers for the contractor to set-up and test equipment the day/night before the first day of the meeting to allow time to correct any issues that arise; however, the contractor may be permitted to set-up and test equipment before the meeting starts as long as the process is completed before 7:00 a.m. on the day of the meeting to allow for an 10:00 a.m. start.

Work with the Conservancy staff to schedule the meetings and gather general audio and visual requirements, including internet access, and to obtain the technical contact information of the site that will be utilized.

Perform the necessary pre-site evaluation and planning with the Conservancy staff to ensure that the necessary network, power, room layout and space requirements will be met and/or determine any specific details that must be prearranged that may be outside the terms of the contract.

Evaluate internet connectivity at each venue to ensure adequate capacity to support the required services, to provide alternative connectivity or services when necessary, and to inform Conservancy staff of any issues that arise. The Conservancy staff will strive to ensure that meeting venues selected will each have internet access with adequate bandwidth.

Internet connectivity with adequate bandwidth at the venue is the responsibility of the Conservancy. Any fees needed for internet connectivity will be paid to the venue by the Conservancy. It is the responsibility of the contractor to evaluate the connectivity and notify the Conservancy of any foreseeable issues. In the event that there is no connectivity or a loss of connectivity, the contractor may charge the Conservancy for alternate connectivity at the same or lower bandwidth.

Provide all equipment and perform the necessary set-up. Access to the room for set-up is usually coordinated with the venue. Set- up must be completed, fully operational and tested no less than two hours prior to the start of the meeting. At some locations, where audio/visual equipment is provided by the facility, the contractor may be able or might be required to use the facility’s equipment in place of some or all of the contractor’s equipment.

Contractor will communicate and coordinate with the facility on all equipment, set-up, and logistics and notify the Conservancy of any foreseeable issues. The contractor must set-up equipment in a manner to ensure safety of all meeting attendees by taping down all wires to minimize trip hazards and securing equipment when necessary.

Contractor will test audio and video feeds, including Zoom Webinar feeds for remote participation, and webcast links no less than two hours prior to the meeting start time on the first day and no less than one hour prior to the meeting start time for each subsequent day.

Equipment provided by contractor Exact requirements will vary depending on the facility hosting the meeting, will be approved by the Conservancy staff, and may include, but is not limited to, the following types of equipment:

Adequate audio equipment to allow all members of the public, Board members, and staff to hear all meeting proceedings and presentations comfortably and easily. Separate audio monitors for Conservancy and staff on a separate channel to ensure quality sound may be provided if the vendor determines they are needed at a particular meeting site.

Adequate visual equipment to allow all members of the public, Board members, and staff to see all meeting proceedings and presentations, including approximately 50-60” monitors (minimum allowable size of 50” and minimum of three (3) monitors) comfortably and easily for each as needed in meeting locations where there is a lack of built-in screens or visual obstructions of a larger screen.

Adequate number of small, robotic video cameras and related equipment to film every day of the meeting gavel-to-gavel from various angles as appropriate to capture the images of all speakers, presenters, visual presentations, Board members, and staff. No human-operated cameras are allowed behind the dais or between the stanchion barrier line and the dais.

Video switching equipment that can provide text information at the bottom of the screen that includes the applicable agenda item, meeting date, and the Coastal Conservancy’s logo on both the live stream and the archived recording. This text is not required when viewed on the Zoom platform due to technological limitations. The Coastal Conservancy will provide the logo to be used upon award of the contract.

Visual aids sufficient to support all standard types of audio/visual presentations including computers, connected to a projector, with current software and technical support for PowerPoint presentations by both Macintosh and Windows users, and an 84” x 84” screen or larger.

Equipment to confidentially record the audio (but not webstream) from a “closed session.”

A minimum of two (2) standard FM headsets or similar hearing assistive devices in accordance with the Americans with Disabilities Act (ADA) and other applicable laws and regulations, hearing-assistance at every day of every meeting

Any additional equipment, supplies, and tools needed to ensure smooth meeting services without interruption due to possible problems at a venue such as, but not limited to, inadequate sound levels, inadequate or lack of internet connection, large crowds, or inoperable equipment.

Technical Support During the Meetings Contractor will provide professional, respectful, timely, and courteous service to the various parties that will be interacted with at the meetings including: Board Members, Conservancy staff, and members of the public.

Provide technical assistance to meeting presenters and the meeting coordinator with all audio and visual needs of the meeting process, including loading all presentations so they are brought up immediately when the presenter is called upon to speak. There should be little to no delay between when a speaker is called upon by the Conservancy Chair or to start their presentation or comments and when the presentation is brought up on the screens by the contractor.

Provide technical assistance to allow members of the public to speak at appropriate times in the agenda. Mute and unmute speakers, allow public to turn on video.

Provide on-site lead/coordinator/supervisor in attendance at each Conservancy meeting must have a minimum of two (2) years of experience doing similar work as outlined in the Scope of Work.

Provide all necessary technical support required to provide the video and audio capture and streaming during the meeting.

Tear-down and remove equipment.

Contractor will tear down and remove all equipment and reset the meeting room.

TECHNICAL REQUIREMENTS

Sound Amplification:

The sound amplification system to be used during the meeting must be adequate to allow all members of the public in attendance, as well as Board members and Conservancy staff, to comfortably and easily hear all testimony, discussion, and AV material presented. The sound system must be technologically compatible with the recording equipment used to document the meeting, as well as the computer system that is used to provide the live webcasting services, each day of every meeting. A minimum of ten (10) goose neck microphones must be provided for live meetings. Adequate backup microphones should be available should any microphones do not work.

Hearing-Assistance Devices:

In accordance with the Americans with Disabilities Act (ADA) and other applicable laws and regulations, hearing-assistance apparatus, or other suitable means of assistance for the hearing-impaired must be available upon request at Conservancy meetings. The Contractor must provide a minimum of two (2) standard FM headsets or similar hearing assistive devices at every day of every meeting.

Visual Aid Equipment:

The visual aid presentation equipment to be used during the meeting should be sufficient to support all standard types of AV presentations. At each day of every meeting, the Contractor shall provide all of the following:

• At least one (1) computer, connected to a projector or projectors, with current software and technical support for a variety of presentation software (i.e., MS Office, PDF, WMV, JPG/JPEG, MP3,MP4) in Windows format

• One or more 84” wide or larger projection screen(s), or monitors adequate for the meeting location, or a combination of screens and monitors

• A document camera

• Two remote control devices for presenters to control their electronic presentations

• A laser pointer

• Minimum of three (3) monitors approximately 50-60” (minimum allowable size of 50”) to allow all members of the public, Board members and staff to comfortably and easily see all meeting proceedings and presentations

The Contractor shall use the projection screens/monitors to show the meeting process when visual aids are not being presented. Screens/monitors must be arranged in a manner that allows all members of the public in attendance, as well as Board Members and Conservancy staff, to comfortably and easily see all presentations and speakers.

Timer:

The speaker timer to be used during the meeting and controlled by Conservancy staff shall include all of the following:

• A display of the time remaining visible to the speaker and to the audience

• A second display of the time remaining, visible to the Board Members and

Conservancy staff

• A separate display of the time remaining on the timer controller

• A green/yellow/red or similar display, visible to the speaker at the podium, to indicate warnings when the speaker’s time is almost expired and when the speaker’s time expires

• An audible notification when the speaker’s time expires

Video and Webcasting Coverage:

The video and live webcasting coverage of the meeting shall include a sufficient number of video cameras and tripods to film every day of the meeting from various angles as appropriate to capture the images of all speakers, including presenters, Board Members and Conservancy staff, as well as all visual presentations with no disruption to the meeting.

The Contractor must quickly and seamlessly transition between Board Members, Conservancy staff speaking and/or making presentations from the head table and staff tables and attendees making oral and/or visual presentations from a podium or other location in the meeting room.

The Contractor shall have the capabilities to do:

• Live editing (live-switching);

• On-site compression of video; and

• Transmission for live webcasting.

The Contractor must provide:

• A live-editing video console for capturing feeds from multiple cameras;

• Robotic camera(s) for use in small spaces; and

• Appropriate, current hardware and software for compressing images, formatting and distribution over the Internet.

The Contractor must provide graphic identification of the Conservancy, the meeting date, and the agenda item on the screen(s) at the meeting venue and for webcast viewers per industry standard (“lower thirds”). All viewers should see the same thing on screens in the meeting room, overflow rooms (if any) and on the webcast.

Beginning and ending of live webcast The Contractor shall begin live webcasting at least ten (10) minutes prior to the anticipated start time of the meeting; however, live audio will not be broadcast before the start of the meeting.

During breaks, the webcast will display a still slide indicating that the Conservancy is on a break and the time the Conservancy is expected to return to open session; live audio will not be broadcast during the break or closed session.

For at least fifteen (15) minutes after the meeting adjourns, the Contractor shall continue the live stream or display a still slide indicating that the Conservancy meeting has ended;

live audio will not be broadcast after the meeting adjourns.

The Contractor must provide whatever additional equipment or service is required to provide live, real-time AV Internet coverage of every day of all Conservancy meetings in a format that is easily accessible to members of the public using standard computer equipment in both Macintosh and Windows environments.

The Contractor shall provide real-time technical support via telephone and email for the public during the meetings to address webcast issues.

The Contractor shall provide a link to its contact information underneath the webcast window.

Encoding Equipment for Live Webcasting and Online Archiving of Meeting Processes:

Contractor must provide a standard video resolution of at least 720x480p at 30 frames per second in a 282 and have the ability to adjust the bitrate to the highest quality the venue’s bandwidth will allow, for live webcasting and Web archiving purposes. Streaming must be in Microsoft Media Player or HTML5 Internet browser-based and compatible on Windows and Macintosh. A separate audio-only stream shall be provided to serve as back-up and for users with limited bandwidth, such as those using dial-up modems.

Video and Audio Website Archives: The website video and audio meeting archives will be available online for public access free of charge via the Contractor’s website and server (or a website and server with adequate capacity, to be included as part of the Contractor’s service) and easily accessible online (in both Macintosh and Windows accessible format) for a minimum of five (5) years, with a plan to coordinate with the Conservancy for long-term archiving.

Electronic Meeting Minutes:

“Electronic meeting minutes” recordings must be provided to the Conservancy in archival-quality USB3 (USB3.1 or USB3.2 preferred) format with a separate MP3/MP4 audio-only file and video file (including closed- captioning) and include the video indexed by agenda item, motion(s) and vote(s) at a minimum, as well as the presentations collected at the meeting from staff and the public and all web-based documents pertaining to the meeting.

Indexing will include:

• a link to the beginning of the meeting for each day of the meeting

• a link to the beginning of each agenda item for each day of the meeting

• a link to the beginning of the motion for each agenda item that includes a motion

• a link to the beginning of the vote for each agenda item that includes a vote

The recordings must be at or above 720x480p and 30 frames per second and must be playable both in smart TV’s/devices and computers in both Macintosh and Windows accessible format. Meeting recordings will be property of the Conservancy. The audio, video, meeting materials files, must be able to be extracted and copied individually from the media.

OPTIONAL TASKS

Translation Contractor will arrange for translators to perform live translation on the Zoom meetings into Spanish and/or other languages if required. The translation services will be provided over zoom.

Attachment 1 - Cover Sheet

The submission of this quote does not obligate the State Coastal Conservancy to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the bidder. When funding is authorized, the bidder will be expected to adhere to the terms of the executed contract. The undersigned bidder hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the RFQ.

1. Full Legal Name of Bidder’s Organization:

2. Mailing Address:

Street City State Zip

Telephone Email

3. Federal Taxpayer Identification Number:______________________________________

4. Principal who is authorized to bind the bidder:

Name Title

Original Signature Date

5. Bidder’s contact person shall be:

(Name and Phone Number)

Attachment 2 – Cost Sheet

The successful bidder will be paid for meetings according to costs entered on this Cost Sheet.

Travel Expenses The Conservancy has identified travel costs for this contract in the amount of $12,000.00 per year, subject to scheduling changes and/or additional meetings. Requests for travel reimbursements are to be submitted on a monthly basis along with original receipts and invoices.

Such travel expenses and per diem will be at the same rates afforded excluded State employees as prescribed by the California Department of Human Resources (CalHR). The Conservancy estimates that no more than four (4) contractor staff will be required to support a Conservancy meeting. If the Contractor estimates that a larger crew will be required for a specific meeting, the Contractor must obtain approval from the Executive Officer of the Conservancy or his/her designee prior to incurring travel expenses that will exceed the estimate. Reimbursement for transportation expenses will be based on the method of transportation that is in the best interest of the State. In no case will travel rates paid to Contractor exceed those rates established by CalHR for excluded State employees. No travel outside of the State of California shall be reimbursed unless prior written authorization is obtained from the State.

Vendor Name: -

Description # Meetings

Total Cost

1-day meeting in San Francisco Bay area (Alameda, Contra Costa, Sonoma, Marin, Napa, Santa Clara or San Mateo, or San Francisco Counties);

1-day meeting in southern California (Ventura, L.A., Orange or San Diego Counties);

1-day meeting in central coast region (Santa Cruz, Monterey, San Luis Obispo, or Santa Barbara Counties)

1-day meeting in the north coast region (Mendocino, Humboldt, or Del Norte Counties)

Optional Task: Translations Services, Total Cost 12 meetings

TOTAL 15

The amount of the quote shall include all labor and equipment, and other expenses. Do not include any travel expenses.

Authorized Signature Date

Type or Print Signer’s Name Title

Attachment 3 – Optional Items Cost Sheet

Optional Item Cost Please note: Cost information must be included in a separate sealed envelope.

A cost (if any) must be entered for each item. These costs will not be used for cost evaluation.

However, these costs will be included in the resulting contract. The successful bidder will be paid for these items according to costs entered on this Cost Sheet. These items will be implemented at the sole discretion of the Commission, with prior authorization for items 1 - 6.

Vendor Name: -

1. Alternate Internet Connection Options (if available from vendor since this is not a requirement)

Description of Option Total Cost for Option

2. Simultaneous webcast with live translation, per meeting per language)

3. Cost to Relocate Meeting Set-Up for Meeting (if no additional cost, please indicate “$0”)

Rate for Service $________________

Authorized Signature Date

Type or Print Signer’s Name Title

Attachment 4 – Response to Scope of Work The vendor must provide a description of how the services will be performed including, but not limited to, the following:

1. Approach to ensure professional, respectful, timely, and courteous service to the various parties that will be interacted with at the Conservancy meetings, such as Board members, Conservancy staff, and members of the public. A minimum of three (3) years’ experience providing full in person AV support and live streaming for public meetings.

2. An equipment list detailing the field production system including the types and number of camera equipment used (small robotic cameras operated by contractor’s staff within the room to keep the contractor’s foot print to a minimum); types of source mixing boards; audio equipment, including types and number of available microphones; FM headsets or similar devices for the hearing impaired if available; information related to how signal redundancy is captured in order to protect against any type of malfunction; a description of the encoding and/or streaming components used within their solution;

and any ancillary equipment generally used by the vendor for meeting facilitation.

3. Process to record the audio from a “closed session” confidentially. The Conservancy may have a “closed session” scheduled on the agenda for any meeting. During the closed session, everyone must leave the room except for the Conservancy Board members and designated persons. The closed sessions must never be live webstreamed, included in the public webcast archive, nor included in the DVD copies of the meeting proceedings.

4. Video switching equipment that must be capable of providing text information at the bottom of the screen that includes the applicable agenda item, meeting date, and the Coastal Conservancy’s logo on both the live stream and the archived recording. This text is not required when viewed on the Zoom platform due to technological limitations.

The Coastal Conservancy will provide the logo to be used upon award of the contract.

5. Webstreaming components and encoding/streaming processes, including options for lack of/failure of internet connectivity in a venue and a brief general description of its server storage capability, a description of its disaster recovery plan in the event of server crash/failure, and explain how links to archived materials will be provided to the Conservancy’s website. Please note: for purposes of this RFQ, the vendor should base pricing of their services on 250 concurrent users of the audio-video stream. However, the quote should provide contingency pricing in case of an occasion where usage exceeds 250 concurrent users. The Conservancy requires a minimum video stream resolution of 720x480p at 30 frames per second. Depending on the network infrastructure at the venue, the bitrate can be adjusted to provide the highest quality video that the venue’s bandwidth will allow.

6. Description of how they prepare for possible problems at a venue including but not limited to the following: adequate sound levels, large crowds, inoperable equipment, and integration of Zoom webinar platform to support virtual live testimony from remote locations. Response must include specific contractor preparedness and experience and redundant equipment, supplies, and tools provided to ensure smooth meeting services.

7. Style and format of the USB Flash Drives copies they will provide to document the meeting proceedings.

8. Samples of work from other projects, or outlines of what deliverables are proposed for the required tasks including:

a. A minimum of three (3) references demonstrating streaming video and audio service experience for projects with similar scope, schedule and resources to this project. The vendor shall complete one (1) Customer Experience Reference Form, Attachment 4 for each reference. A total of three (3) Customer Experience Reference Forms, Attachment 5, must be submitted. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement. These references may be contacted by the evaluation team during their evaluation of the quotes if deemed necessary by the evaluation team.

i. The State may contact customer references during the week following submission of quotes to validate the information provided by the bidder and to determine the customer’s overall satisfaction with the services provided. Therefore, it may prove beneficial to the bidder to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State may be validating references.

b. A minimum of two (2) examples of their video production, including the use of the Zoom Webinar platform and webstreaming work that is similar to the services requested in this RFQ with links to existing webcast archives, or other accessible media.

9. The vendor must provide an organization chart that identifies the proposed contract team, including a brief description of the team that will be available to support the services that they provide. Our experience has shown that our basic audiovisual and webstreaming needs require a minimum of three staff to adequately manage the various tasks involved during a Conservancy meeting. The vendor must identify the number of staff available and general tasks that will be performed during the various phases of the webcast as follows: scheduling, pre-site verifications, set-up, technical assistance to presenters, and production and tear-down. The vendor must also provide the name and phone number of the Principle or Senior Engineer who will oversee the provided services.

10. Resumes for each identified member of the proposed team (including the on-site coordinator for live in-person meetings), detailing experience meeting the State’s requirements.

11. Small Business Certification: Bidders claiming the small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted. Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due. Questions regarding certification should be directed to the OSDS at (916) 375-4940.

12. At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

13. Contract Information: The contract will be created by the State Coastal Conservancy and will be emailed to the winning contractor for signature in DocuSign after the contract has been awarded. DocuSign will email the contractor a copy of the signed contract once it has been fully executed.

Attachment 5 – Customer Experience Reference Form

The bidder must provide three (3) client references for services it has performed within the past three (3) years that are similar in size, scope, and type of service as specified in this RFQ-ITS.

Complete this form for each reference.

Bidder’s Name:

Subcontractor that provided the services (if other than the bidder):

Company/Organization:

Contact:

Address:

Telephone:

Fax:

E-mail:

Project Name and/or Description:

Bidder or Subcontractor’s involvement:

Start Date (mm/dd/yyyy):

End Date (mm/dd/yyyy):

Project Dollar Amount:

Describe corporate experience for this project as it relates to the RFQ-ITS Scope of Work.

The description of the project must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement. Include the (1) number of live in-person meeting conducted, (2) number of virtual meeting conducted (if multiple platforms for used, please listed out the name of platform and number of meetings, e.g. Zoom meetings – 3;

GoToMeeting – 5), and (3) the number of hybrid in-person with virtual integration meetings conducted.

Attachment 6 – Example of Meeting Room Set-Up Plan

8’x2.5’ Table

8’x2.5’ Table

Staff

6’x2.5’ Projector Table

St ep

Podium - Public

Speaker

Scr een

Entrance

Boardmembers and Executive Officer

Attachment 7 – Conservancy Meeting Schedules

2025 Meeting Dates Please note: Meeting dates and locations are subject to change during the term of the contract and meetings might be held as a virtual-only meeting pursuant to public health concerns;

however, the following dates and locations will be used when calculating the quote amounts.

The current meeting schedule and list of locations are posted on the Conservancy’s website at www.scc.ca.gov.

February 13, 2025 Oakland, California April 17, 2025 Central Coast September 18, 2025 Oakland, California November 20, 2025 Oakland, California

2026 & 2027 Meeting Dates and Locations

The 2026 & 2027 Coastal Conservancy meeting schedule will be adopted by the California Coastal Conservancy at a Conservancy meeting in the Fall or Winter of 2025. Once adopted, the schedule will be viewable on the Conservancy’s website at http://scc.ca.gov. The 2024 meeting schedule locations will be used to calculate the quote amount for the months in 2025 & 2026. Please include 5 meetings per year in case the Conservancy determines that more meetings are needed.

http://www.scc.ca.gov/

Attachment 8 – Bidder Declaration Form

All Contractors must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

Bidders who have been certified by California as a DVBE (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE) must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration). All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus. The completed form should be included with the bid response.

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

Attachment 9 - Payee Data Record, STD. 204

The successful bidder as a result of this RFQ-ITS will be required to complete and sign the Payee Data Record, STD. 204, before contract execution. Refer to the following website link for more details:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf