RevisedQuote_2026-03_Live_Video_Production_&_Streaming_for_Commencement.pdf

(Revised) Quote Request: QR #2026-03 Title: Live Video Production & Streaming for Commencement

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Procurement Department Contact:

Regina Peeples Assistant Director, Procurement valenciaprocurement@valenciacollege.edu

Valencia College (“College”) is seeking quotations from qualified suppliers to provide full-service, multi-camera, live-switched video production and streaming services.

I. VALENCIA COLLEGE:

Valencia College is a public state college located in Orange and Osceola counties, Florida, that has provided high quality, contemporary education to a large and diverse community since 1967. The College is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award associate degrees, diplomas, and certificates. The College serves more than 70,000 students and has seven (7) primary campuses located in Kissimmee, Lake Nona, Orlando, Poinciana, and Winter Park.

II. INTENT OF PROJECT:

This is a request for a quote for a qualified supplier to provide full-service, multi-camera, live-switched video production and streaming services for the 2025-26 academic year with two (2) ceremonies in the Fall and two (2) in the Spring.

III. QUOTE REQUEST (QR) SCHEDULE:

Quote Timeline Due Date Submit Via

QR Release Date 7/10/2025 Posted to VendorLink

Question Deadline 7/31/2025 Submit Vía VendorLink

Quotes Due Date/Time 8/7/2025 Submit Vía VendorLink

Anticipated Contract Start Date TBD

IV. BACKGROUND OF THE PROJECT:

Valencia College is seeking a qualified supplier to provide full-service, multi-camera, live-switched video production and streaming services for the 2025-26 academic year with two

(2) ceremonies in the Fall of 2025 and two (2) in the Spring of 2026. The selected supplier will be responsible for capturing, broadcasting, and delivering high-quality video content with embedded open captions, graphics, and venue display integration. Suppliers should provide a detailed line-item estimate based on the following scope of work.

Event Dates:

Wednesday, December 10, 2025 – 12pm and 4pm Sunday, May 3, 2026 – 12pm and 4pm

Event Location:

Addition Financial Arena, University of Central Florida, Orlando, FL mailto:valenciaprocurement@valenciacollege.edu

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V. COMPANY QUALIFICATIONS:

The company must meet the following mandatory requirements (Please use EXHIBIT A):

1. Company must have a minimum of three (3) years of experience in providing services similar in size and scope.

2. Company must have a minimum of three (3) years’ experience in live video production and streaming services.

3. Company must be available during the College business hours.

4. Company must provide price proposal. Please Use EXHIBIT B.

5. Company must be able to provide a minimum of two (2) references for the services. Please use EXHIBIT C. One (1) or more reference may be checked.

To be considered for this competition, please respond with the following information:

1. Ability to provide services based on individual availability or availability of staff.

(How will the company make themselves available to the College?)

2. History of the company and all key personnel involved with service provision.

3. Company’s experience in delivering similar services. Please include names of project and award amounts.

VI. SCOPE OF SERVICES:

A. Pre-Production

1. Participate in an in-person, pre-event walk-through at Addition Financial Arena (Date TBD).

2. Determine the location to setup equipment in Addition Financial Arena.

3. Conduct technical planning, scouting, and coordination meetings with Valencia and the Addition Financial Arena team as needed.

4. Determine and test a signal flow utilizing the arena’s existing fiber and SDI patches.

5. Coordinate with existing audio supplier to receive a line feed from their system and mix it with additional microphones to provide a fuller sound.

6. Coordinate and complete a test stream utilizing Valencia College’s YouTube

Channel at least fourteen (14) days before the event.

7. Coordinate with Valencia’s existing captioning supplier for embedded captions.

8. Coordinate with Addition Financial Arena staff regarding load-in and load-out timelines.

i. Load-in is not possible prior to the previous day’s event load-out, typically around 8pm.

B. Production Services (Event Day)

1. Provide multi-camera video coverage.

i. Two (2) long lens PTZ cameras positioned at the back of the event floor.

ii. Static wide-angle camera at concourse level.

iii. Two (2) roaming wireless cameras on event floor.

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iv. Two (2) PTZ cameras at front of stage to capture graduate’s names being called and shaking hands with the President.

2. Ensure audio feed is working as intended with arena supplier.

3. Deliver a switched video feed with embedded open captions to both the in-venue videoboard/projectors and Valencia College’s YouTube Channel.

4. Provide all required video, audio, and communication systems.

5. Ensure all internet feeds function at the required speeds and have additional backups in case of any issues.

6. Provide a full crew to ensure a production value at or above previous ceremonies (available on Valencia College’s website).

7. Provide a client monitor for Valencia staff to monitor the stream.

C. Deliverables

1. Clean recording (no captions) of both ceremonies, delivered via SSD within three (3) days of the event.

2. Live streamed video with open captions to Valencia College’s YouTube channel.

3. Live captioned video feed to arena videoboard and projectors.

D. Additional Requirements

1. Provide previous examples of similar work.

2. Company must be local to the Orlando area or have a portion of your team based in the Orlando area.

3. Work collaboratively with a variety of Addition Financial, UCF, and Valencia

College staff.

E. Valencia College Responsibilities

1. Provide all staging, lighting, projection screens, audio amplification, and program audio mix.

2. Provide captioning supplier and provide contact information to supplier at least three (3) weeks prior to the event.

3. Provide crew parking passes and facility access.

4. Provide access to a high-speed wired internet connection.

5. Allow facility access for food or provide meal options.

6. Provide one (1) meal around 1:00 PM for each crew member of the awarded company’s staff.

i. Any additional meals are the responsibility of the company.

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VII. SPECIAL TERMS AND CONDITIONS:

A. Award: The College reserves the right to reject non-responsive quotations, to make the final determination as to the technical equivalency of any and all items, to waive any informality, to award this purchase on other than the lowest quote. The College reserves the right to award to one (1) or multiple firms.

B. Communications: Must be made through the Procurement Department via email to valenciaprocurement@valenciacollege.edu. Please include the QR number in the subject line. Contacting personnel relating to this QR other than the procurement official may result in the rejection of your quotation.

VIII. GENERAL TERMS AND CONDITIONS:

A. Quotations for the services specified are subject to the conditions stated herein or attached hereto. Quotations will be received by the department stated above, until the specified due date and time. All quotations must be signed and dated.

B. Any questions relative to interpretation of the QR context or process must be submitted in writing through VendorLink before the cut-off date specified in the QR Schedule. Answers to the questions will be posted to VendorLink before the QR due date. Oral answers will not be authoritative.

C. Addenda: It will be the responsibility of the offeror to contact the Procurement Department before submitting a quote to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the quote.

D. All prices must be firm, and the unit price will prevail.

E. Do not include State Sales Tax or Federal Excise Tax, as the College is Tax Exempt.

F. Quotations shall be binding for forty-five (45) calendar days from the due date unless otherwise specified.

G. The College will evaluate responses and may obtain additional information to assist in the analysis. Award will be made to the offeror(s) whose quotation represents the lowest, responsive, and responsible offer.

H. Drug-Free Workplace: In the event that multiple QR related to the procurement of commodities or contractual services are equal in respect to price, quality and service, as determined by The College, preference for award shall be to those businesses that have implemented a Drug-Free Workplace Program, in compliance with Florida Statute 287.087, without limitation.

I. Upon award, the successful offeror(s) will be required to complete a Supplier Business Profile Form, a W-9, a Coercion for Labor Affidavit, and any other additional documents required to perform the services.

J. Valencia College will issue payment within thirty (30) days of the receipt of an acceptable invoice and receipt, inspection and acceptance of services and/or goods in accordance with the terms of this document.

K. Public Records: Upon award recommendation or thirty (30) calendar days after the QR opening, whichever occurs first, quotation submittals become public records and shall be subject to public disclosure consistent with Chapter 119.07(3)(m) and 119.017(1)(b), Florida Statutes. Respondents must invoke the exemptions to disclosure provided by law in the response to the QR and must identify the data or other materials to be protected and must state the reasons why such exclusion from public disclosure is necessary.

mailto:valenciaprocurement@valenciacollege.edu

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EXHIBIT A

FIRM INFORMATION AND MANDATORY REQUIREMENTS

Mandatory Requirements for submitting a quote, Check Yes or No:

AGREE?

Yes No

Firm/individual must have a minimum of three (3) years of experience providing services similar in size and scope.

Firm/individual must have a minimum of three (3) years of experience with in live-switched video production and streaming services.

3 Firm/individual must have experience in delivering similar services. Provide portfolio or examples of previous work. (Please use EXHIBIT D)

4. Firm/individual must be available during the College business hours.

5. Firm/Individual must provide price proposal. (Please use EXHIBIT B)

6. Firm/individual must be able to provide a minimum of two (2) references for the services. Please use EXHIBIT C. One (1) or more references may be checked.

AUTHORIZED REPRESENTATIVE INITIALS: ___________

DATE: ___________

QUOTATION OFFERED BY:

Firm Name:

FEIN:

Contact Name & Title:

Mailing Address:

City, State, ZIP Code:

Phone Number:

Email:

Website:

Authorized Signature:

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EXHIBIT B

PRICE PROPOSAL

The price must include all services, materials, supplies, travel, equipment, and labor to perform services specified herein. The unit price will prevail.

The response date and time will be strictly observed. Failure to complete all required documentation may cause your quote to be considered non-responsive. Please submit all questions and quotes through VendorLink.

SIGNATURE OF AUTHORIZED REPRESENTATIVE:

PRINTED NAME OF AUTHORIZED REPRESENTATIVE:

TITLE: ______________________________________

DATE: ____________________

Event Date Time Labor Equipment Miscellaneous Total Cost (Per Event)

December 10, 2025 12:00PM $__________ $__________ $__________ $__________

December 10, 2025 4:00PM $__________ $__________ $__________ $__________

May 3, 2026 12:00PM $__________ $__________ $__________ $__________

May 3, 2026 4:00PM $__________ $__________ $__________ $__________

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EXHIBIT C

REFERENCES

Proposer shall submit, as a part of the quotation package, a minimum of two (2) of the most significant projects performed within the last three (3) years. Additional references may be provided as set forth below.

Project #1:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Date Work Performed:

Scope of Services Performed:

Project #2:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Date Work Performed:

Scope of Services Performed:

Project #3:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Date Work Performed:

Scope of Services Performed:

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EXHIBIT D

Sample Portfolio of Work

Proposer shall submit, as a part of the quotation package, a portfolio of work that includes at least three (3) of the most relevant projects performed within the last three (3) years. Additional examples may be provided as set forth below.

Portfolio:

URL:

Production Date:

Scope of Services Performed:

Additional Example #1:

URL:

Production Date:

Scope of Services Performed:

Additional Example #2:

URL:

Production Date:

Scope of Services Performed: