RFQ_2024-06_Commission_Meeting_AV_Services.pdf

STATE OF CALIFORNIA

CALIFORNIA STATE LANDS COMMISSION

Request For Quotation (Informal) For Information Technology Services

RFQ DUE DATE: 10/22/2024 @1:00PM

QUOTE OPENING: 10/22/2024 @3:30PM

Quotes must be delivered according to the Key Action Dates Section C

Supplier name and address:

SOLICITATION NO.

RFQ 2024-06 Commission Meeting AV Services

Contact:

Phone: Fax:

For further information contact:

Sen Cathy Chan, Contract Specialist 1.916.574.1834 cathy.chan@slc.ca.gov

Ship To:

California State Lands Commission Attn: Sen Cathy Chan 100 Howe Avenue, Suite 100-South Sacramento, CA 95825

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:

CSLC.Solicitations@slc.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 has 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.

mailto:CSLC.Solicitations@slc.ca.gov

California State Lands Commission Page 2 of 35 RFQ 2024-06 Commission Meeting AV Services

TABLE OF CONTENTS

I. General Information

A. Purpose, Goals, and Scope of Work B. Availability C. Key Action Dates D. Award of Contract E. RFQ-ITS Response Guidelines F. Small Business Participation and Certification G. Disabled Veterans’ Business Enterprise Participation:

H. RFQ-ITS Response Content

II. Evaluation Information A. Evaluation Process B. Evaluation Criteria

Attachment 1 – Cover Sheet Attachment 2 – Cost Sheet Attachment 3 – Response to Scope of Work Attachment 4 – Customer Experience Reference Form Attachment 5 – Bidder Declaration Form Attachment 6 – Payee Data Record, STD. 204 Attachment 7 – California Civil Rights Laws Certification Attachment 8 – Darfur Contracting Act Form Attachment 9 – Sample Standard Agreement

EXHIBIT A

EXHIBIT B

EXHIBIT C

EXHIBIT D

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Requirements

You are invited to review and respond to this Request for Quote for IT Services (RFQ- ITS), entitled California State Lands Commission, RFQ 2024-06 Commission Meeting Audio Visual (AV) Services. 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.

The term of this agreement will be for a period of two (2) years from November 1, 2024

– October 31, 2026, with two options to amend the contract to extend for an additional one (1) year period. This amendment option will be executed at the sole discretion of the Commission.

Quotes must be received no later than the date and time specified on the face of this RFQ-ITS and in Section I. General Information, C Key Action Dates.

I. General Information

A. Purpose, Goals, and Scope of Work Established in 1938, the California State Lands Commission (Commission) is composed of the Lieutenant Governor, the State Controller, and the Governor’s Director of Finance. The Commission is primarily a land and resource trust manager. It manages approximately 4 million acres of California's sovereign public trust lands and resources that were received upon admission into the Union in 1850. It also manages other lands that the federal government conveyed to the state (commonly known as school lands) and oversees the management of public trust lands legislatively granted in trust to over 70 local jurisdictions. The Commission also enforces the protections of the Public Trust Doctrine, the State’s property rights, and important environmental quality and marine pollution prevention laws.

The purpose of this RFQ is to contract with an outside contractor to provide gavel-to-gavel audiovisual support for both hybrid and virtual public meetings over Zoom Webinar, live internet webstreaming (webcasting) services, and video documentation for archive of Commission meetings. Meetings are currently scheduled for a single day.

There are typically six Meetings scheduled per year; however, it is possible that a special meeting may be held, in addition to the regular bi-monthly meeting. One meeting a year may also be cancelled; however, this is not common. It is also possible that training workshops or other meetings may be held in addition to the public Commission meetings that require audiovisual support and video documentation. Vendors that have current experience providing audiovisual support for hybrid or virtual meetings, live streaming of meeting content, in both audio and multiple video formats, and experience in managing hybrid and virtual meetings using the Zoom Webinar platform, are invited to respond.

The period of performance for this contract is two (2) years.

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See Attachment 9 – Sample Standard Agreement for the detailed Purpose, Goals, and Scope of Work that the awarded contractor will perform and the terms of the contract that may be awarded as a result of this solicitation.

B. Availability The selected contractor must be able to meet the requirements of this RFQ and be ready to begin work by the contract start date specified in Section C. 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. All replacement personnel are subject to approval by the State.

C. 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. It must be understood that time is always of the essence, both for the quote submittal and contract execution.

Key Action Dates Date Time (PT)

1. Release of RFQ-ITS 9/23/2024 End of Day

2. Submission of written questions 9/30/2024 End of Day

3. Commission’s response to written questions 10/4/2024 End of Day

4. Submission of Quotes* 10/22/2024 By 1:00 PM

5. Public Quote Opening (Subject to change) 10/22/2024 @ 3:30 PM

6. Contract Award (Subject to change) 10/23/2024 End of Day

7. Contract Start Date 11/1/2024 12:00 AM

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

D. Award of Contract Award of Contract Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, California State Lands Commission Page 5 of 35 the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

E. RFQ-ITS Response Guidelines This RFQ-ITS and the selected 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 Scope of Work.

F. Small Business Participation and Certification

1. Small Business Non-Profit Veteran Service Agencies (SB/NVSA): SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section

999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right hand side of the first page of this solicitation.

2. Non-Small Business Contractor Preference: A 5% bid preference is available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation.

3. All bidders must complete and include the Bidder Declaration form GSPD-05-105, included as Attachment 5. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which you commit to subcontract in an amount of at least twenty-give percent (25%) of the net bid price. All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4). https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05- 105.pdf

G. Disabled Veterans’ Business Enterprise Participation:

A Disabled Veterans’ Business Enterprise (DVBE) goal is not required, but DVBE participation is encouraged.

1. The Commission recognizes disabled veterans for their service and has a DVBE

Participation Program. The program is intended to further veterans’ participation in the Commission contracting, promote competition, and encourage greater economic opportunity.

2. For general information regarding DVBE contracting, email the Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) osdshelp@dgs.ca.gov or call (916) 375-4940. Visit their website here.

This RFQ does not include a mandatory DVBE goal.

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

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H. RFQ-ITS Response Content Responsive Bidder A supplier who is responsive provides a bid response that is compliant with solicitation requirements and indicates performance without material deviation from the terms and conditions of the proposed contract. A deviation is material if the Bidder’s response is not in substantial accord with the solicitation requirements, provides an advantage to one Bidder over other Bidders, or has a potentially significant effect on the delivery, quantity, or quality of items bid, amount paid to the supplier, or on the cost to the State.

Material deviations cannot be waived. Bidders who fail the Administrative Evaluation are considered non-responsive.

Responsible Bidder A supplier who is responsible and submits a responsive quote is one who clearly indicates compliance without material deviation from the solicitation’s terms and conditions and who possesses the experience, facilities, reputation, and financial resources existing at the time of contract award.

Submission Instructions

1. Importance of Meeting Deadlines – Bidders are solely responsible for insuring delivery of their sealed bid no later than the date and time specified in Key Action Dates. Use of the U.S. Postal Service, express or overnight delivery, or any other service which might result in delayed delivery shall not relieve the bidders from the conditions of the specified deadline. It is the State's policy to make every effort to ensure that all bids have been received and properly time stamped; however, bidders are ultimately responsible for ensuring timely receipt of their bid at the address stated above. Bidders may verify receipt of their bid by contacting Sen Cathy Chan at (916) 574-1834 or CSLC.Solicitations@slc.ca.gov.

2. Sealed Cover Submission – Bidders must submit their proposal either via mail or email. Bidders must separate the “cost” portion from the rest of the proposal by using a separate mail envelope or electronic file. Bids not submitted under sealed cover may be rejected.

a. The Commission will accept emailed bids only if the “cost” portion is in a file that is separate from the rest of the submission and labeled as “2024-06 COST

ENVELOPE”.

i. Email submissions must be sent to CSLC.Solicitations@slc.ca.gov.

b. The Commission will accept mailed bids only if the “cost” portion is sealed in a separate envelope and contained inside the bid envelope.

i. The sealed envelope must be plainly marked with the RFQ number and title, must show the Contractor name and address, and must be marked with "DO NOT OPEN", as shown in the following example:

(RFQ Name and Number) (Contractor Name) (Contractor Address) DO NOT OPEN! SEALED BID

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ii. Mail or hand-deliver bids to the following address:

Sen Cathy Chan, Contract Specialist State Lands Commission 100 Howe Avenue, Suite 100 South Sacramento, CA 95825-8202

c. Copies Required – A minimum of one (1) digital copy delivered to

CSLC.Solicitations@slc.ca.gov, of the bid must be submitted; the email submission must include the RFQ Name and Number in the subject line. The digital copy shall be a true and complete copy of the bid submittal. All Word documents that are digitally returned, must be in original editable Word format, with tracked changes. Multiple emails may be necessary to deliver the digital copy due to file size.

d. Original Signatures – All documents requiring a signature must bear an original signature of a person authorized to bind the bidding Contractor. This requirement may be met through the use of DocuSign. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

3. All questions regarding the content of this RFQ-ITS must be submitted in writing by mail or electronically 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. Verbal responses from the Commission are not considered binding. When the State has completed its review of the questions, all of the questions and answers will be issued via an addendum to this RFQ-ITS and posted on California eProcurement Portal at https://caleprocure.ca.gov.

a. Questions may be emailed to: cathy.chan@slc.ca.gov

b. Question may be mailed to:

Sen Cathy Chan, Contract Specialist California State Lands Commission 100 Howe Avenue, Suite 100-South, Sacramento, CA 95825 https://caleprocure.ca.gov/

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II. Evaluation Information

A. Evaluation Process Responses will be checked for the presence of requirement information in conformance with the submission requirements of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the requirements.

B. Evaluation Criteria The following three sub-sections and criteria will be reviewed by the State’s evaluation team.

1. Administrative Requirements Evaluation Criteria (Pass/Fail)

Responses are reviewed to ensure the submitted bid contains all administrative sections required and listed in. The Contractor will receive a Pass/Fail for this part of the evaluation. A Fail may prevent the Contractor from moving on in the evaluation process.

Requirement

Check Mark

1 Signed RFQ-ITS Page 1 2 Attachment 1 Signed – RFQ-ITS Cover Sheet 3 Attachment 2 – Completed and Signed Cost Sheet 4 Attachment 3 – Response to Scope of Work (including two (2) examples of video production, narrative, list of subcontractors if applicable, equipment list, organization chart, and resumes)

5 Attachment 4 – Three Customer Experience Reference Forms 6 Attachment 5 – Bidder Declarations 7 Attachment 6 – Payee Data Record, STD. 204 8 Attachment 7 – California Civil Rights Laws Certification 9 Attachment 8 – Darfur Contracting Act Form

10 [ONLY IF APPLICABLE] Attachment 10 - Proof of Certified Small Business or Disabled Veterans Business Enterprise (SB/DVBE)

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2. Technical Requirements Evaluation Criteria (70 points) Bids are scored against Technical and Administrative RFQ requirements, using value effective criteria, resulting in a Preliminary Technical and Administrative score.

The overall responsiveness of each RFQ-ITS response is based on the complete response from the bidder to the RFQ-ITS requirements, including the statement of work for the project.

Evaluation Criteria Administrative Criteria Initial Administrative Review Pass/Fail

Technical Criteria 70 Points Max

Contractor’s experience and qualifications meet or exceeds State’s needs, including a minimum of three (3) years’ experience providing high quality, hybrid or virtual audio-visual services and live streaming for public meetings, including support to Agency members and presenters.

50 max

Contractor’s capacity to perform the work pursuant to the Scope of Work, including the Contractor’s submission for the Response to Scope of Work (Attachment 3)

20 max

Cost 70 Points Max

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

30 max

Total Points 100 Points Max

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The Evaluation Committee’s Methodology for Point Calculation

Rating Relation to Requirements Strengths Deficiencies/

Weaknesses Likelihood of Success Score

Excellent Superior attainment of all requirements

Numerous and significant in key areas Minor, if any Very High 10

Good Expected to meet all requirements

Some and significant in key areas

Minor, but are far outweighed by strengths High 7.5

Acceptable Capable of meeting all requirements

Some in non-key areas

Minor, but are outweighed by strengths Fair 5

Marginal

May not be capable of meeting all requirements

None, or some that are outweighed by weaknesses or deficiencies

Significant Poor 2.5

Unacceptable Not likely to meet all requirements

None, or some that are far outweighed by weaknesses or deficiencies

Needs major revision None 0

a) The Evaluation Criteria is different and distinct from the Methodology for Point

Calculation. The Methodology section details how the Evaluation Committee will score each Evaluation Criterion with 10 being the highest score and 1 the lowest score.

b) These 1-10 scores are then translated into points which are calculated based on the individual criterion’s weight.

c) For example, if a Bidder is scored 5 out of 10 by the Evaluation Committee in the Experience and Qualification criterion, they will receive 50% of the 50 points available, or 25 points in this Evaluation Criterion.

3. Cost (30 points)

Each vendor must complete the Cost Sheet (Attachment 2). Evaluation of cost points will be based on the total cost for Table B-1: Required Tasks in the Cost Sheet (Attachment 2). The vendor who has the lowest total cost will be awarded the full 30 cost points.

Each bidders cost score will be calculated based on the ratio of the lowest cost proposal to the bidders cost, multiplied by the maximum number of cost points available (30) as shown in the calculation below:

Lowest Total Cost Bid __________________ X Total cost points available

Bidder Total Cost

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Fractional points will be rounded to two decimal points.

Example: To help illustrate this process, refer to table below, for an example of the cost score calculation process with a total of 60 cost points available. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology Example

Bidder Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 60 45 $400,000

B $350,000 $300,000 X 60 51.43 $350,000

C $300,000 $300,000 X 60 60 $300,000

4. SAMPLE - Final Scoring Methodology

Bidder Technical Score Cost Score Total Points Awarded A 72 45 117.00 B 68 51.43 119.43 C 76 60 136.00

In this case the highest scored proposal from Bidder C would be the intended awardee.

5. Tie-breaker

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders who have tied in a container. The first name drawn at random will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

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Attachment 1 – Cover Sheet

The submission of this quote does not obligate the California State Lands Commission 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-ITS.

1. Full Legal Name of Bidder’s Organization:

2. Mailing Address:

Street City State Zip

Telephone FAX 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)

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Attachment 2 – Cost Sheet

Costs Per Meeting

The Bidder must complete the sections in the Cost Sheet (Attachment 2) in red. The total cost entered in the Table B-1: Required Tasks will be used by the Commission review committee to determine the cost points to be awarded to each bidder (see “Section II. Evaluation Information”). The successful bidder will be paid for meetings according to costs entered on this Cost Sheet. The costs entered in the Table B-2:

Optional Tasks will not be used to determine cost points.

Travel Expenses Travel reimbursements shall be according to the California Department of Human Resources (CalHR) current state rates, see http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx. No travel outside the State of California by Contractor shall be reimbursed unless there is prior written authorization obtained from the Commission.

Table B-1: Required Tasks

The total determines cost points and equals initial contract value. The successful bidder will be paid for meetings according to costs entered on this Cost Sheet.

Task # Task Description Unit Cost

Unit of Measure

1 One-day Hybrid Commission meeting $$ per meeting 2 One-day Virtual Commission meeting $$ per meeting

TOTAL $$

Table B-2: Optional Tasks

The Bidders do not need to bid on the Optional Tasks. The Optional Tasks are not part of the Evaluation for Award. The costs entered in the Table B-2: Optional Tasks will not be used to determine cost points. Bidders may add line items and edit this table freely.

Opt.

Task# Optional Task UOM Unit Cost

1 Webpage for language set-up charge One Time Flat Rate $$

2 Integration of interpreter into hybrid meeting on separate web page Per Day $$

3 Closed captioning on archive, per language on separate page Per Day $$ http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx

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Record the language(s) during the live meeting and make it available on the archive as a separate audio file.

Per Day $$

Equipment provision and coordination of overflow rooms: Bidder will supply equipment adequate to allow members of the public in the overflow room to see and hear the meeting proceedings as conducted.

Per Day $$

Alternate Internet Connection: In the case of lack of connectivity, inadequate connectivity, or loss of connectivity at the meeting venue, the Contractor will provide alternate Internet connectivity as long as cell service is available.

Per Day $$

Data overage charge: Pass-through cost of high rates of data used for meeting streaming to be invoiced with documentation

Per Day $$

TOTAL $$

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

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Attachment 3 – 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:

a) The Contractor shall provide all labor, equipment, software, transportation, supplies and materials necessary to complete the scope of work.

b) The Contractor shall provide equipment and operators to facilitate public meetings for the Commission according to meeting types listed in Exhibit B.

i) This will include a complete live-edit video production system, using five robotic cameras.

ii) The Contractor shall either use audio and presentation systems in the venue or shall supply complete audio and presentation systems or augment venue provided systems as needed, depending on the location of the meeting.

iii) A minimum of 10 microphones shall be made available, as well as a handheld microphone for mobile speakers and handicapped individuals. A speaker timer and ADA standard headsets shall also be available.

c) The Contractor’s presentation systems shall include screen(s) and projector(s) as appropriate and 24” to 50” flat panel monitors for the Commission and staff if needed.

i) The Contractor shall provide a laptop with common presentation software to complete the presentation system.

d) The Contractor shall host the Zoom webinar hybrid or virtual element of the meeting, using one of its Zoom webinar licenses, sending invitations to panelists and links to attendees per direction from CSLC staff. It will integrate participants on Zoom into the meeting process.

i) The meeting shall also be streamed live on the vendor’s website, with a link provided to the CSLC in advance of the meeting for publication by the agency.

ii) The meeting shall be recorded on multiple devices for upload to the archive on the Bidder’s website or an alternative website. A different site may be used to host archived footage if there is prior authorization obtained from the Commission. The meeting shall be available as raw footage and with indexing with our Key Point Indexing (KPI) for ease of viewing specific items and details such as any votes by the Commission.

iii) The meeting stream and archived footage must have closed captioning.

iv) Two USB drives with meeting proceedings shall be provided to CSLC staff within ten business days after the meeting date, with in MediaMinutes format. The Contractor’s electronic minutes, with files additional files containing the raw video, stand-alone audio and presentations.

e) The Contractor shall be given access to the meeting venue at the earliest possible time, but no later than 4 hours prior to the start of the meeting.

f) Excess Lodging Requests can be requested under this Agreement. Such requests must be approved in writing by the Project Coordinator

g) Billing rates shall be pursuant to the Exhibit B Cost Worksheet(s) (Attachment 2).

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Attachment 4 – 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 hybrid meetings conducted, (2) number of virtual meetings 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 in-person meetings conducted.

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Attachment 5 – 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.

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Attachment 6 – 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 https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

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Attachment 7 – California Civil Rights Laws Certification

The successful bidder as a result of this RFQ-ITS will be required to complete and sign the California Civil Rights Laws Certification, before contract execution. Refer to the following website link for more details:

https://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf https://www.documents.dgs.ca.gov/dgs/fmc/dgs/ols004.pdf

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Attachment 8 – Darfur Contracting Act Form Pursuant to Public Contract Code section 10478, if a bidder or proposer currently or within the previous three years has had business activities or other operations outside of the United States, it must certify that it is not a “scrutinized” company as defined in Public Contract Code section 10476.

Therefore, to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete only one of the following three paragraphs (via initials for Paragraph # 1 or Paragraph # 2, or via initials and certification for Paragraph # 3):

Company/Vendor Name (Printed)

Federal ID Number

Printed Name and Title of Person Initialing (for Options 1 or 2)

1. _____ We do not currently have, and have not had within the previous

Initials three years, business activities or other operations outside of the United States.

OR

2. _____ We are a scrutinized company as defined in Public Contract Code

Initials section 10476, but we have received written permission from the Department of General Services (DGS) to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

OR

3. _____ We currently have, or we have had within the previous three years, Initials business activities or other operations outside of the United States, + certification but we certify below that we are not a scrutinized company below as defined in Public Contract Code section 10476.

CERTIFICATION For # 3.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the clause listed above in # 3. This certification is made under the laws of the State of California.

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

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Attachment 9 – Sample Standard Agreement The following screenshot is a sample Standard Agreement the awarded contractor will receive when contract is drawn; do not fill out or provide as the bid package.

SAMPLE – Do NOT provide as part of proposal

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Sample Standard Agreement

EXHIBIT A

SCOPE OF WORK

SCOPE OF WORK

A. OVERVIEW

The California State Lands Commission (“the Commission”) hereby contracts with NAME (hereafter referred to as “the Contractor”) to provide webstreaming, audio, and video services.

B. TERM

The term of this agreement will be for a period of two (2) years from November 1, 2024 – October 31, 2026

C. PROJECT REPRESENTATIVES

The project representatives during the term of this agreement will be:

State Agency: California State Lands Commission

Contractor:

Name: TBD Name:

Phone: TBD Phone:

Fax: TBD Fax:

Direct all inquiries to:

State Agency: California State Lands Commission

Contractor:

Attention: TBD Attention:

Address:

California State Lands Commission’s at 100 Howe Avenue, Suite 100-South, Sacramento, CA 95825

Address:

Phone: TBD Phone:

Fax: TBD Fax:

D. PURPOSE AND GOALS

Established in 1938, the California State Lands Commission (Commission) is composed of the Lieutenant Governor, the State Controller, and the Governor’s Director of Finance. The Commission is primarily a land and resource trust manager.

It manages approximately 4 million acres of California's sovereign public trust lands and resources that were received upon admission into the Union in 1850. It also manages other lands that the federal government conveyed to the state (commonly known as school lands) and oversees the management of public trust lands legislatively granted in trust to over 70 local jurisdictions. The Commission also enforces the protections of the Public Trust Doctrine, the State’s property rights, and important environmental quality and marine pollution prevention laws.

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The purpose of this agreement is to provide gavel-to-gavel audiovisual support for both hybrid and virtual meetings, live internet webstreaming (webcasting) services, and video documentation for archive of Commission meetings. Under this agreement, the contractor will provide audiovisual support for hybrid or virtual meetings, live streaming of meeting content, in both audio and multiple video formats, and manage hybrid and virtual meetings using the Zoom Webinar platform.

The period of performance for this contract is two (2) years with an amendment option to extend for an additional one (1) year period under the same terms and conditions. The contractor shall not be authorized to deliver or commence performance of services as described in this Scope 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.

1. The goals of this agreement are as follows:

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

• Provide full-service, gavel-to-gavel electronic meeting coverage at all public hearings via live, internet webstreaming. Support remote participation of the public and Commission staff using the Zoom Webinar Platform, including managing speaker invitations for Commissioners, staff and the public prior to commencement of Commission meetings.

• Provide consistent and accessible electronic archival meeting coverage

(electronic minutes), with indexing by item, to the public via the Commission’s website. The definition of “electronic minutes” is archived streaming video content, with indexing by item including agenda item, staff presentations, ex-parte communications, public testimony, staff response, Commission discussion, and Commission action/vote.

• Provide complete meeting documentation to the Commission and members of the public in hard copy through the production of USB Flash Drives or other storage devices as mutually agreed upon.

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

2. The objectives of this agreement are as follows:

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

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• Promote greater public awareness of, and participation in, current coastal management issues by providing complete electronic coverage of Commission meetings online via live, internet webstreaming.

• Enhance public accessibility to past Commission actions and proceedings through web-based archives (electronic minutes), and other electronic storage devices as mutual agreed upon.

E. DETAILED SCOPE OF WORK

This Scope of Work (SOW) reflects the services to be provided by the Contractor for the California State Lands Commission. 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. Contractor Tasks for and during each meeting:

a) The Contractor shall provide all labor, equipment, software, transportation, supplies and materials necessary to complete the scope of work.

b) The Contractor shall provide equipment and operators to facilitate a hybrid meeting for the Commission.

i) This will include a complete live-edit video production system, using five robotic cameras.

ii) The Contractor shall either use audio and presentation systems in the venue or shall supply complete audio and presentation systems or augment venue provided systems as needed, depending on the location of the meeting.

iii) A minimum of 10 microphones shall be made available, as well as a handheld microphone for mobile speakers and handicapped individuals. A speaker timer and ADA standard headsets shall also be available.

c) The Contractor’s presentation systems shall include screen(s) and projector(s) as appropriate and 24” to 50” flat panel monitors for the Commission and staff if needed.

i) The Contractor shall provide a laptop with common presentation software to complete the presentation system.

d) The Contractor shall host the Zoom webinar hybrid or virtual element of the meeting, using one of its Zoom webinar licenses, sending invitations to panelists and links to attendees per direction from CSLC staff. It will integrate participants on Zoom into the meeting process.

i) The meeting shall also be streamed live on the Bidder’s website, with a link provided to the CSLC in advance of the meeting for publication by the agency.

iv) The meeting shall be recorded on multiple devices for upload to the archive on the Bidder’s website or an alternative website. A different site may be used

California State Lands Commission Page 25 of 35 to host archived footage if there is prior authorization obtained from the Commission. The meeting shall be available as raw footage and with indexing with our Key Point Indexing (KPI) for ease of viewing specific items and details such as any votes by the Commission.

ii) Two USB drives with meeting proceedings shall be provided to CSLC staff within ten business days after the meeting date, with in MediaMinutes format.

The Contractor’s electronic minutes, with files additional files containing the raw video, stand-alone audio and presentations.

e) The Contractor shall be given access to the meeting venue at the earliest possible time, but no later than 4 hours prior to the start of the meeting.

f) Excess Lodging Requests can be requested under this Agreement. Such requests must be approved in writing by the Project Coordinator

g) Billing rates shall be pursuant to the Exhibit B Cost Worksheet(s) (Attachment 2).

F. OPTIONAL ITEMS

Optional items included in this RFQ and the resulting contract will be implemented at the sole discretion of the Commission

1. Audiovisual services and video documentation services for in-person, hybrid, or virtual training workshops or other meetings. The set-up for these meetings will be similar to the public meeting set-up with a table in the front of the room and an audience viewing various monitors. Two USB Flash Drives will be provided to the Commission free of charge within 10 days after the last day of each meeting.

Additional copies will be available for purchase by the Commission at a cost of $15 for the first USB flash drive and $5 for each additional USB flash drive thereafter per each disc of a meeting day.

2. Alternate internet connection options (if any) that may be provided by the contractor. This item is not a requirement.

3. Overflow room facilitation. Occasionally at meetings with a large audience there may be an overflow area or room near the meeting room. Set-up for this area or room will be simple, with a large monitor (approximately 50-60”) and audio so the audience may view and hear the meeting proceedings. This service is required.

The Commission will strive to provide at least seven (7) days advance notice when possible. Vendors must include in their response the minimum number of days of advance notice they need in order to provide this service.

4. Closed captioning of meeting livestream and archive footage.

G. CONTRACTOR TASKS AND RESPONSIBILITIES

The Contractor must certify that it has appropriate systems and controls in place to ensure that State funds will not be used in the performance of this contract for the

California State Lands Commission Page 26 of 35 acquisition, operation or maintenance of computer software in violation of copyright laws.

The Contractor must provide all necessary staffing, with a highly recommended minimum of three staff members on site during the public meeting, required to meet the specific work details outlined herein. The Contractor’s production team will be responsible for the majority of the tasks associated to this project as follows: pre-site technical verifications, set-up, testing, production, archiving, and tear-down.

The Contractor must carry insurance policies that include coverage for non-owned and hired vehicles as well as Worker’s Compensation coverage for all employees.

The Commission will not be responsible for stolen, lost or damaged equipment used for the project.

H. COMMISSION RESPONSBILITIES

The Commission will be responsible for all aspects leading up to the meeting such as: finding suitable meeting locations, scheduling and briefing the various presenters, preparing and posting meeting information, and hosting the meetings.

The Commission has the right to increase or reduce the number of meeting days per bi-monthly meeting.

The Commission will designate a person to whom all project communications shall be addressed and who has the authority to act on behalf of the Commission for all aspects of the contracted services (Project Coordinator). The Project Coordinator will coordinate any contact between the contractor and Commission staff. The Project Coordinator will provide timely review and approval of all deliverables provided by the contractor so that the contractor can perform its obligations for the contracted services.

I. PROCESS FLOW

A Commission staff person will contact the contractor in advance, with all information required to coordinate times, locations and equipment needs. The Commission will give as much advance notice as possible, but at a minimum, notice will be given within 10 calendar days of the need for the service with specific location and date of meeting. All due diligence on the part of the Contractor to perform within tight time frames is expected. The Commission will assign a project coordinator to work with the contractor and monitor performance of the contract.

J. CHANGE MANAGEMENT PROCESS FOR SCOPE OF WORK

The purpose of this provision is to provide the Commission and the Contractor with a process for modifying responsibilities set forth in the Scope of Work that would not otherwise modify any legal duties, responsibilities, or obligations under the resulting contract, and therefore does not require that these changes be effectuated through a more formal, contractual amendment process (as allowed by the contract).

Illustrative examples of modifications allowed by this “change management process” for the Scope of Work include, but are not limited to: modification to the requested

California State Lands Commission Page 27 of 35 contents of a deliverable report; or modification of designated project personnel.

Such permissible modifications may be necessitated by unanticipated problems, re-prioritization of work tasks, or efficiency insights.

A request to modify any aspect of the Scope of Work may be initiated by the Commission or the contractor, and any modification request must be approved by both the Commission’s Project Coordinator and the contractor’s Project Manager, except that the Commission reserves the right to require at its sole discretion the replacement of any member of the contractor’s personnel designated to fulfill the contracted services. Modifications agreed to by the Commission and the contractor will be documented as operational adjustments to the Scope of Work. Any change to the nature of services, term, or total dollar amount of the contract will require an Amendment to the contract as allowed by the contract.

K. FINAL PROJECT ACCEPTANCE PROCEDURES

It shall be the Commission’s sole determination as to whether a contracted service or required deliverable has been successfully completed and is acceptable to the Department in fulfillment of the awarded contract.

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EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing

A. For services satisfactorily rendered and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein or attached hereto.

B. Invoices shall be submitted not more frequently than monthly in arrears to:

California State Lands Commission 100 Howe Avenue, Suite 100-South, Sacramento, CA 95825

- Or -accounts.payable@slc.ca.gov

C. Invoices shall contain the following information:

1. Contractor’s name and address as shown on this agreement.

2. Date of the invoice.

3. Time period covered by the invoice.

4. Contract number as shown on this agreement.

5. Original signature of the contractor (not required if printed using preprinted letterhead paper).

6. Itemized costs for the billing period in the same or greater level of detail as indicated in this agreement, with supporting documentation. Only those costs and/or cost categories expressly identified in this agreement may be reimbursed.

2. Cost Worksheet Table B-1: Tasks

Task # Task Description Unit Cost

Unit of Measure

1 Task Description #1 TBD per meeting

2 Task Description #2 TBD per meeting

3 Task Description #3 TBD per meeting

4 Task Description #4 TBD per meeting

5 Task Description #5 TBD per meeting

TOTAL TBD

3. Cost Worksheet Table B-2: Optional Tasks

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Opt.

Task# Optional Task Unit

Cost 1 Optional Task Description #1 TBD 2 Optional Task Description #2 TBD 3 Optional Task Description #3 TBD 4 Optional Task Description #4 TBD

5 Optional Task Description #5 TBD

TOTAL TBD

4. Task Approval Process The designated Commission Project Coordinator shall maintain control and direction at all times over the scope of work being performed by the Contractor under this Agreement. The Commission reserves the right to modify, reject, cancel, or stop any and all plans, schedules, or work in progress. In such event, the Contractor agrees to use all reasonable efforts to mitigate expenses and obligations under this Agreement. The Commission shall reimburse the Contractor for all satisfactory services rendered and expenses, if any, incurred prior to such notice of termination.

5. Deliverable Acceptance Criteria

a) All concluded work must be submitted to the Commission for review and approval or rejection. Payment for all tasks performed under this Agreement will be based on deliverables.

b) The Project Coordinator, per Exhibit A will…