STATE OF CALIFORNIA

CALIFORNIA STATE LANDS COMMISSION

Request For Quotation (Informal)

For Information Technology Services

RFQ DUE DATE: 03/24/2026 @1:00PM

CONTRACT AWARD DATE: 04/08/2026

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

Supplier name and address:

SOLICITATION NO.

RFQ 2025-14 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 CLAIMING 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 forty-five (45) calendar days following the date the response is due, to provide all audiovisual and related IT services upon which prices are quoted, at the prices set forth, in accordance with the Scope of Work, at the designated location(s), within the time frames 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.

California State Lands Commission Page 2 of 38 RFQ 2025-14 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

California State Lands Commission Page 3 of 38

REQUIREMENTS

You are invited to review and respond to this Request for Quote (RFQ) for IT Services, entitled California State Lands Commission, RFQ 2025-14 Commission Meeting Audio Visual (AV) Services. In submitting your quote, you must comply with the instructions found herein. The services required are detailed in the Scope of Work, Exhibit A. Please read the included model contract documents carefully.

The term of this agreement will be for a period of three (3) years from June 1, 2026 – May 31, 2029.

Quotes must be received no later than the date and time specified on the face of this RFQ 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 web streaming (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 special meetings may be held, in addition to the regular bi-monthly meeting. Meetings 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 three (3) years.

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

California State Lands Commission Page 4 of 38

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. 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 02/23/2026 End of Day

2. Submission of written questions 03/02/2026 End of Day

3. Commission’s response to written questions 03/11/2026 End of Day

4. Submission of Quotes* 03/24/2026 By 1:00 PM

5. Technical Evaluation (Subject to change) 03/31/2026 INTERNAL

5. Cost Quote Opening (Subject to change) 04/01/2026 INTERNAL

6. Contract Award (Subject to change) 04/08/2026 End of Day

7. Contract Start Date 06/01/2026 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

If a contract is awarded, it will be made in accordance with Section II (Evaluation Information) of this RFQ. The contract will be awarded to the responsive and responsible Bidder whose submission meets all RFQ requirements, including any addenda. The State may waive minor or immaterial irregularities that do not affect the integrity of the solicitation. 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 intends to make a single contract award under this RFQ. The State reserves the right to amend or cancel this RFQ, in whole or in part.

California State Lands Commission Page 5 of 38

E. RFQ RESPONSE GUIDELINES (IT SERVICES)

This RFQ is issued for evaluation and selection purposes only and will not become part of the executed STD. 213 (Standard Agreement) contract. If a contract is awarded, the State’s Model Contract (Exhibits A, B, C, and D) and the selected Bidder’s final quote, as accepted by the State, will form the contractual agreement.

Responses to this RFQ must include all information requested and must follow the format and instructions provided. It is Bidder’s responsibility to submit sufficient and accurate information to allow the State’s evaluation team to assess qualifications, apply the value-effective scoring criteria, and determine Bidder’s ability to perform the services described in the 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-five 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:

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 www.dgs.ca.gov.

This RFQ does not include a mandatory DVBE goal , but DVBE participation is encouraged.

California State Lands Commission Page 6 of 38

H. RFQ RESPONSE CONTENT

Responsive Bidder

A bid response that is compliant without material deviation from the solicitation requirements and the terms and conditions of the proposed contract. A deviation is material if the Commission determines that the Bidder’s Bid is not in substantial accord with the solicitation requirements, or has a potentially significant effect on the delivery, quantity, or quality of deliverables, amount paid to the supplier, or on the cost to the State. Material deviations cannot be waived. The Commission may waive immaterial deviations and the bid may be evaluated when considered to be in the best interest of the State. Immaterial deviations are inconsequential variances, which carry little or no importance and do not provide a bidder with any material advantage over other bidders.

Waiver of an immaterial deviation shall in no way modify the Bid requirements or excuse the selected bidder from full compliance with the terms and conditions of the proposed contract provisions. (State Contracting Manual Section 1404.3)

A Bid may be deemed non-responsive and subsequently rejected if any of the following occurs:

(i) At any time, a submission is received after the exact time and date set forth in Key Action Dates for receipt of each submission.

(ii) The bidder fails to meet any of the eligibility requirements as specified in Minimum Qualifications.

(iii) The bidder fails to submit or fails to complete, and sign required Attachments as instructed in this RFQ.

(iv) The submission contains false, inaccurate, or misleading statements or references.

(v) The bidder is unwilling or unable to fully comply with the proposed contract provisions.

(vi) The bidder supplies conditional cost information, incomplete cost information, or cost information containing unsigned/uninitiated alterations or irregularities.

Responsible Bidder

A Bidder who submits a Responsive Bid and who possesses the qualifications, experience, facilities, reputation, and financial resources necessary to perform the contract 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

California State Lands Commission Page 7 of 38 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 quote 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 or separate file 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 “2025-14 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 Bidder’s name and address, and must be marked with "DO NOT OPEN", as shown in the following example:

(RFQ Name and Number) (Bidder’s Name) (Bidder’s Address) DO NOT OPEN! SEALED BID

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 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

California State Lands Commission Page 8 of 38 this RFQ 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

California State Lands Commission Page 9 of 38

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. The department will evaluate each RFQ 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. Bidders will receive a Pass/Fail for this part of the evaluation. A Fail may prevent the Bidder from moving on in the evaluation process.

Requirement

Check Mark

1 Signed RFQ Page 1 2 Attachment 1 Signed – RFQ Cover Sheet 3 Attachment 2 – Completed and Signed Cost Sheet

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

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

California State Lands Commission Page 10 of 38

2. Technical Requirements Evaluation Criteria (70 points)

Bids are scored against Technical requirements and Cost Score, using value effective criteria, resulting in a Preliminary Technical and Cost score. The overall responsiveness of each RFQ response is based on the complete response from the Bidder to the RFQ requirements, including the statement of work for the project.

Evaluation Criteria

Administrative Criteria

Initial Administrative Review Pass/Fail

Technical Criteria: 70 Points Max

Bidder’s experience and qualifications meet or exceed 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

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

20 max

Cost: 30 Points Max

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

30 max

Total Points 100 Points Max

California State Lands Commission Page 11 of 38

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

California State Lands Commission Page 12 of 38

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.

The following example is provided for illustrative purposes only. Actual point values applied in this RFQ are those identified in the Evaluation Criteria above

Cost Evaluation and Scoring Methodology Example

Bidder Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 60

$400,000

B $350,000 $300,000 X 60

51.43 $350,000

C $300,000 $300,000 X 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 bid from Bidder C would be the intended awardee.

5. Tie-breaker In the event of a tie in total evaluated score, the Bidder with the higher technical score will be ranked higher. If a tie remains, the State may apply additional evaluation criteria identified in this RFQ or take other action consistent with the State Contracting Manual to determine final ranking Bidder

California State Lands Commission Page 13 of 38

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 of the RFQ and Model Contract.

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)

California State Lands Commission Page 14 of 38

Attachment 2 – Cost Sheet

Costs Per Meeting

The Bidder must complete the sections in the Cost Sheet (Attachment 2) [within brackets]. 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 Table B-1. The costs entered in 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 Bidder 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 as incorporated into Exhibit B.

Task # Task Description Unit Cost

Unit of Measure

One-day Hybrid Commission meeting, with English Closed Captioning of meeting livestream and archive footage

[$$] per meeting

One-day Virtual Commission meeting, with English Closed Captioning of meeting livestream and archive footage

[$$] per meeting

TOTAL [$$]

Table B-2: Optional Tasks

Bidders must provide pricing for the Optional Tasks listed in Table B-2. Optional Tasks are not included in the evaluation for award and will not be used to determine cost points.

Pricing submitted for Optional Tasks will be incorporated into Exhibit B of the resulting contract. Optional Tasks do not guarantee the issuance of work and will be performed only upon written authorization by the Commission.

California State Lands Commission Page 15 of 38

Bidders may propose additional optional services only if clearly identified as optional and within the general scope of services described in this RFQ. The State reserves the right to accept or reject any proposed optional Tasks.

Optional Tasks do not expand or modify the Scope of Work and may not be used to add new base services beyond those described in this RFQ.

Opt.

Task#

Optional Task

UOM

Unit Cost

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

Integration of interpreter into hybrid meeting on separate web page

Per Day [$$]

3 Spanish Closed captioning of meeting livestream Per Day [$$]

3a Spanish Closed captioning of archive footage Per Day [$$]

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 Bidder 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 [$$]

Audiovisual services and video documentation services for in-person training workshops or other meetings.

Per Day [$$]

8a

Audiovisual services and video documentation services for hybrid training workshops or other

8b

Audiovisual services and video documentation services for virtual training workshops or other

California State Lands Commission Page 16 of 38

TOTAL [$$]

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

California State Lands Commission Page 17 of 38

Attachment 3 – Response to Scope of Work (Technical Narrative) Bidders must submit a narrative response describing how they propose to perform the services described in Exhibit A (Scope of Work). This attachment is Bidder’s technical proposal and will be evaluated as part of the Technical Requirements Evaluation Criteria.

The response should clearly explain Bidder’s proposed approach, staffing, equipment, workflows, and experience. Bidders should not restate contract terms but instead describe how they will meet or exceed the State’s requirements. Bidders should describe their proposed approach for each item below.

At a minimum, the Bidder’s narrative response should address the following:

a) Describe how the Bidder will provide all labor, equipment, software, transportation, supplies and materials necessary to complete the Scope of Work, Exhibit A.

b) Describe how the Bidder will provide equipment and operators to facilitate public meetings for the Commission according to meeting types listed in Exhibit B.

i) The Bidder shall provide a complete live‑edit video production system, utilizing an appropriate number of cameras to ensure all Commissioners, presenters, and audience‑facing materials are clearly visible from multiple angles. The number of cameras must be sufficient to provide effective coverage based on the meeting room layout and audience size.

ii) The Bidder 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) The Bidder shall provide an appropriate number of microphones to ensure clear and effective audio coverage for all Commissioners, presenters, and audience participants. This includes table microphones, podium microphones, and at least one handheld microphone for mobile speakers and individuals with disabilities. A speaker timer and ADA standard headsets shall also be available.

c) The Bidder’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) Describe how Bidder will provide a laptop with common presentation software to complete the presentation system.

d) Describe how the Bidder will 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 the Commission 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 Commission in advance of the meeting for publication by the agency.

ii) The meeting shall be recorded on multiple devices for uploading 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

California State Lands Commission Page 18 of 38

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 English closed captioning.

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

e) Bidder 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.

California State Lands Commission Page 19 of 38

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. 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 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.

California State Lands Commission Page 20 of 38

Attachment 5 – Bidder Declaration Form

All Bidders 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

California State Lands Commission Page 21 of 38

Attachment 6 – Payee Data Record, STD. 204

The successful Bidder as a result of this RFQ 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

California State Lands Commission Page 22 of 38

Attachment 7 – California Civil Rights Laws Certification

The successful Bidder as a result of this RFQ 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

California State Lands Commission Page 23 of 38

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

California State Lands Commission Page 24 of 38

Attachment 9 – Sample Standard Agreement

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

SAMPLE – Do NOT provide as part of bid

California State Lands Commission Page 25 of 38

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 web streaming, audio, and video services.

B. TERM

The term of this agreement will be for a period of three (3) years from June 1, 2026 – May 31, 2029

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.

California State Lands Commission Page 26 of 38

The purpose of this agreement is to provide gavel-to-gavel audiovisual support for both hybrid and virtual meetings, live internet web streaming (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. Zoom Webinar configuration must support accessibility features (live captions, keyboard navigation, etc.).

The period of performance for this contract is three (3) years. 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 web streaming. 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.

California State Lands Commission Page 27 of 38

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

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) The Contractor shall provide a complete live‑edit video production system, utilizing an appropriate number of cameras to ensure all Commissioners, presenters, and audience‑facing materials are clearly visible from multiple angles. The number of cameras must be sufficient to provide effective coverage based on the meeting room layout and audience size.

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) The Contractor shall provide an appropriate number of microphones to ensure clear and effective audio coverage for all Commissioners, presenters, and audience participants. This includes table microphones, podium microphones, and at least one handheld microphone for mobile speakers and individuals with disabilities. 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

California State Lands Commission Page 28 of 38 and links to attendees per direction from the Commission 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 Commission in advance of the meeting for publication by the agency.

i) 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.

ii) Two USB drives with meeting proceedings shall be provided to the Commission staff within ten business days after the meeting date, with in Media Minutes 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 TASKS

Optional tasks 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..

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 entail a large monitor (approximately 50-60”) and audio so the audience may view and hear the meeting proceedings. When requested by the Commission, 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.

California State Lands Commission Page 29 of 38

4. Closed captioning of meeting livestream and archive footage.

5. Webpage for Language set-up.

6. Integration of interpreter into hybrid meeting on separate web page.

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

8. Data Overage Charge: Pass-through cost incurred due to high rates of data usage during meeting streaming.

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 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 RESPONSIBILITIES

The Commission will be responsible for all aspects leading 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

California State Lands Commission Page 30 of 38

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 section L).

Change management may not be used to add new services, increase costs, or expand scope beyond the RFQ and final executed Agreement.

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 contents of a deliverable report; or modification of designated project personnel.

Such permissible modifications may be necessitated by unanticipated problems,…