RFQ_25-03_Streaming_Video___Audio_Services_FINAL.docx

California Coastal Commission Streaming, Video, & Audio Services

RFQ 25-03

Page

STATE OF CALIFORNIA

CALIFORNIA COASTAL COMMISSION

Request For Quotation For Information Technology Services

QUOTE DUE DATE:

01/06/2026

PUBLIC COST OPENING:

01/15/2026 Quotes must be delivered to Vickie Tse, Fiscal & Business Services Analyst before 2:00PM on the due date.

Supplier name and address:

SOLICITATION NO.

RFQ 25-03 Streaming, Video, & Audio Services

Contact Name:

Phone:

Email:

For further information contact:

Vickie Tse, Fiscal & Business Services Analyst 415-687-9998 Vickie.Tse@coastal.ca.gov

Ship To: (see below or bid document) California Coastal Commission Attn: Vickie Tse 455 Market Street, Suite 200, Room 228 San Francisco, CA 94105

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):

4_______________________________

Title:

4_______________________________

Signature:

4_______________________ Date:_______

Federal Employer Identification Number:

4_______________________________

Return bid to:

CALIFORNIA COASTAL COMMISSION

ATTN: VICKIE TSE

455 MARKET STREET, SUITE 200, ROOM 228

SAN FRANCISCO, CA 94105

DO NOT OPEN – QUOTE ENCLOSED

SECTION 14838 ET SEQ. OF THE CALIFORNIA GOVERNMENT CODE REQUIRES THAT A 5% PREFERENCE BE GIVEN TO BIDDERS WHO QUALIFY AS A SMALL BUSINESS AS A NON-SMALL BUSINESS CLAIMINIG AT LEAST 25% CALIFORNIA CERTIFIED SMALL BUSINESS PARTICIPATION FOR REQUIREMENTS SEE TITLE 2, CALIFORNIA CODE OF REGULATIONS SECTION 1896 ET SEQ. THE REQUIREMENTS FOR NONPROFIT VETERAN SERVICE AGENCIES QUALIFYING AS A SMALL BUSINESS ARE CONTAINED IN SECTION 999.50 ET SEQ. OF THE MILITARY AND VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

The purpose of this Request for Quote (RFQ) for Information Technology (IT) Services is to provide Streaming, Video, & Audio Services for the California Coastal Commission meetings from February 1, 2026, through January 31, 2027.

Attachments: The following documents are considered part of this solicitation and those marked with an asterisk (*) must be returned with the bid response or the bid may be considered invalid and be rejected.

1. Cover Sheet, Attachment 1*

2. Meeting Cost Sheet, Attachment 2*

3. Quote Calculation Sheet, Attachment 3*

4. Response to Scope of Work, Attachment 4*

5. Customer Experience Reference Form, Attachment 5*

6. Example of Meeting Room Set-Up Plan, Attachment 6

7. Commission 2026 and 2027 Meeting Schedule, Attachment 7

8. Bidder Declaration form GSPD-05-105, Attachment 8*

9. Payee Data Record (STD. 204), Attachment 9

10. Target Area Contract Preference Act (TACPA) Forms, Attachment 10(if applicable)

11. California Civil Rights Laws Certification, Attachment 11

12. Darfur Contracting Act Form, Attachment 12

13. Sample Standard Agreement, Attachment 13

14. Bidder Instructions (Form 451) - https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

15. IT General Provisions https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf

TABLE OF CONTENTS

Streaming, Video, & Audio Services

Requirements

You are invited to review and respond to this Request for Quote (RFQ) for IT Services, entitled California Coastal Commission, RFQ 25-03 Streaming, Video, & Audio 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.

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

The California Coastal Commission carries out the policies of the California Coastal Act dealing with public access to the coast, coastal recreation, the marine environment, coastal land resources and coastal development. The Commission is composed of 12 voting members and 4 non-voting members and holds public meetings at least once a month in locations throughout the state, generally in coastal areas. Public meetings generally last 3 full days from 9 am until 5 pm, sometimes ending earlier, and sometimes running well into the night. The Commissioners sit at a dais, approximately eight staff members sit at a staff table adjacent to or near the dais, speakers generally speak at a podium facing the Commissioners, and there is an audience, generally with seating up to 100 people. Currently, the meetings are held in a hybrid setting, with some participants attending in person at the meeting location, and some attending remotely via Zoom. These public meetings are broadcast live over the internet, and the video recordings are archived and available to view through the Commission’s website (http://www.coastal.ca.gov). For purposes of this contract, “meeting” will refer to a meeting that stretches over several days consecutively, unless “meeting day” or “1-day meeting” is specified.

The purpose of this RFQ is to contract with an outside contractor to provide (1) gavel-to-gavel audiovisual support for hybrid meetings (with both in person and virtual components over Zoom Webinar) and virtual meetings (if needed), and live internet webstreaming (webcasting) services for Commission meetings from February 1, 2026 through January 31, 2027, and (2) video documentation, content hosting, and delivery of archived audio/visual material dating from February 2007 through the present. Meetings are currently scheduled for three days in length; however, meeting length may be reduced or expanded. Meetings are scheduled monthly; however, it is possible that a one- or two- day meeting may be held in addition to the regular monthly meeting. One meeting a year may also be cancelled; in recent years, the January meeting has been cancelled. Vendors that have current experience providing audiovisual support for publicly accessible government meetings, including hybrid meetings, live streaming of meeting content, in both audio and multiple video formats, experience in managing virtual meetings using the Zoom Webinar platform and hosting archived streaming content, are invited to respond.

The period of performance for this contract is twelve (12) months with an amendment option to extend for an additional one (1) year period under the same terms and conditions and costs. The estimated budget to support the services outlined in this document is $200,000.00 for the one-year contract period.

See Attachment 13 – 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. It must be understood that time is always of the essence, both for the quote submittal and contract execution.

*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 and Protest 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 any 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, 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.

Written notification of the State’s intent to award will be made to all bidders. If a bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the bidder will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

Protests Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and to be the bid that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful bidder” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Facsimile No.: (916) 375-4611 Email: PDProtest@dgs.ca.gov

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

E. RFQ Response Guidelines This RFQ-ITS and the Contractor’s quote in response to this document will be made a part of the contract. Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. 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. RFQ Response Content The following checklist identifies the applicable items that must be completed and returned in order to be evaluated for award. Failure to return any of these items with your quote response may result in your quote being considered non-responsive.

Response Checklist

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

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

☐ Attachment 2 – Meeting Cost Sheet The vendor must complete the meeting cost sheet as specified in the Scope of Work. Vendor must submit Attachment 2 as (1) sealed in a separate cost envelope and (1) USB containing cost information.

☐ Attachment 3 – Quote Calculation Sheet The vendor must complete the quote calculation sheet as specified in the Scope of Work. Vendor must submit Attachment 3 as (1) sealed in a separate cost envelope and include on the (1) USB containing cost information.

☐ Attachment 4 – Response to Scope of Work The vendor must provide a description of how the services will be performed as required in the items in Attachment 4, including documentation to demonstrate their proven experience and to show how the requested services will be performed.

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

☐ Attachment 6 – Example of Meeting Room Set-Up Plan This attachment provides a diagram of the current typical meeting set-up. Vendors must indicate, at minimum, how cameras, microphones, and speakers will be placed. In addition, indicate all other equipment that will be placed. Please note, human-operated cameras are not allowed behind the dais or between the stanchion barrier line and the dais.

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

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

☐ Attachment 10 – Target Area Contract Preference Act (TACPA) Forms Please carefully review the forms and requirements before submitting as part of a proposal. Vendors are not required to apply for TACPA preferences.

☐ Attachment 11 – California Civil Rights Laws Certification The vendor must complete the California Civil Rights Laws Certification.

☐ Attachment 12 – Darfur Contracting Act Form The vendor must complete the Darfur Contracting Act Form.

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

Note: The State makes no warranty that the checklist is a full and comprehensive listing of every requirement specified in the RFQ. Checking off the items on the checklist does not establish your firm’s intent nor does it constitute responsiveness to the requirement(s). The checklist is only a tool to assist participating Bidders in compiling their final quote response. Bidders are encouraged to carefully read the entire RFQ. The need to verify all documentation and responses prior to the submission of final quotes cannot be over emphasized.

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.

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. Responses shall be submitted in a sealed envelope/package with the solicitation number and the bid due date and time clearly marked on the outside of the envelope/package. Contractors must submit one (1) signed hard copy of the original bid (including the response content checklist) and one (1) electronic copy submitted in Word format on a USB Flash drive. When submitting the bid via hard copy and USB Flash drive, it must not contain any of the cost information; cost information must be submitted separately in a sealed envelope. All bids must be typed; do not submit any parts of the bid in handwriting. All documents contained in the original bid package must have original, “wet-ink” signatures or electronic signatures using DocuSign or a similar program and must be signed by a person who is authorized to bind the proposing firm. Stamped signatures are not sufficient.

2. All cost information must be submitted in a separate sealed envelope that is clearly marked “COST INFORMATION – Do not open” containing one (1) signed hard copy of all cost information and one (1) electronic copy submitted in Word format on a USB Flash drive. If cost information is not submitted in this manner, the quote may be rejected.

(In total, electronic submission should be on 2 USBs. 1 for ONLY cost, and 1 for the bid without the cost.)

3. Faxed or emailed bids will not be considered. All responses must be mailed to the California Coastal Commission’s San Francisco Office at 455 Market Street, Suite 200, Room 228, San Francisco, CA 94105 and received by the Commission by 2:00 pm on January 6, 2026.

a. Bidders are encouraged to conserve natural resources such as paper and plastic when submitting their bids in response to this RFQ. Bids may be printed on double-sided paper, minimize use of binders or other plastic components, and be mailed in minimal packaging. This conservation effort is not a mandatory requirement and will have no impact on the evaluation and selection of the bidder who is awarded the contract.

4. All questions regarding the content of this RFQ must be submitted in writing by mail or email to Vickie Tse, Fiscal & Business Services Analyst, 455 Market Street, Suite 200, Room 228, San Francisco, CA 94105 or Vickie.Tse@coastal.ca.gov and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option. 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 and posted on California eProcurement Portal at https://caleprocure.ca.gov.

Notice of Intent to Award Notice of Intent to Award shall be posted in a public place in the office of the California Coastal Commission, 455 Market Street, Suite 300, San Francisco, CA 94105 for five (5) business days prior to awarding the contract.

Responses will be checked for the presence of required information in conformance with the submission requirements of this RFQ. The department will evaluate each RFQ response to determine its responsiveness to the requirements.

The Public Cost Opening will take place over Zoom. To join the Zoom meeting, go to https://zoom/us/join and enter the Meeting ID below and select “join from your browser.” Participants will then enter the meeting password listed below and their name. Participants will select the “Join” button.

Join Zoom Meeting https://us02web.zoom.us/j/81587548620?pwd=3avg7KVmEDbbO4by1EOeaMFBYHUmG5.1

Meeting ID: 815 8754 8620 Passcode: 669226

One tap mobile

+16694449171,,81587548620#,,,,*669226# US

+16699009128,,81587548620#,,,,*669226# US (San Jose)

Join instructions https://us02web.zoom.us/meetings/81587548620/invitations?signature=tP9-vMAxxpJNUipnH6YCmI2x3u00iZgjaHwfFfYlC-0

If you have a disability and require assistance to participate, please contact Vickie Tse by e-mail at Vickie.Tse@coastal.ca.gov or (415) 687-9998 at least five days in advance.

Award of a contract resulting from this RFQ will be based on a value effective method that combines a comparison of the per-meeting costs and technical criteria as defined below.

B. Evaluation Criteria 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. 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 required administrative items. 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.

2. Technical Requirements Evaluation Criteria (80 points) Bids are scored against Technical and Administrative RFQ requirements, using value effective criteria, resulting in a Preliminary Technical and Administrative score.

Evaluation Criteria

Administrative Criteria

Methodology

If possible points are:

5 = 1 pt.

10 = 3 pts. max.

20 = 6 pts. max.

If possible points are:

5 = 3 pts.

10 = 7 pts. max.

20 = 14 pts. max.

If possible points are:

5 = 5 pts.

10 = 10 pts. max.

20 = 20 pts. max.

3. Cost (60 points) Each vendor must complete the Meeting Cost Sheet (Attachment 2) and Quote Calculation Sheet (Attachment 3). Evaluation of cost points will be based on the total cost for services for a three-day public meeting at each location and for each month listed in the Commission 2026 – 2027 Meeting Schedule (Attachment 8) plus the cost (if any) of hosting fully functional, indexed CCC meeting archives, from 2007 through the duration of the contract plus the cost for the as-needed services. Therefore, the quote calculation for each vendor will be the total of the vendor’s cost for the following:

· Cost for 3-Day Fully Virtual Meeting

· Cost for 3-Day Meeting in North Central Area

· Cost for 3-Day Meeting in South Central Area

· Cost for 3-Day Meeting in Central Coast Area

· Cost for 3-Day Meeting in South Coast LA/OC Area

· Cost for 3-Day Meeting in San Diego Area

· Cost for 3-Day Meeting in South Central Area

· Cost for 3-Day Meeting in Central Coast Area

· Cost for 3-Day Meeting in North Coast Area

· Cost for 3-Day Meeting in San Diego Area

· Cost for 3-Day Meeting in North Central Area

· Cost for 3-Day Meeting in South Coast LA/OC Area

· Cost for hosting archive of fully functional (with written agendas, video, audio and multi-media presentations), indexed CCC meetings from 2007 through the duration of the contract.

· Cost for Alternate Internet Connection Options for duration of the meeting (estimated 1 time per 12 month period)

· Cost for Overflow Room Facilitation for duration of the meeting (estimated 2 times per 12 month period)

· Cost to Relocate Meeting Set-Up for Single Day of Meeting (estimated 1 time per 12 month period)

· Cost for 251+ Concurrent Viewers of Public Meeting Webstream for Single Day of Meeting (estimated 5 times per 12 month period)

· Cost for full simulcast of a language interpretation, using a translated agenda and interpreter service provided by the agency. Simulcast includes a separate webpage which is live-streamed and archived. (estimated 2 times per 12 month period)

Please note that meeting dates and locations are subject to change during the term of the contract and any meeting might be held as a virtual-only meeting. The vendor who has the lowest total cost when the above eighteen (18) amounts are added will be awarded the full 60 cost points. In cases where the meeting schedule is not specific on location (e.g., L.A. or Orange County) the higher 3-day meeting cost, if applicable, will be used for the cost evaluation.

Additionally, the as-needed services may be requested by the Commission more or less frequently than indicated above; however, the frequency listed will be used for the purposes of cost evaluation.

Each bidders cost score will be calculated based on the ratio of the lowest cost bid to the bidders cost, multiplied by the maximum number of cost points available (60 as shown in the calculation below):

Bidder Total Cost

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. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology Example

$400,000 45.00

$350,000 51.43

$300,000 60.00

4. Final Scoring Methodology

In this case the highest scored bid 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 in a container. The first name drawn 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.

Attachment 1 – Cover Sheet

The submission of this quote does not obligate the California Coastal 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.

1. Full Legal Name of Bidder’s Organization:

2. Mailing Address:

3. Federal Taxpayer Identification Number:____________________________________________

4. Principal who is authorized to bind the bidder:

Attachment 2 – Meeting Cost Sheet

Costs Per Meeting Location and Length Please note: Cost information must be included in a separate sealed envelope.

A summary cost must be entered for every location, including a fully virtual meeting, and every length of meeting. The costs entered in the column entitled “Total Cost for 3-Day Meeting” will be used by the Commission review committee to determine the cost points to be awarded to each bidder (see “Section II. Evaluation Information” and Attachment 3 – Quote Calculation Sheet). The successful bidder will be paid for meetings according to costs entered on this Meeting Cost Sheet.

Travel Expenses The Commission has identified maximum travel costs for this contract in the amount of $34,200 per year, subject to scheduling changes and/or additional meetings.

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

Vendor Name: ______________________________________________________________________

Virtual Meeting ____ ____ ____ ___________ ___________

San Diego ____ ____ ____ ___________ ___________

Los Angeles Co. ____ ____ ____ ___________ ___________

Orange County ____ ____ _____ ___________ ___________

Ventura Co. ____ ____ _____ ___________ ___________

Santa Barbara Co. ____ ____ _____ ___________ ___________

San Luis Obispo Co. ____ ____ _____ ___________ ___________

Santa Cruz/ Monterey County ____ ____ _____ ___________ ___________

San Francisco/ Bay Area ____ ____ _____ ___________ ___________

Sonoma/Marin Co. ____ ____ _____ ___________ ___________

Sacramento Area ____ ____ _____ ___________ ___________

North Coast Area ____ ____ _____ ___________ ___________ (i.e. Mendocino, Humboldt, Del Norte, Eureka)

The amount of the costs indicated above must include all labor and equipment, and other expenses. Do not include any travel expenses.

Attachment 3 – Quote Calculation Sheet

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

Indicate the name of the vendor, the cost for a 3-day meeting in each county or area listed below (lines 1-12), and the costs for hosting archived meetings (line 13) and the as-needed services (lines 14-18). Cost must match the total dollar amount indicated for a 3-day meeting in these locations on Meeting Cost Sheet – Attachment 2. In cases where the meeting schedule is not specific on location (e.g., Sacramento Area or San Diego Area), the higher quote for the two areas must be used for this quote calculation. The as-needed services may be requested by the Commission more or less frequently than indicated above; however, the frequency listed will be used for the purposes of cost evaluation.

Vendor Name: ______________________________________________________________________

TOTAL QUOTE AMOUNT (add amounts from lines 1-18 above) The Total Quote Amount shall not exceed $200,000.00. The Commission will reimburse travel expenses as described on Attachment 2 – Meeting Cost Sheet.

Submitted By:

Attachment 4 – Response to Scope of Work The vendor must provide a narrative description and additional items to show how the services will be performed including, but not limited to, the following enumerated items. At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified below may be grounds for bid rejection.

1. A description of the vendor’s approach to ensuring professional, respectful, timely, and courteous service to the various parties that will be interacted with at the Commission meetings, such as Commissioners, Commission staff, and members of the public. This shall include evidence of a minimum of three (3) years’ experience, with no fewer than 30 meetings, providing in person AV support for hybrid meetings with live streaming for government public meetings for boards or commissions, such as state boards or commissions, County board of supervisors, city council or planning commissions.

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

3. A description of the proposed process to record the audio from a “closed session” confidentially. The Commission may have a “closed session” scheduled on the agenda for any day of a meeting, and the Commission may also choose to enter into closed session at any point during a meeting. During the closed session, everyone must leave the room except for the Commissioners and designated persons. The closed sessions must never be live webstreamed, included in the public webcast archive, nor included in the USBs of the meeting proceedings. However, the closed sessions must be recorded and given to the Commission’s General Counsel (or designee). Currently the vendor starts an MP3 recorder and then leaves the room so that the closed session can begin. Upon completion of the closed session, the file is saved to a USB flash drive and provided to the General Counsel (or designee). They save the file to their laptop and verifies with the vendor that the file has been transferred successfully. Then the vendor permanently deletes the file from its devices.

4. A description of the proposed video switching equipment, which must be capable of providing the “lower third” text or graphic overlay information at the bottom of the screen (“title safe area”) that includes the applicable agenda item, meeting date, and the Coastal Commission’s logo on both the live stream and the archived recording. This lower third text is not required when viewed on the Zoom platform due to technological limitations. The Coastal Commission will provide the logo to be used upon award of the contract.

5. A description of the proposed webstreaming components and encoding/streaming processes, including options for lack of/failure of internet connectivity in a venue; a brief general description of server storage and content delivery capabilities, within the continental United States; a description of the disaster recovery plan in the event of server crash/failure including how archived data will be backed up, and; an explanation of how links to archived materials, going back to February 2007, will be directed from the Commission’s website. (The vendor should base pricing of their services on 250 concurrent users of the audio-video stream. However, the quote must include the cost for the occasion when usage exceeds 250 concurrent users. The Commission requires a minimum video stream resolution of 720x480p at 30 frames per second. Depending on the network infrastructure at the venue, the bitrate can be adjusted to provide the highest quality video that the venue’s bandwidth will allow.) The narrative shall describe how access to stored and streamed media, as well as archives dating back to February 2007, will be made readily accessible to the public, without significant delays resulting from Contractor’s infrastructure, from current, standards-compliant, mainstream web browser engines on current computing systems and smartphones and how it will be maintained free to the public, “registration free” at all times, for the duration of the contract. All operations shall comply with all applicable rules and regulations, including those found in State of California Information Technology General Provisions (ITGP)-Cloud Computing Services https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-Cloud-DGS-PD-402ITGP-Revised-02202025.pdf.

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

7. A description of the style and format of the USB Flash Drive copies the vendor will provide to document the meeting proceedings.

8. Samples of work from other projects, including:

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

i. The State may contact customer references following submission of quotes to validate the information provided by the bidder and to determine the customer’s overall satisfaction with the services provided. Therefore, it may prove beneficial to the bidder to contact its references to verify the contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available for a reference check.

b. A minimum of two (2) examples to demonstrate their archived Audio/Video production for a government entity, including the use of the Zoom Webinar platform and webstreaming work that is similar in size and scope to the services requested in this RFQ. Examples must include a live publicly accessible website (not a demonstration site), complying with all rules and regulations, including State of California Information Technology General Provisions (ITGP)-Cloud Computing Services ITGP, that displays the archived webcasts by government entity over time so members of the public can access a date-specific webcast. Examples must include all requested elements of the requested archived Audio/Video production, including but not limited to video indexing, availability of linked agendas and presentations, raw, unindexed video, and audio-only meeting content. The production archive website must be readily accessible to the public, without significant delays resulting from Contractor’s infrastructure, from current, standards-compliant, mainstream web browser engines on current computing systems and smartphones.

c. A narrative that includes the (1) total number of live in-person meetings conducted by the vendor, (2) total number of virtual meetings conducted (if multiple platforms have been used, please list the names of the platforms and number of meetings for each, e.g. Zoom meetings – 3; GoToMeeting – 5, etc.), and (3) the total number of hybrid in-person with virtual integration meetings conducted.

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