RFQ Addendum 1.pdf
PDF 133 KB Posted
- Attached to
- Request for Quote: Video Services
- Solicitation number
- S-58100-00005386
- Issued by
- Marion County, Oregon
About this file
The document is an addendum to a Request for Quote (RFQ) for Video Services issued by the Oregon Department of Education (ODE). The addendum provides responses to questions submitted by potential bidders regarding the scope of services, meeting formats, video production and livestreaming requirements, and technical considerations.
The RFQ seeks a contractor to provide video production, livestreaming, and editing services for ODE-sponsored events, virtual and in-person meetings. Meetings are anticipated to be hybrid, with both in-person and virtual attendees, and the contractor is expected to provide extensive support in setting up the virtual/videoconferencing elements. Video editing is also required, particularly to address technical challenges with the mix of in-person and remote video sources. The contract will cover meetings in Marion County and the City of Salem.
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Other files
| File | Type | Posted |
|---|---|---|
| Request for Quote - video.pdf | ||
| 35531_Revised ITP List.pdf |
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Text version
RFQ: S-58100-00005386 – Video Services Addendum 1
RFQ: S-58100-00005386 – VIDEO SERVICES – ADDENDUM 1
The purpose of this addendum is:
To add the Questions and Answers in an accessible document
QUESTIONS AND ANSWERS:
Q1: At this point, do you know what the breakdown is - i.e. how many are events which require livestreaming, vs in person meetings, vs virtual events? And which meeting will occur when?
A1: We anticipate that all meetings listed in this request will need livestreaming support. I anticipate all meetings will be hybrid meetings (hosted in a physical space with a mix of physical and virtual participants).
Q2: What platform do you intend to use to host the virtual meetings? MS Teams? Zoom? WebEx? Etc
A2: We have been using Zoom.
Q3: In regard to section 3(b) - How much planning assistance will you need to set up the virtual meetings - is your staff already trained on how to set these up? If not, how many people would need to receive training? Will you need a producer to run the virtual meeting for you? Would that person also be expected to moderate/facilitate the virtual meetings?
A3: In our experience, we've required extensive support from the contractor in setting up the virtual/videoconferencing elements of our hybrid meetings. I do not believe the contractor should expect any support from ODE staff. We will likely continue to need a video producer. We do not believe they would need to facilitate the meeting, though.
Q4: In my experience, a lot of the editing you're looking for for the virtual meeting videos would actually be unnecessary if the meeting is set up correctly (e.g. speaker view vs gallery view, moving the chat window to a different monitor ahead of time etc)
A4: We are not technical experts, but I can share that the video editing has historically been needed (particularly as we transitioned to the hybrid meeting environment and the mix of in-person cameras and webcams).
Q5: Do you have strong wifi in all of your meeting locations? This is very necessary for livestreaming.
A5: We believe the answer is yes, but we do know that we have had issues in the past when too many folks are connected to the ODE wifi.
A6: Will the meetings be held all day long? In the brief 8:30am - 5pm was identified for the span of time we should be available. But is the current plan for the meetings to be that long, or just part of the day?
A6: Any meeting could take all day, yes. Meetings traditionally run from 9:00-3:00, but depending on the agenda, could be scheduled for an earlier or later block. They also sometimes go over.
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