RFQ - Film Board Meetings March thru Sept 02-06-20~1.docx

ILLINOIS STATE BOARD OF EDUCATION

REQUEST FOR QUOTE (RFQ)

Specifications:

The Illinois State Board of Education (ISBE) seeks the service of one vendor to provide video production services for the next six Board Meetings. Meeting details are listed below, please note that some meetings will be in the Springfield board room and others will be remote. Remote locations will require more assistance.

SERVICES REQUESTED:

Multi-camera switched production - coverage of:

9 member Board (seated in horse-shoe formation in Springfield setting) Staff seated at tables parallel to horse-shoe formation (in Springfield setting) Presenters (seated at table facing open horse-shoe, in Springfield setting) One or two cameras and camera operators Hardware or software switcher/ Technical Director or operator In-room 12 mic set up for remote recording and connection to audio mixer and room speakers Minimum of one PA speaker for internal room audience Audio mixer Telephone hybrid equipment to supply audio to phone connection All associated cabling and power cords, extension cords, etc.

PowerPoint Computer Source Integration Recording with Web-Ready File No live video or audio streaming is needed Final video content delivered same day in HD file format (to be negotiated)

MEETING DATES-LOCATIONS-TIMES*:

* NOTE: meeting dates/times/locations subject to change March 17 – 18 (Tuesday, Wednesday) Tuesday 3/17: 12 noon – 5:00 p.m.

Wednesday 3/18: 8:00 a.m. –1:00 p.m.

Macomb Jr/Sr High School, 1525 S. Johnson Street, Macomb, IL (both dates) April 15 (Wednesday) 10:00 a.m. – 5:00 p.m.

ISBE Springfield Office, 100 N. First Street – 4th FL, Springfield, IL May 20 (Wednesday) 10:00 a.m. – 5:00 p.m.

ISBE Springfield Office, 100 N. First Street – 4th FL, Springfield, IL June 16 – 17 (Tuesday, Wednesday) Tuesday 6/16: 12 noon – 5:00 p.m.

Wednesday 6/17: 8:00 a.m. – 1:00 p.m.

Rockford, IL (location to be determined)

NO JULY MEETING.

August: (date/time/location to be determined) September: two-day retreat (dates/time/location to be determined)

SPRINGFIELD OFFICE LOGISTICS:

Existing Room infrastructure when meetings housed in ISBE Springfield offices:

Room size: 32’x70’ with set up as:

A 9-member Board is seated in an open horse-shoe formation, with parallel side tables for key ISBE staff. Presenters are seated at a table facing the open horse-shoe.

Room microphones, located at Board, staff, and presenter tables [ISBE provided] Sound board operation and audio mixing [ISBE provided] XLR out audio room feed [ISBE provided] Live audio streaming [ISBE provided] 2 HD cameras with tripods [ISBE provided] Camera operator(s) [vendor provided] Direct Ethernet connection [ISBE provided] Projector with screen [ISBE provided] Hardware or Software switcher/ Technical Director or operator [vendor provided] PowerPoint Computer Source Integration [vendor provided] Recording with Web-Ready File [vendor provided] No live video streaming is needed

Set-Up and Testing in Springfield location:

Upon request, the room can be available the afternoon prior to the meeting, or early morning on meeting date for set-up and testing of equipment and connectivity.

REMOTE LOCATION LOGISTICS:

Remote location filming infrastructure:

· Unknown infrastructure at non-ISBE facilities.

· Unknown formation of tables and chairs for Board, staff, presenters, and audience.

· 2 HD cameras with Gen lock and SDI out [ISBE provided]

· 2 Tripods [ISBE provided]

· Presenter laptop, projector, and mobile projection screen [ISBE provided]

· All services and equipment itemized under “Services Requested” section above [vendor provided]

Set-up and Testing in Remote Location:

· ISBE and vendor staff will not have access to facility until date of meeting.

· Setup and testing will be required a minimum of one-hour in advance of meeting start time.

EFFECTIVE DATES:

The term of this contract will be from the date of execution of contract through September 30, 2020.

INSURANCE:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services. The Vendor shall cause all of its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

QUOTES MUST INCLUDE:

· An overview of vendor and experience of similar services provided.

· Proposed total all-inclusive cost of complete costs for project, including equipment, transport, manhours, and any anticipated travel, per diems, and overnight accommodation expenses.

NOTES TO ALL RESPONDERS:

· All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

· No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

· ISBE intends to award the entire contract to one successful responder, and we reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; and to waive minor defects.

· Vendors are encouraged to register as a Small Business with the State of Illinois.

· If you have questions about State of Illinois purchasing procedure, policy, or payment process, please direct inquiries to the ISBE contact indicated below before placing your quote for consideration.

For Questions please contact: Jessica Crum at jcrum@isbe.net Telephone: 217-785-8777 or Fax 217-557-5839