SCC_RFQ_ITS__June_2025.docx

State Coastal Conservancy Streaming, Video, & Audio Services

RFQ 25-02

STATE OF CALIFORNIA

COASTAL CONSERVANCY

Request For Quotation For Information Technology Services

RFQ RELEASE DATE: 6/13/2025

QUOTE DUE DATE: 7/11/2025

Quotes must be delivered to Andrew Auyeung before 5:00 PM on the due date – June 11, 2025.

Supplier name and address:

SOLICITATION NO.

RFQ ITS Streaming, Video, & Audio Services

Contact:

Phone:

For further information contact:

Andrew Auyeung, IT Analyst Andrew.auyeung@scc.ca.gov

Ship To:

State Coastal Conservancy Attn: Andrew Auyeung 1515 Clay Street, Suite 1000 Oakland, CA 94612

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:

STATE COASTAL CONSERVANCY

ATTN: ANDREW AUYEUNG

1515 CLAY STREET, SUITE 1000

OAKLAND, CA 94612

Andrew.Auyeung@scc.ca.gov

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

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed 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 for Information Technology (IT) Services is to provide Streaming, Video, & Audio Services for the State Coastal Conservancy meetings from September 1, 2025 – June 30, 2028. The current budget allocation to support the services outlined in this document is $165,000.

The following attachments are incorporated as part of this Request for Quote for IT Services:

Attachments: The following documents are considered part of this solicitation.

Attachment 1 – Cover Sheet Attachment 2 – Cost Sheet Attachment 3 – Optional Items Cost Sheet Attachment 4 - Response to Scope of Work Attachment 5 – Customer Experience Reference Forms Attachment 6 – Confidentiality Statement Attachment 7 – Bidder Declaration Form Attachment 8 - Payee Data Record, STD. 204 Attachment 9 – Target Area Contract Preferences Act (TACPA) (STD. 830S for Services) Attachment 10 – California Civil Rights Law Certification Attachment 11 – Example of Meeting Room Set-Up Plan Attachment 12 – Conservancy Meeting Schedules

TABLE OF CONTENTS

Contents

REQUEST FOR QUOTE FOR SERVICES

State Coastal Conservancy Streaming, Video, & Audio Services

Requirements

You are invited to review and respond to this Request for Quote for IT Services (RFQ or RFQ-ITS), entitled State Coastal Conservancy Streaming, Video, & Audio Services Request for Quote. 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 5 pm on June 11, 2025.

General Information

A. Purpose, Goals, and Scope of Work

OVERVIEW

The California State Coastal Conservancy (“the Conservancy”) seeks a Contractor (hereafter referred to as “the contractor”) to provide webstreaming, video, and audio services to support Conservancy meetings from September 1, 2025 – June 30, 2028.

PURPOSE AND GOALS

The Conservancy is a state agency that supports projects to protect and enhance coastal resources and to expand public access to the coast. The Conservancy has a governing board comprised of seven voting members and six oversight, non-voting members (“Conservancy Board”). The Conservancy Board holds public meetings up to five times a year in various locations around the state. Conservancy Board meetings are held in compliance with the Bagley-Keene Open Meeting Act.

Due to the Covid-19 pandemic, the Conservancy conducted most of these meetings virtually via the Zoom Webinar meeting platform since May 2020. Currently, the Conservancy 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 at the Conservancy’s website (http://www.scc.ca.gov).

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 live internet webstreaming (webcasting) services for Conservancy Board meetings from July 1, 2025 through July 1, 2028; (2) assist members of the public, board members, and staff in their audio/visual/electronic presentation needs during meetings, as necessary; and (3) video documentation, content hosting, and delivery for archived audio/visual material dating from May 2022 through the present including hard copies through the production of USB Flash Drives, DVDs, and/or CDs. The audiovisual services must comply with Bagley-Keene Open Meeting Act and any amendments or new legislation related to state open meetings and online public participation at Conservancy meetings. The Conservancy typically schedules 4-5 meetings per year and this scope of work will cover meeting support for up to five (5) meetings per year for nearly three (3) years for a total of 15 meetings. Meetings usually begin at 10:00 a.m. or later. The Conservancy cannot predict the length of the agenda for each meeting. All meetings are estimated to be one day in length; however, meeting length will vary from 4-7 hours. While only 4 meetings are currently calendared per year, it is possible that an additional meeting may be added during the year for a total of 5 meetings. It is also possible that training workshops or other meetings may be held in addition to the Board meetings that require audiovisual support and video documentation. Bidders that have current and extensive experience providing audiovisual support for hybrid meetings with remote participants integrated into the on-site meeting seamlessly, live streaming of meeting content, in both audio and video formats, and experience in managing virtual meetings using the Zoom Webinar platform with a Zoom Webinar licenses, are invited to respond. Given the small number of Conservancy Board meetings every year, the Conservancy cannot risk technical issues resulting in a cancelled Board meeting where tens of millions of dollars’ worth of expected grants would not be approved. With that, the Conservancy recommends vendors apply who have experience with at least 100 meetings over the last three (3) to five (5) years, providing full in person AV support and live streaming for public, hybrid meetings that are compliant with Bagley Keene, and where there is public participation in the room and over zoom.

The period of performance for this contract is 33 months from September 1, 2025 – June 30, 2028 with an option to extend up to two years at the sole discretion of the Conservancy. The current budget allocation to support the services outlined in this document is $165,000 for the 33-month period.

B. Detailed Scope of Work

This Scope of Work (SOW) reflects the services sought by the California State Coastal Conservancy. The contractor is to provide personnel and equipment to meet the services 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.

Meetings:

This scope of work will cover meeting support for up to 5 hybrid meetings per year for nearly 3 years for a total of 15 meetings.

Meetings usually begin at 10:00 a.m. or later. The Conservancy cannot predict the length of the agenda for each day of the meeting. All meetings are estimated to be one day in length; however, meeting length will vary from 4-7 hours. It is possible that an additional meeting may be added during the year. It is also possible that training workshops or other meetings may be held in addition to the Board meetings that require audiovisual support and video documentation. The contractor will provide audiovisual support for in-person meetings, live streaming of meeting content, in both audio and video formats, and manage virtual meetings using the Zoom Webinar platform.

The contractor will invoice the Conservancy on a per meeting-day basis regardless of the duration of the meeting. No additional amount will be paid for overtime or other expenses, no matter how long an individual meeting day lasts.

Facility Logistics and Set-Up:

Set-up and testing of equipment must be completed at least two hours prior to the start of the meeting. The Conservancy strongly prefers for the contractor to set-up and test equipment the day/night before the first day of the meeting to allow time to correct any issues that arise; however, the contractor may be permitted to set-up and test equipment before the meeting starts as long as the process is completed before 8:00 a.m. on the day of the meeting to allow for a 10:00 a.m. start.

Work with the Conservancy staff to schedule the meetings and gather general audio and visual requirements, including internet access, and to obtain the technical contact information of the site that will be utilized.

Perform the necessary pre-site evaluation and planning with the Conservancy staff to ensure that the necessary network, power, room layout and space requirements will be met and/or determine any specific details that must be prearranged that may be outside the terms of the contract.

Evaluate internet connectivity at each venue to ensure adequate capacity to support the required services, to provide alternative connectivity or services when necessary, and to inform Conservancy staff of any issues that arise. The Conservancy staff will strive to ensure that meeting venues selected will each have internet access with adequate bandwidth. Internet connectivity with adequate bandwidth at the venue is the responsibility of the Conservancy. Any fees needed for internet connectivity will be paid to the venue by the Conservancy. It is the responsibility of the contractor to evaluate the connectivity and notify the Conservancy of any foreseeable issues. In the event that there is no connectivity or a loss of connectivity, the contractor may charge the Conservancy for alternate connectivity at the same or lower bandwidth.

Provide all equipment and perform the necessary set-up. Access to the room for set-up is usually coordinated with the venue. Set- up must be completed, fully operational and tested no less than two hours prior to the start of the meeting. At some locations, where audio/visual equipment is provided by the facility, the contractor may be able or might be required to use the facility’s equipment in place of some or all of the contractor’s equipment.

Contractor shall communicate and coordinate with the facility on all equipment, set-up, and logistics and notify the Conservancy of any foreseeable issues. The contractor must set-up equipment in a manner to ensure safety of all meeting attendees by taping down all wires to minimize trip hazards and securing equipment when necessary.

Contractor shall test audio and video feeds, including Zoom Webinar feeds for remote participation, and webcast links no less than two hours prior to the meeting start time on the first day and no less than one hour prior to the meeting start time for each subsequent day (although subsequent days are not anticipated).

Equipment provided by contractor:

Exact requirements could vary depending on the facility hosting the meeting and will be determined by the Conservancy staff, but for most meetings the typical equipment requirements will include, but are not limited to, the following types of equipment:

Adequate audio equipment to allow all members of the public, Board members, and staff to hear all meeting proceedings and presentations comfortably and easily. Separate audio monitors for Conservancy and staff on a separate channel to ensure quality sound may be provided if the vendor determines they are needed at a particular meeting site.

Adequate visual equipment to allow all members of the public, Board members, and staff to see all meeting proceedings and presentations, including approximately 50-60” monitors (minimum allowable size of 50” and approximately three (3) monitors) comfortably and easily for each as needed in meeting locations where there is a lack of built-in screens or visual obstructions of a larger screen.

A minimum of four (4) small, robotic video cameras and related equipment to film every day of the meeting gavel-to-gavel from various angles as appropriate to capture the images of all speakers, presenters, visual presentations, Board members, and staff.

Video switching equipment that can provide text information at the bottom of the screen that includes the applicable agenda item, meeting date, and the Conservancy’s logo on both the live stream and the archived recording. This text is not required when viewed on the Zoom platform due to technological limitations. The Conservancy will provide the logo to be used upon award of the contract.

Visual aids sufficient to support all standard types of audio/visual presentations including computers, connected to a projector, with current software and technical support for PowerPoint presentations by both Macintosh and Windows users, and an 84” x 84” screen or larger.

Equipment to confidentially record the audio (but not webstream) from a “closed session.”

A minimum of two (2) standard FM headsets or similar hearing assistive devices in accordance with the Americans with Disabilities Act (ADA) and other applicable laws and regulations, hearing-assistance at every day of every meeting.

Adequate additional equipment, supplies, and tools needed to ensure smooth meeting services without interruption due to possible problems at a venue such as, but not limited to, inadequate sound levels, inadequate or lack of internet connection, large crowds, or inoperable equipment.

Technical Support During the Meetings:

Contractor shall provide professional, respectful, timely, and courteous service to the various parties that will be interacted with at the meetings including: Board Members, Conservancy staff, and members of the public.

Provide technical assistance to meeting presenters and the meeting coordinator with all audio and visual needs of the meeting process, including loading all presentations so they are brought up immediately when the presenter is called upon to speak. There should be little to no delay between when a speaker is called upon by the Conservancy Chair or to start their presentation or comments and when the presentation is brought up on the screens by the contractor.

Provide technical assistance to allow members of the public to speak at appropriate times in the agenda. Mute and unmute speakers, allow public to turn on video.

Provide on-site lead/coordinator/supervisor in attendance at each Conservancy meeting must have a minimum of two (2) years of experience doing similar work providing hybrid meeting services for government meetings as outlined in the Scope of Work. This on-site lead/coordinator/supervisor does not need to be the same person for all meetings if the lead has the necessary experience providing services for hybrid, government meetings and electronic minutes archival.

Provide all necessary technical support required to provide the video and audio capture and streaming during the meeting.

Contractor shall tear down and remove all equipment and reset the meeting room.

Sound Amplification:

The sound amplification system to be used during the meeting must be adequate to allow all members of the public in attendance, as well as Board members and Conservancy staff, to comfortably and easily hear all testimony, discussion, and AV material presented. The sound system must be technologically compatible with the recording equipment used to document the meeting, as well as the computer system that is used to provide the live webcasting services, each day of every meeting. A minimum of ten (10) goose neck microphones must be provided for live meetings. Adequate backup microphones should be available should any microphones do not work.

Hearing-Assistance Devices:

In accordance with the Americans with Disabilities Act (ADA) and other applicable laws and regulations, hearing-assistance apparatus, or other suitable means of assistance for the hearing-impaired must be available upon request at Conservancy meetings. The Contractor must provide a minimum of two (2) standard FM headsets or similar hearing assistive devices at every day of every meeting.

Visual Aid Equipment:

The visual aid presentation equipment to be used during the meeting must be sufficient to support all standard types of AV presentations. At each day of every meeting, the Contractor shall provide all of the following:

· At least one (1) computer, connected to a projector or projectors, with current software and technical support for a variety of presentation software (i.e., MS Office, PDF, WMV, JPG/JPEG, MP3,MP4) in Windows format

· One or more 84” wide or larger projection screen(s), or monitors adequate for the meeting location, or a combination of screens and monitors

· A document camera

· Two remote control devices for presenters to control their electronic presentations

· A laser pointer

· Approximately three (3) monitors approximately 50-60” (minimum allowable size of 50”) to allow all members of the public, Board members and staff to comfortably and easily see all meeting proceedings and presentations

The Contractor shall use the projection screens/monitors to show the meeting room, including all Board members, both live and virtual, when visual aids are not being presented. Screens/monitors must be arranged in a manner that allows all members of the public in attendance, as well as Board Members and Conservancy staff, to comfortably and easily see all presentations and speakers.

Timer:

The speaker timer to be used during the meeting and controlled by Conservancy staff shall include all of the following:

· A display of the time remaining visible to the speaker and to the audience

· A second display of the time remaining, visible to the Board Members and Conservancy staff

· A separate display of the time remaining on the timer controller

· A green/yellow/red or similar display, visible to the speaker at the podium, to indicate warnings when the speaker’s time is almost expired and when the speaker’s time expires

· An audible notification when the speaker’s time expires

Video and Webcasting Coverage:

The video and live webcasting coverage of the hybrid meeting shall include a minimum of four (4) video cameras and tripods to film every day of the meeting from various angles as appropriate to capture the images of all in-person and virtual speakers, including presenters, Board Members and Conservancy staff, as well as all visual presentations with no disruption to the meeting. The Contractor must quickly and seamlessly transition between Board Members, Conservancy staff speaking and/or making presentations from the head table and staff tables and attendees making oral and/or visual presentations from a podium, other location in the meeting room, or on Zoom.

The Contractor shall have the capabilities to do:

· Live editing (live-switching);

· On-site compression of video; and

· Transmission for live webcasting.

The Contractor must provide:

· A live-editing video console for capturing feeds from a minimum of four (4) cameras;

· Robotic camera(s) for use in small spaces; and

· Appropriate, current hardware and software for compressing images, formatting and distribution over the Internet.

Given the hybrid meeting setting of the Conservancy’s Board meetings, the Contractor must provide seamless meeting facilitation over Zoom. The Contractor must provide:

· Zoom webinar licenses for 500 and 1,000 participants;

· Computers and software to manage the Zoom participants; and

· Capability of sending Zoom app invitations at the direction of Conservancy staff.

The Contractor must provide graphic identification of the Conservancy, the meeting date, and the agenda item on the screen(s) at the meeting venue and for webcast viewers per industry standard (“lower thirds”). All viewers must be able to see the same thing on screens in the meeting room, overflow rooms (if any) and on the webcast.

The Contractor shall begin live webcasting at least ten (10) minutes prior to the anticipated start time of the meeting; however, live audio must not be broadcast before the start of the meeting.

During breaks, the webcast must display a still slide indicating that the Conservancy is on a break and the time the Conservancy is expected to return to open session; live audio must not be broadcast during the break or closed session.

For at least fifteen (15) minutes after the meeting adjourns, the Contractor shall continue the live stream or display a still slide indicating that the Conservancy meeting has ended; live audio must not be broadcast after the meeting adjourns.

The Contractor must provide whatever additional equipment or service is required to provide live, real-time AV Internet coverage of every day of all Conservancy meetings in a format that is easily accessible to members of the public using standard computer equipment in both Macintosh and Windows environments.

The Contractor shall provide real-time technical support via telephone and email for the public during the meetings to address webcast issues.

The Contractor shall provide a link to its contact information underneath the webcast window.

Encoding Equipment for Live Webcasting and Online Archiving of Meeting Processes: Contractor shall provide a standard video resolution of at least 720x480p at 30 frames per second in a 282 and have the ability to adjust the bitrate to the highest quality the venue’s bandwidth will allow, for live webcasting and Web archiving purposes. Streaming must be in Microsoft Media Player or HTML5 Internet browser-based and compatible on Windows and Macintosh. A separate audio-only stream shall be provided to serve as back-up and for users with limited bandwidth, such as those using dial-up modems.

Video and Audio Website Archives:

The website video and audio meeting archives must be available online for public access free of charge via the Contractor’s website and server (or a website and server with adequate capacity, to be included as part of the Contractor’s service) and easily accessible online (in both Macintosh and Windows accessible format) for a minimum of five (5) years, with a plan to coordinate with the Conservancy for long-term archiving. The video and audio meeting files must be time-stamped and indexed by agenda item and vote (see “Electronic Meeting Minutes” below).

Electronic Meeting Minutes:

“Electronic meeting minutes” recordings must be provided to the Conservancy in archival-quality USB3 (USB3.1 or USB3.2 preferred) format with a separate MP3/MP4 audio-only file and video file (including closed- captioning) and include the video indexed by agenda item, motion(s) and vote(s) at a minimum, as well as the presentations collected at the meeting from staff and the public and all web-based documents pertaining to the meeting.

Indexing will include:

· a link to the beginning of the meeting for each meeting

· a link to the beginning of each agenda item for each day of the meeting

· a link to the beginning of the motion for each agenda item that includes a motion

· a link to the beginning of the vote for each agenda item that includes a vote

The recordings must be at or above 720x480p and 30 frames per second and must be playable in computers in both Macintosh and Windows accessible format. Meeting recordings will be property of the Conservancy. The audio, video, meeting materials files, must be able to be extracted and copied individually from the media.

OPTIONAL TASKS

Translation:

The Conservancy requires Spanish translation for its Board meetings. The vendor can choose to lead this service and incorporate the task into their budget. If the vendor chooses this optional task, the vendor will arrange for translators (e.g. subcontract if cannot provide directly) to perform live translation on the Zoom meetings into Spanish (and/or other languages if required for a specific meeting). The translation services will be provided over zoom. If the contractor does not choose to provide translation services, the vendor will be required to work with a live translator over Zoom that the Conservancy hires instead.

C. Availability

The selected contractor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the contract award date specified in Section I.D. 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-ITS. All replacement personnel are subject to approval by the State.

D. Period of Performance

The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213) through June 30, 2028 with the option for the State to extend the term for up to two years at the rates specified in Attachment 2 Cost Sheet that includes optional costs for optional extensions to the contract. The period of performance must be changed by a written Amendment to the Agreement, if the Conservancy exercises its option to extend services.

The contractor shall not be authorized to deliver or commence performance of services as described in this Statement 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.

E. Key Action Dates

Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ-ITS.

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

F. Written Questions

All questions regarding the content of this RFQ-ITS must be submitted in writing electronically to Andrew.Auyeung@scc.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 may be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be posted on the Conservancy’s website (scc.ca.gov) and electronically to anyone who submitted a question.

G. 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 an addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, 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 its 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 Department of General Services 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:

Department of General Services

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.

H. RFQ-ITS 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-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Contractor’s Statement of Work.

I. RFQ-ITS Response Content

The following documents must be submitted in the RFQ-ITS response. All forms must be submitted, even those that are only used if the vendor is awarded.

Response Checklist

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

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

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

☐ Attachment 3 – Optional Items Cost Sheet The bidder must complete the optional items cost sheet as specified in the Scope of Work. Bidder must submit Attachment 4 as (1) sealed in a separate cost envelope and (1) USB containing cost information.

☐ Attachment 4 – Response to Scope of Work The bidder must provide a description of how the services will be performed. This must include two (2) examples of video production, two (2) examples of audio-visual meeting minutes, narrative, list of subcontractors (if applicable), equipment list, organization chart, and resumes of proposed team (including the resumes proposed on-site coordinators for live in-person meeting).

☐ Attachment 5 – Customer Experience Reference The bidder must provide a minimum of three (3) client references for services it has performed within the past three (3) years conducting hybrid government meetings with archiving and developing electronic minutes as specified in this RFQ-ITS.

The bidder shall complete one (1) Customer Experience Reference Form, Attachment 5 for each reference. 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.

The State may contact customer references during the week 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 referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references.

☐ Attachment 6 –Confidentiality Statement The Confidentiality Statement must be signed and dated by the bidder, its employees and subcontractor employees working on this project, and submitted with the bidder’s proposal.

☐ Attachment 7 – 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.

☐ Attachment 8 – Payee Data Record, STD. 204 The vendor must complete the Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number.

☐ Attachment 9 - TARGET AREA CONTRACT PREFERENCES ACT (TACPA) (STD. 830S for Services) Preference will be granted to California-based Contractors in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $85,000 and the Contractor meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with the Final Proposal. Refer to the following website link to obtain the appropriate form: http://www.documents.dgs.ca.gov/osp/pdf/std830.pdf Bidders are not required to apply for TACPA preferences.

☐ Attachment 10 - California Civil Rights Laws Certification The bidder must complete the California Civil Rights Laws Certification.

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.

The executive officer of the Conservancy has exempted this solicitation from the Disabled Veterans Business Enterprise participation requirement using the STD 816 form.

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, excluding the cost sheets, shall be submitted in Word format or PDF via email to Andrew.Auyeung@scc.ca.gov by 5:00 pm on June 11, 2025. For the cost sheet instructions, see #2. Electronic submission must include the solicitation number and bid due date in the subject or body of the email. All documents contained in the original proposal 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 or PDF format on a USB Flash drive. If cost information is not submitted in this manner, the quote may be rejected. Facsimile machine submissions will not be considered. All cost sheet responses must be mailed to the Coastal Conservancy’s Office at 1515 Clay Street, Suite 1000, Oakland, CA 94612 and received by the Conservancy by 5:00 pm on June 11, 2025.

a. Bidders are encouraged to conserve natural resources such as paper and plastic when submitting their bids in response to this RFQ. Cost sheets 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.

3. All questions regarding the content of this RFQ must be submitted in writing by mail or electronically to Andrew Auyeung at Andrew.Auyeung@scc.ca.gov or 1515 Clay Street, Suite 1000, Oakland, CA 94612 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 Conservancy 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 and our the Conservancy website https://scc.ca.gov.

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.

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-ITS response is based on the complete response from the bidder to the RFQ-ITS 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 administrative sections required and listed in. The Contractor will receive a Pass/Fail for this part of the evaluation. A Fail may prevent the Contractor from moving on in the evaluation process.

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.

If possible points are:

5 = 3 pts.

10 = 7 pts. Max.

If possible points are:

5 = 5 pts.

10 = 10 pts. Max.

3. Cost (60 points)

Each vendor must complete the Cost Sheet (Attachment 2). Evaluation of cost points will be based on the total cost for services for fifteen, one-day public, hybrid meetings at the locations listed below. Therefore, the quote calculation for each vendor will be the total of the vendor’s cost for the following:

· Cost for 9, 1-day meetings in San Francisco Bay area (Alameda, Contra Costa, Sonoma, Marin, Napa, Santa Clara or San Mateo, or San Francisco Counties);

· Cost for 2, 1-day meetings in southern California (Ventura, L.A., Orange or San Diego…