Tampa_Bay_Arts_and_Education_Network_TBAE_24247-SSD-DST_092324.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4374 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

NOTICE OF INTENT

TO

PURCHASE SINGLE/SOLE SOURCE COMMODITIES AND SERVICES

The following commodities and services listed below may be a “Single Source” or a “Sole Source” (only one (1) source from which to purchase the commodities and services).

Single/Sole Source No. & Vendor Name: 24247-SSD-DST: Tampa Bay Arts and Education Network Single/Sole Source Posting Date (7 business days): From: Monday, September 23, 2024 To: Tuesday, October 1, 2024 Protest Period (3 business days) From: Tuesday, October 1, 2024 To: Thursday, October 3, 2024 Commodities and Services: See Exhibit A. SINGLE/SOLE SOURCE COMMODITIES AND SERVICES

This NOTICE OF INTENT TO PURCHASE SINGLE/SOLE SOURCE shall serve as a notification that a recommendation will be made to The School Board of Hillsborough County, Florida (the “School Board”) to award this single or sole source procurement to the referenced vendor of the commodities and contractual services described in Exhibit A: SINGLE/SOLE SOURCE COMMODITIES AND SERVICES. The description of the commodities and contractual services intended for purchase from a single/sole source is posted per Rule 6A-1.012(12)(d), Florida Administrative Code. It will remain posted for seven (7) business days.

This is not a request for proposals, and no competitive solicitation is available. HCPS will not consider any response to be a proposal. Any responses received because of this notice will be considered solely to determine whether competition exists.

Interested firms or individuals may identify their interest and capability to respond to the requirement by uploading EXHIBIT B: RESPONSE TO PURCHASE SINGLE/SOLE SOURCE COMMODITIES AND SERVICES and all relevant documents via www.vendorlink.com. “Like” shall mean equal, equivalent, or identical. Interested firms will be considered only if they respond with clear and convincing documentation that they can meet or exceed the requirements. All responses received within seven (7) business days after the publication of this Notice of Intent to Purchase Single/Sole Source will be reviewed by HCPS.

A determination by the General Manager of Procurement Services, or designee, and the Procurement Officer not to publish a competitive solicitation for this proposed action based on the responses to this notice is solely within the discretion of the General Manager of Procurement Services.

Notice of Intent to Sole Source: If Procurement Services does not receive “like” commodities and services information during the Single/Sole Source posting period above, the purchase request shall be issued to the School Board or renewed as approved by the School Board. This section shall serve as notice of the intended decision to enter a single/sole source contract in the manner specified in § 120.57(3), Florida Statutes. It may negotiate the best terms and conditions with the single/sole source vendor. HCPS shall submit a recommendation to the School Board (www.hillsboroughschools.org/Page/3643) requesting approval to waive the solicitation process and proceed with the single/sole source purchase. Decisions concerning multiple-year sole sourcing are valid for one year after approval by the School Board and must be re-posted and validated before the renewal period.

Failure to file a protest within the time prescribed in § 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Any protest concerning HCPS’ decision must be timely received by the General Manager of Procurement Services at 901 E. Kennedy Blvd., Tampa, FL 33602.

Superintendent of Schools Van Ayres http://www.vendorlink.com/ http://www.hillsboroughschools.org/Page/3643

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EXHIBIT A

SINGLE/SOLE SOURCE COMMODITIES AND SERVICES

1. Describe what the item commodity and service is and how it is to be used by HCPS.

2. What feature or particular condition of this commodity and service is unique and cannot be obtained from any other source?

TBAE will provide:

- Closed Captioning: TBAE will provide human-transcribed professional closed captioning for all desired live broadcasts and on-air replays. TBAE will coordinate with HCPS to determine which programs will be required to be captioned and will manage all the technical equipment, software, and relationships necessary to complete this task.

- Online indexing services of discussions: Time-indexed agendas to assist in fast and easy user navigation to discussed agenda items. (All meetings since January, 2012 include agenda indexing.)

- Flexibility of broadcast times: TBAE will replay the final program on all TBAE Network channels throughout the months of May and June following the programs premier at least (7) times and provide a final video file in the appropriate format to HCPS to to be added to HCPS YouTube Channel.

3. Vendor-provided information.

1. TBAE will completely manage Hillsborough Schools Television, ensuring high quality16:9 programmed broadcasting 24 hours a day, 7 days a week on (2) cable television systems widely available in Hillsborough County, Florida. Hillsborough Schools Television will appear on Charter Spectrum cable on channel 635 and on Frontier FiOS cable channel 32. HCPS’ programming (including all school board meetings) has been airing on these channels for more than 30 years.

2. Programming will consist of HCPS live events, replays of live events, HCPS student work showcases, high school graduation ceremonies and other district-supportive or educational programs. No limits will be placed on the amount of live events or their relative program durations.

3. TBAE will accept programming from HCPS (live and pre-recorded) through a variety of well-established protocols:

a. Live program distribution will be facilitated by utilizing dual and redundant backend transmission protocols. These protocols will include TBAE’s dedicated fiber optic broadcast infrastructure and TBAE’s internal content distribution system which currently accepts IP-based video transmissions from remote productions from all HCPS facilities. This dual protocol approach allows TBAE to ensure live broadcasts are executed despite fiber or internet delivery issues occurring outside TBAE’s immediate control or when dedicated equipment (TBAE’s or HCPS’) experiences technical issues resulting in the transmission failures.

b. Pre-Recorded programming will be accepted either through TBAE’s dedicated fiber optic broadcast infrastructure, through File Transfer Protocol (FTP) uploads, DropBox uploads or from physically acquired file storage devices. TBAE will provide transcoding of all programs into proper formats for on-air and ondemand replays, eliminating any specific program format delivery requirements from HCPS.

4. TBAE will program at least 6 hours of curated, non-repetitive programming per day. Programming blocks will be repeated as necessary to fulfill each day per requirements of the cable companies. TBAE will coordinate with HCPS to determine specific programming content and will devise a programming schedule to best fit the needs of HCPS. TBAE will inform HCPS in a timely manner of all special broadcasts and replays to facilitate program promotions.

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5. TBAE will provide and maintain all technical equipment necessary for the successful management of this channel including automated playback systems, scheduling systems, quality control devices and fiber-optic broadcast infrastructure. TBAE will monitor this channel on a continual basis for broadcast quality and will initiate contact with both cable systems when broadcast issues are discovered. TBAE will then develop an action plan with the coordination of each cable system, inform HCPS of the details and then manage the issue completely until a resolution is achieved.

TBAE’s strong technical relationships with these providers and our know-how to work with them quickly with ensure resolutions are achieved in the fastest time possible and with limited effect on HCPS’ communication plans.

6. TBAE will provide human-transcribed professional closed captioning for all desired live broadcasts and onair replays.

TBAE will coordinate with HCPS to determine which programs will be required to be captioned and will manage all the technical equipment, software and relationships necessary to complete this task.

7. TBAE will manage the Electronic Program Guide (EPG) for Hillsborough Schools Television on relevant cable systems and will publish an online programming schedule, both in a timely manner with accurate programming information.

These tasks will ensure viewers are able to quickly determine when programs will air, facilitate DVR recordings, and discover new programs of interest to them.

8. TBAE will archive all HCPS programs in broadcast quality 16 x 9 MPG.4 high definition video format utilizing a customized, fault-tolerant digital storage system (RAID) for safe keeping and will make any program available to HCPS by request.

9. TBAE will provide quarterly or yearly broadcast reports detailing all live and programmed replays of programming when requested. Reports will include live events, replay, PSA’s, promotional videos and program-supportive video tags.

B. Comprehensive Live Webcasting

1. TBAE will live webcast all HCPS’ live events including school board meetings, press conferences, Math Homework Hotline, HCPS High School Graduations and any other desired program in a high quality 16 x 9 video format.

2. TBAE will utilize multiple Content Delivery Networks (CDNs) in order to ensure reliable and unlimited ondemand stream webcasts without impacting HCPS’ network resources.

3. TBAE will accept live programming from HCPS by utilizing dual and redundant backend transmission protocols. These protocols will include TBAE’s dedicated fiber optic broadcast infrastructure, and cloud-based CDN and/or TBAE’s internal content distribution system, which both currently accept IP-based video transmissions from remote productions from all HCPS facilities. This dual protocol approach allows TBAE to ensure live broadcasts are executed despite fiber or internet delivery issues occurring outside TBAE’s immediate control or when dedicated equipment (TBAE’s or HCPS’) experiences technical issues resulting in transmission failures.

4. TBAE will provide technical assistance in establishing remote IP-based transmission protocols with HCPS prior to all live events. In the event HCPS’ communication team experiences technical difficulties limiting their ability to produce a live stream intended for broadcast and/or webcast, TBAE will assist HCPS in developing a solution to avoid any interruption in planned broadcasts and/or webcasts. This will include the training and use of a suitable IP-based encoder system (at no additional cost) which HCPS can utilize in the field to produce a suitable IP-based backend web stream.

5. TBAE will provide human-transcribed professional closed captioning for all desired live webcasts. TBAE will coordinate with HCPS to determine which programs will be required to be captioned and will manage all the technical equipment, software and relationships necessary to complete this task.

6. TBAE will provide event-based, quarterly or yearly webcast reports when requested. Webcast reports will include all data necessary to gage the audience demand and basic demographics for any live streamed event.

C. Live and On-Demand Streamed Program Hosting

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TBAE will design, host and manage (4) customized, dedicated web portals for specific live webcasts and on-demand program viewing. These portals are all currently operational and will include:

1. HCPSwebcasts.com - This site has been utilized since 2004 to host all live and archived school board meetings, workshops and press conferences. This website will include the following features:

a. A customized, HCPS-branded user experience, integrated within the District’s own website.

b. All meetings, workshops and press conferences since September 5th, 2008.

c. All relevant supporting documents for each meeting (with a language translation option, when relevant).

d. A dedicated LIVE stream launch page.

e. Time-indexed agendas to assist in fast and easy user navigation to discussed agenda items. (All meetings since January, 2012 include agenda indexing.)

f. Human-transcribed professional English language closed captioning (with options to vary captioning style at the users discretion) for all desired live meetings.

g. Re-synchronized, human-transcribed professional English language closed captioning (with options to vary captioning style at the users discretion) for all desired on-demand meetings, workshops and press conferences. All meetings and workshops since October 28th, 2014 include closed captioning.

h. A link to a complete meeting transcript (with a language translation option). All meetings since September 1st, 2015 include a translatable complete meeting transcript.

i. A link to download related native closed captioning files (.SRTs).

j. A link to a curated and managed “Help Page” to instruct visitors on the site’s usage and to troubleshoot technical issues.

k. Full screen video playback capability with closed captioning.

l. Video casting to enable a viewer to use Google Cast or Apple AirPlay technologies to stream video and audio content to a compatible TV or sound system.

m. Variable speed video playback capability.

n. Support for pre-roll and/or post-roll video public service announcements, video tag and promotional videos to accommodate any HCPS sponsorship initiatives.

2. MathHomeworkHotline.com - This web portal provides an alternate, external (non-HCPS network resource) location for the live stream of Math Homework Hotline. This site is designed to provide relief for HCPS’ network resources in the event of high stream demand and to provide an easy to remember URL for accessing the live stream. Additionally, this portal will support:

a. A customized, HCPS-branded user experience.

b. An external host for live streams of Math Homework Hotline.

c. Standard web banner utilization to accommodate HCPS sponsorship initiatives below the live stream player.

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d. Support for pre-roll and/or post-roll video public service announcements, video tag, and promotional videos to accommodate any HCPS sponsorship initiatives.

3. HillsbroughSchools.TV - This endeavor creates a single internet portal designed to host numerous HCPS programs for on-demand viewing as well as a 24/7 live stream of Hillsborough Schools Television for those living outside of Hillsborough County or viewers without access to cable television subscriptions. This web portal will include the following features:

a. A customized, HCPS-branded user experience that retains a common look and function across all internet accessible devices and computer systems.

b. Any program (live or on-demand) appearing on the dedicated cable broadcast channel (Hillsborough Schools Television) will be streamed simultaneously with human-transcribed professional English language closed captioning (with options to vary captioning style at the users discretion) whenever closed captioning is required.

c. On-demand playlists containing all programming found on the linear cable broadcast channel.

d. Synchronized, human-transcribed professional English language closed captioning (with options to vary captioning style at the users discretion) for all requested on-demand programs.

e. Full screen video playback capability with closed captioning.

f. Video casting to enable a viewer to use Google Cast or Apple AirPlay technologies to stream video and audio content to a compatible TV or sound system.

g. Ability to easy share content via social media, text messages and email.

h. Support for pre-roll and/or post-roll video public service announcements, video tag, and promotional videos to accommodate any HCPS sponsorship initiatives.

4. Graduation.HCPSwebcasts.com - This portal has been utilized since 2017 to host all on-demand HCPS high school graduation streams in perpetuity. This web portal will include the following features:

a. A customized, HCPS-branded user experience

b. Closed captioning will not be included in any live or on-demand graduation streams due to the use of American Sign Language (ASL) interpreters during each ceremony. ASL interpreters typically appear within a “picture-in-picture” during each ceremony, eliminating the necessity for closed captioning.

c. A complete archive of all live graduation ceremonies since 2017 (excluding 2020 per Covid).

d. Standard web banner utilization to accommodate HCPS sponsorship initiatives below each page’s video player.

e. Links to download each ceremony, including previous year ceremonies with baked-in “Sponsorship Tag” at the beginning of the video.

f. Full screen video playback capability.

g. Video casting to enable a viewer to use Google Cast or Apple AirPlay technologies to stream video and audio content to a compatible TV or sound system.

h. Video playback speed selection and 10 second rewind functionality.

D. Archiving

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1. TBAE will archive all HCPS programs utilized within the scope of these broadcast and webcast services, utilizing multiple customized, fault-tolerant digital storage system (RAID) for safe keeping and will make any program available to HCPS by request.

2. All RAID systems will be supported with professional industry standard rack enclosures, dedicated HVAC systems and multiple uninterrupted power systems (UPS).

3. School Board meetings will be archived in broadcast quality 16:9 MPEG-4 high definition video for a period of at least

(12) months.

4. School Board meetings will be archived in webcast quality 16:9 MPEG-4 video in perpetuity. Currently, this archive contains all school board meetings, workshops and recognition meetings from August 5, 2008 though the present.

5. Math Homework Hotline shows will be archived in broadcast quality for a period of (2) years in order to make each previous seasons available for on-air replay broadcasts.

6. High school graduation ceremonies will be archived in broadcast quality 16:9 MPEG-4 high definition video for a period of (3) months. At the conclusion of the ceremonies, TBAE will provide HCPS with high quality, ProRes edit-ready files on a separate hard drive for internal HCPS use.

7. High school graduation ceremonies will be archived in webcast quality 16:9 MPEG-4 video in perpetuity. Currently, this archive contains all high school graduation ceremonies beginning with the 2016-2017 school year to present. Also at the conclusion of the ceremonies, TBAE will provide HCPS with these files on a separate hard drive for internal HCPS use.

8. TBAE will provide HCPS with copies of any file it currently archives at the request of HCPS. Files will be delivered on physical hard drives, flash thumb drives, FTP download or DropBox drop download, depending on size and/or the immediacy of the request.

E. Reports

1. TBAE will maintain accurate and detailed as-run playback reports for the dedicated broadcast channel, Hillsborough Schools Television. These as-run reports will be made available to HCPS, by request, in a timely manner. Reports can be requested in Microsoft Excel format or standard PDF files.

2. TBAE will maintain accurate and detailed server log files from all utilized Content Delivery Networks (CDNs). These server logs will be utilized by TBAE to analyze live stream program requests to all live webcasts. These log reports will be made available to HCPS, by request, in a timely manner. Reports can be requested in Microsoft Excel format or standard PDF files.

3. TBAE will maintain accurate and detailed server log files from its internal Content Delivery Networks (CDN). These server logs will be utilized by TBAE to analyze ondemand program requests from all web portals included in this scope of work. These log reports will be made available to HCPS, by request, in a timely manner. Reports can be requested in Microsoft Excel format or standard PDF files.

4. TBAE will create a special services report at the conclusion of each year’s high school graduation ceremonies. This report will include live on-air broadcasts, live webcasts, on-air replays and on-demand stream requests. TBAE will track live and on-demand stream requests by school. Examples of these reports are included in the last section (tab) of this document.

5. TBAE will create generalized year-end report briefly outlining all services rendered during the duration of contract term, at the conclusion of the term in a timely manner. An examples of this report is included in the last section (tab) of this document.

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6. TBAE will endeavor to meet all new and unforeseen analytical requests from HCPS regarding TBAE’s broadcast, webcasts and on-demand services in a timely manner.

F. Hillsborough Regional STEM (Science, Technology, Engineering, and Mathematics) Fair

Grand Awards Ceremony Production and Simulcast

1. Pre-production: TBAE shall provide pre-production for the award ceremony, which may include but is not limited to:

a. Provide and schedule studio space to film and record (50) video segments including but not limit to: Hillsborough County School Board Members, SuperintendenT, Student Segments, Sponsors, Community Partners, Friends of the Fair, and HCPS STEM employees.

b. TBAE will provide previous year's scripts to all participants.

c. TBAE shall update all scripts for current year's program.

d. TBAE will convert all scripts to the teleprompter for the speaker(s).

e. TBAE shall provide database management to be used by HCPS STEM employees for but not limited to 2,000 Student STEM Categorical Projects, Special Awards and Memorial Awards for Elementary and Secondary Divisions.

2. Production: TBAE shall provide audio and visual production for the award ceremony, which may include but is not limited to:

a. Provide studio space and all audio and visual equipment necessary to film and record up to (50) video segments including but not limited to Hillsborough County School Board Members, Superintendent, Student Segments, Sponsors, Community Partners, Friends of the Fair, and HCPS STEM employees.

b. Provide TBAE employee's to operate studio audio and visual production equipment.

c. Provide hair and makeup for all video segments filmed in the studio.

3. Post-production: TBAE shall provide audio and visual post-production for the award ceremony, which may include but is not limited to:

a. Acquire and reformat data for up to (2,000) Student STEM Categorical, Special Awards and Memorial Awards for Elementary and Secondary Divisions.

b. Precisely produce up to (2,000) high quality, full-screen graphics accurately depicting all participant awards with included sponsors, names, titles and revenant data.

c. Produce up to (60) motion graphics files to be used throughout the entire program.

d. Create up to (30) lower thirds to identify speakers and their organizations contained in the program.

e. Acquire and reformat up to (50) sponsor logos into a broadcast-ready graphical format.

f. Acquire any photos and videos clips (not produced by TBAE) that will be appear in the final program.

g. Convert and reformat photos, videos clips, Student project FLIP videos and sponsor videos into a broadcast ready format.

h. Acquire and license royalty free music, stock photo imagery and stock video footage necessary to complete the entire

2.5 to 3 hour final program.

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i. Create videos drafts for review and approval for the HCPS STEM Fair Team in a timely manner. Drafts will be made available for download and viewing using DropBox or a similar service.

j. Render distribution-specific master video files for final approved video for HCPS and TBAE to use for distribution and simulcasts.

3. Marketing and Promotion: TBAE shall provide marketing elements and media promotion for the award ceremony, which may include but is not limited to:

a. TBAE will take behind-the-scenes photographs during the entire production to be utilized by TBAE and HCPS.

b. TBAE will create and execute social media posts to raise awareness for the program.

c. TBAE shall create poster graphics for online apps (HillsboroughSchools.tv & watch.TBAE.net)

d. TBAE will write and distribute a Press Release announcing the simulcast of the program.

e. TBAE will create an email campaign that will be distributed to all TBAE subscribers detailing the program and when and where it can viewed by the public.

4. Distribution: TBAE will distribute and simulcast the entire program in a number of ways, which may include, but is not limited to:

a. Simulcast LIVE stream on www.hillsboroughschools.tv

b. Simulcast LIVE stream on www.tbae.net

c. Cablecast LIVE on Hillsborough Schools Television (Frontier channel 32 and Spectrum Channel 635).

d. Cablecast LIVE on the Tampa Bay Arts & Education Network (Frontier channel 34 and Spectrum channel 636)

e. Convert final video to web format for on demand viewing.

f. Add final video to online web app at www.hillsboroughschools.tv

g. Add final video to online web app at www.tbae.net

h. TBAE will replay the final program on all TBAE Network channels throughout the months of May and June following the programs premier at least (7) times.

i. TBAE shall provide a final video file in the appropriate format to HCPS to to be added to HCPS YouTube Channel.

G. Miscellaneous Production Services

1. Hillsborough County School Board Production Elements

a. TBAE shall maintain and update the “HCSB Welcome Video” as needed. This will include, but is not limited to scheduling, scripting, filming and editing replacement segments when new board members are elected or after an organizational change, in a timely manner as to keep the information correct and relevant for all simulcasts.

b. TBAE will create “Station ID’s” featuring current elected school board members and HCPS senior staff as needed for Hillsborough Schools Television. Typically, these are produced along with “HCSB Welcome Video” updates, but can be requested at any time, as needed.

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c. TBAE shall maintain and update the “Continuous Notification of Nondiscrimination” found at the end of all school board meetings by request from HCPS, in a timely manner as to keep the information correct and relevant for all simulcasts.

2. Town Halls, Press Conferences and Other Special Presentations.

a. TBAE will create poster graphic images when necessary to facilitate live simulcast events.

b. These poster graphics will be utilized on HillsboroughSchools.TV (and/or other contracted websites) to drive viewership to the specific program and increase engagement.

c. All graphics will be submitted for approval by HCPS staff prior to publishing.

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EXHIBIT B

RESPONSE TO PURCHASE SINGLE/SOLE SOURCE

COMMODITIES AND SERVICES

The following must be completed, signed, and returned as part of your response. Your response will not be accepted without this form, signed by a supplier’s authorized agent.

Respondents who believe they have “like” commodities and services must:

• upload this EXHIBIT B: RESPONSE TO PURCHASE SINGLE/SOLE SOURCE COMMODITIES AND SERVICES; and

• provide sufficient information regarding their ability to supply the described commodities and services to allow for an evaluation to determine “like” commodities or “like” services.

Responses received after the Response Due Date and Time (see page one) will not be accepted.

Company Name:

Mailing Address:

City, State, Zip:

Federal Employer Identification Number (FEIN):

Telephone Number:

Email:

Signature

Title Date