RFQ 25-03 Streaming Video & Audio Services

The California Coastal Commission is seeking a contractor for RFQ 25-03 to provide comprehensive streaming video and audio services for monthly public meetings. The primary objective is to deliver full audiovisual support for hybrid meetings that combine in-person and virtual Zoom Webinar participation, including live internet webstreaming and archived video documentation. Required services encompass complete production support, technical presenter assistance, video indexing by agenda item and motion/vote, electronic meeting minutes, and hosting of archived meeting content dating back to February 2007. Meetings will typically occur over three consecutive days, from 9:00 a.m. to 5:00 p.m. or longer, at various coastal locations throughout California. The RFQ requires vendors to submit detailed bid packages including signed cover sheets, meeting cost sheets, quote calculation sheets, scope of work responses, customer references, equipment and team information, and compliance certifications. Evaluation will be comprehensive, with administrative compliance as a pass/fail criterion, technical criteria worth 80 points (assessing government meeting experience, team qualifications, equipment capabilities, and archive functionality), and cost considerations worth 60 points. Responses are due by 2:00 p.m. on January 6, 2026, with a public cost opening scheduled for January 15, 2026, and anticipated contract award on January 28, 2026.

The contract includes provisions for small business and disabled veteran business enterprise preferences, with opportunities for businesses meeting these classifications. The contract term is twelve months, running from February 1, 2026, through January 31, 2027, with a potential one-year extension option under identical terms. The estimated annual budget is $200,000, with travel expenses reimbursable up to $34,200 per year at rates established by the California Department of Human Resources. Contractors must comply with California Information Technology General Provisions for cloud computing services and carry specific insurance coverage, including workers' compensation and non-owned vehicle liability. The procurement requires vendors to demonstrate significant experience with government meeting documentation, robust technological capabilities for video streaming and archiving, and the ability to manage complex audiovisual environments. Vendors must provide a minimum of three customer experience references and detailed information about their technical infrastructure and team qualifications. The lowest bidder will receive full cost evaluation points, creating a competitive pricing environment for potential contractors.