RFQ-DTD-FY2025-003, Videoconferencing Services

The California Department of Fish and Wildlife (CDFW), Data and Technology Division, is issuing Request for Quote RFQ-DTD-FY2025-003 on behalf of the Fish and Game Commission (FGC) to procure comprehensive videoconferencing services for Commission meetings throughout the state from May 15, 2026, through May 14, 2028, with two optional one-year extensions. The contractor must provide gavel-to-gavel audiovisual support, audio and video production, live webcasting, technical support, and archiving services for approximately 13-15 Commission meetings annually, with meetings held in various formats including in-person (one-day and two-day), hybrid meetings with Zoom Webinar components, fully virtual sessions, and short remote meetings. Pricing submissions must be submitted separately for each meeting type: in-person one-day, in-person two-day, virtual one-day, virtual two-day, hybrid one-day, hybrid two-day, short remote, and teleconference meetings, as well as additional services including overflow room equipment, alternate internet connectivity, and secure network services. Qualified contractors must demonstrate a minimum of five years' experience providing concurrent AV production, live webcasting, technical support, and help desk services for projects of similar scope and complexity, with lead team members possessing at least two years' experience in similar work. The evaluation methodology is value-effective, consisting of administrative requirements and minimum qualifications (pass/fail criteria), technical criteria (80 points maximum), and cost (53 points maximum). Questions are due by February 12, 2026, with proposals due by March 3, 2026, at 2:00 p.m. PDT, and anticipated award notification on March 10, 2026. Submissions must include separate cost and administrative/technical components delivered via email or sealed mail.

This procurement includes a 5% preference for California-certified small businesses and incentives for Disabled Veteran Business Enterprises (DVBE) exceeding 3% participation; a Target Area Contract Preference Act (TACPA) incentive is available for contracts exceeding $100,000. The contract amount for the two-year base term is $212,000, with total contract amounts for individual fiscal years listed as "to be determined" pending final negotiations. Contractors must obtain all required California business licenses and permits, maintain commercial general liability insurance at $1,000,000 per occurrence with a $2,000,000 annual aggregate, and comply with state procurement requirements. Travel expenses are reimbursable up to $20,000 per fiscal year at California state non-represented employee rates, and unanticipated tasks are capped at 10 percent of the total contract amount. Payment will be made exclusively through warrants issued by the California State Controller's Office, and the agreement is contingent upon sufficient Budget Act appropriations, with the state retaining the right to terminate with 30 days' written notice or immediately for cause. Meetings are anticipated to be held primarily at the Natural Resources Headquarters Building in Sacramento and the San Clemente area, subject to change at the Commission's discretion.