Streaming Video and Audio Services

The vendor is required to provide streaming video and audio services for include:
•    Approach to ensure professional, respectful, timely, and courteous service to the various parties that will be interacted with at the commission meetings, such as commissioners, commission staff, and members of the public.  
•    Providing in person av support for hybrid meetings with live streaming for government public meetings for boards or commissions, such as state boards or commissions, county board of supervisors, city council or planning commissions.
•    An equipment list detailing the vendor’s current field production system, including the types and number of camera equipment that will be used (small robotic cameras operated by contractor’s staff within the room to keep the contractor’s foot print to a minimum); types of source mixing boards; audio equipment, including types and number of available microphones; Fm headsets or similar devices for the hearing impaired if available; information related to how signal redundancy is captured in order to protect against any type of malfunction; a description of the encoding and streaming components used within their solution; and any ancillary equipment generally used by the vendor for meeting facilitation
•    Process to record the audio from a “closed session” confidentially. 
•    The commission may have a “closed session” scheduled on the agenda for any day of a meeting, and the commission may also choose to enter into closed session at any point during a meeting.  
•    During the closed session, everyone must leave the room except for the commissioners and designated persons. 
•    The closed sessions must never be live web streamed, included in the public webcast archive, nor included in the USBs of the meeting proceedings.  
•    The closed sessions must be recorded and given to the commission’s general counsel (or designee).  
•    The vendor starts an mp3 recorder and then leaves the room so that the closed session can begin.  
•    The closed session, the file is saved to a USB flash drive and provided to the general counsel (or designee).  
•    The file to their laptop and verifies with the vendor that the file has been transferred successfully.  
•    The vendor permanently deletes the file from its devices.
•    Video switching equipment that must be capable of providing text information at the bottom of the screen that includes the applicable agenda item, meeting date, and the coastal commission’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 coastal commission will provide the logo to be used upon award of the contract
•    Prepares for possible problems at a venue including but not limited to the following: adequate sound levels, large crowds, inoperable equipment, and integration of zoom webinar platform to support virtual live testimony from remote locations.
•    Style and format of the USB flash drives copies the vendor will provide to document the meeting proceedings.
- Budget: $200,000.00

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 5, 2025