The Vendor is required to provide comprehensive audio and video recording services to capture and document government meetings effectively.
- Provide the design/specifications of new equipment needed to upgrade the current a/v system; and/or
- Providing price quotes for the provision of all audio/visual equipment needed in the board chambers, for the purchase and installation of said equipment.
- A selected provider will be responsible for operating public, educational, and government access cable channel(s), developing operational policies and procedures, and ensuring that all audiovisual output meets the highest standards of quality and compliance with applicable regulatory requirements.
- This initiative supports our commitment to transparency and community engagement by making recorded meetings accessible to the public.
• Operation of public, educational, and government access cable channel(s), to the extent legally allowed, otherwise recording meetings for broadcasting on YouTube.
• Development of operating policies and procedures
• Provision of training for in-house teams
• Playback/cablecast services for recorded content
• Professional video production services staffing
- The audiovisual services are essential for ensuring that our meetings are accurately documented and publicly accessible.
- Effective audio and video documentation enhances community participation, promotes transparency in government operations, and ensures that critical information is available to all stakeholders without barriers.
- Comprehensive audiovisual solutions will allow the agency to uphold its commitment to effective communication and public service.
- These services will encompass the entire spectrum of audio and visual recording, editing, and post-production, ensuring that meetings are accurately captured and made accessible to the public.
- The capture of audio/video content but also the sophisticated management of broadcasts over public, educational, and government access (peg) channels and/or YouTube, or other venues, facilitating transparency and community engagement.
• Ability to capture high-quality audio and video during live meetings.
• Proficient operation of multiple cameras and audio equipment to ensure comprehensive coverage.
• Development and implementation of operating policies and procedures governing usage and access.
• Provision of training for county staff on equipment and software to ensure operational efficiency.
• Expertise in playback and cablecasting of recorded content across peg channels.
• Staffing solutions for professional video production services, ensuring availability and accountability.
• Production of high-definition video recordings for all scheduled government meetings.
• Development and implementation of operating policies and procedures for video recording and playback.
• Provision of training sessions for county staff on video production techniques and equipment utilization.
• Management and execution of playback/cablecast of recorded meetings on peg access channels, or other venues.
• Staffing for professional video production, including directors, camera operators, and technical support personnel.
• Regular maintenance of audio/video equipment to ensure reliable operation during live recordings.
• Normally meetings have been staffed by one staff recording person.
• A room near the board chambers is currently set up for audio-visual equipment which allows recording of multiple cameras.
- Service requirements for recording (liquidated damages)
• Must be available on site to record the meeting, 100% of the time.
• A schedule for regular meetings shall be provided by the county at the beginning of the year, and 30 days in advance if any changes are made to the regular meeting schedule.
• Notice of special meetings shall be provided at least five (5) days in advance.
• Contractor is not subject to liquidated damages for special meetings when notice is not provided at least five (5) days in advance, but should make all reasonable efforts to record such meetings.
- Liquidated damages:
• Failure to record a meeting (regular or special meeting when required notice has been provided) due to lack of available staff shall include a penalty as follows: $250 penalty (1st missed meeting in calendar year), $500 (second missed meeting), $750 (third missed meeting), and $1,000 (fourth and subsequent missed meetings)
• Failure to record a meeting due to technical issues beyond contractor’s control: no penalty
• Failure to correct technical issues within five (5) days, thus causing non-performance at subsequent meetings, unless the technical correction reasonably requires more than five days, and contractor proceeds with the repairs as soon as reasonably possible and corrects the technical issue within 10 days, or such longer period as may be agreed to by the county in exceptional circumstances.
• $250.00 penalty/meeting.
- Required to adhere to specific technical requirements, including the capability to record in high definition quality (minimum 1080p capability 4k if cost effective), use of professional audio equipment to ensure clear sound capture, and familiarity with the latest video editing software for post-production processes.
- Provide monthly performance reports, including viewership metrics and feedback collected from audience surveys, to gauge the effectiveness of the video production and dissemination strategies.
- Optional Walkthrough Date: May 19, 2025
- Questions/Inquires Deadline: May 20, 2025