Technical and Language Support Services

The vendor is required to provide technical support services, language interpretation services, meeting documentation, and compliance.
- Technical support and audio-visual services
•    Providing equipment appropriate to venue location and meeting format suitable for a live audience and broadcast. 
•    Equipment may include, but not limited to, high-definition cameras, powered speakers, monitors, microphones, projectors, audio mixers, video switchers, video conferencing equipment, cables, and internet hotspot. 
•    Providing presentation technology and ensuring compatibility with various meeting platforms such as zoom for remote viewers.
•    Provide qualified staff to setup, operate equipment, troubleshoot and produce the meeting suitable for live streaming and hybrid meeting integration.
- Recording, archiving, and documentation
•    Recording meetings in high-definition audio and video formats, ensuring clarity and to professional standards suitable for a public archive. 
•    Providing as necessary post-meeting video editing to enhance clarity and presentation quality. 
•    The help facilitate immediate archival uploading to the air district’s specified platforms. 
•    Providing comprehensive documentation, including but not limited to meeting transcripts, chat transcripts, detailed attendance logs, interactive session data (polls, surveys), and other relevant participant engagement metrics.
- Project management and coordination
•    Assigning a senior-level project manager to oversee all service delivery phases, from initial planning and setup through to execution and follow-up.
•    Developing detailed project work plans and timelines, regular communication and proactive management of potential challenges, and provision of timely updates to air district staff. 
•    Providing clear, transparent budget management to ensure services remain within allocated funding and timelines.
•    Ensuring all services adhere to local, state, and federal laws regarding accessibility and language access. 
•    Complying with applicable guidelines set by the federal communications commission (FCC) and the equal employment opportunity commission (EEOC).
- Ad-hoc language interpretation services
•    Providing simultaneous interpretation from english into languages prominently spoken across the nine counties, including but not limited to Spanish, Chinese Tagalog, Vietnamese, and others as identified. 
•    Providing certified interpreters for meetings 1-6 hours in length. 
•    Ensure provision of wireless headsets and transmitters for in-person meetings, and seamless virtual integration for hybrid and virtual formats.
•    Recording interpretation audio channels during meetings, providing these recordings for archival access to maintain transparency and public availability. 
•    Documenting expertise and successful management of multilingual interpretation, complex technical integrations, and multifaceted logistical operations.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 31, 2025