Webcasting Services

The Vendor is required to provide full-service webcasting for meetings of the council for an average of 15 regularly scheduled meetings per year.
- Equipment requirements
•    One audio-visual media cart for webcasting
•    Two robotic cameras
•    Sixteen microphones with audio support
•    Video conference service that is compatible with zoom with session initiation protocol and technology acceptance model
- Meeting locations and travel requirements
•    As routine meetings are scheduled, the contractor will be provided a list of meeting dates and locations and must accept the meeting schedule in writing within five business days of receipt.
•    If multiple meetings are scheduled for different locations on the same date, the contractor must provide sufficient staff and equipment at each location to provide the required webcasting services.
- Livestream and recording requirements
•    Must confirm livestream functionality at the start of each meeting.
•    The livestream and recording of such must include real-time sub-titles with transcript and communication access real-time translation (“CART”) service.
•    Provide link to meeting recording with transcription completed to the department within one week of meeting date to ensure compliance with state open meeting law which requires that meeting minutes be posted within two weeks of the date of the meeting or one week from an executive session.
•    Provide access to the department to view recordings in a content management system (“CMS”). 
•    The CMS must include a custom viewing portal, unlimited live viewing, and 12 months of archived meeting access. 
•    Recordings posted to the CMS must include transcription and CART services.