REQUEST FOR BIDS BOC MEETINGS-LIVESTREAM AND RECORDING SERVICES BID # 2026-12

Description: Pasquotank County ("County") is soliciting bids from qualified vendors to provide livestreaming and recording services for meetings of the Pasquotank County Board of Commissioners. The purpose is to obtain reliable, high-quality livestreaming and recording services that allow the public to view County meetings and provide the County with accessible, properly maintained recordings for public access and retention purposes. EXPECTED SERVICES The bidder shall provide the personnel, equipment, technical support, and related services necessary to fulfil the requirements described herein. Services shall include, but are not limited to: 1. Attend and cover regular Board of Commissioners meetings in person. Meetings are usually held on the first and third Monday of each month at 6:00 p.m. in the Commissioners Boardroom at the Pasquotank County Courthouse, 206 E. Main Street, Elizabeth City, unless the County's annual meeting calendar says otherwise. 2. Provide, set up, operate, maintain, and remove all equipment needed for the service, including cameras, microphones and other audio equipment, computers, cables, and equipment used to stream and record meetings. Vendor will be able to use the existing audio system that is in the boardroom for these meetings. 3. Stream each meeting live on a platform approved by the County. Work with County staff to set up the meeting link and make sure the meeting is listed and available to the public. 4. Make a complete recording of each meeting and give it to the County by the next business day unless the County approves a different deadline. 5. Have a backup way to record meetings and provide a written plan for handling equipment failures, internet outages, sound problems, and other interruptions. 6. Provide clear video and sound. Explain what accessibility features are available, including captions or caption files. 7. Coordinate with County staff before each meeting and promptly tell the County about technical problems or interruptions. There are 19 scheduled board meetings during the 2027 calendar year. The County may ask for separate prices for special meetings, work sessions, or other public meetings. The bidder may provide these extra services only after the County approves them. BID REQUIREMENTS 8. Shall include the bidder's name, mailing address, phone number, email address, and main contact. Include a cover letter signed by someone authorized to act for the bidder. 9. Provide a description of the bidder's experience livestreaming and recording public meetings for counties, cities, towns, or other local governments. 10. Provide at least two references from government clients for similar work. Include each client's contact information and links to examples of meetings the bidder has streamed or recorded. 11. Provide a description of the personnel and equipment that will be used to perform the required services. The description shall include, but not be limited to, the procedures for providing services at each meeting, on-site technical support, creation and retention of backup recordings, and delivery of meeting recordings to the County. 12. Provide a contingency plan for equipment, sound, power, internet, or streaming failures. 13. Provide a complete, itemized list of all prices and fees associated with the proposed services, including: • Price per regular meeting. • Price per special meeting, if different. • Any annual or one-time setup fee. • Travel and equipment charges. • Streaming platform and storage fees. • Captioning or accessibility-related charges. • Any additional or optional service fees. 14. Provide the names of any subcontractors the bidder plans to use and a list of any requested changes to the requirements or proposed contract. Bidder shall disclose any conflicts of interest, be responsible for work done by its subcontractors and shall not charge fees for any subcontractor services without the County's approval in writing. BID CONDITIONS 15. The bidder must use streaming services, websites, and accounts approved by the County. The bidder must protect County files and passwords and may not access County computer systems or networks without permission. 16. The County shall own the recordings made under the contract, as allowed by law, and the final contract. The bidder shall provide the County with access to, and copies of recordings as required by the contract. The bidder shall not limit the County's access to the recordings nor sell, publish, distribute, reuse, or otherwise disclose the recordings without the County's approval in writing. 17. The bidder must provide a completed W-9 and any other forms required by the County before the contract is awarded. 18. Shall follow all federal, North Carolina, and local laws and County policies that apply to this work, including rules about accessibility and nondiscrimination. 19. Shall follow the North Carolina laws that apply to open meetings and public records while doing this work. The County will decide how to manage closed sessions, when recordings or other records may be released, and how long official records must be kept. The bidder must keep and provide records as the County directs. 20. Shall comply with the North Carolina's Worker's Compensation Act. If a bidder is excluded from such Act, bidder shall carry or cause its employees to carry adequate medical/accident insurance to cover any injuries sustained during the performance of services. The bidder must also meet any contractor and E-Verify requirements that apply under North Carolina law. 21. Submit bid in a sealed envelope, with the bid number clearly labeled on the outside of the envelope. EVALUATION AND CONTRACT The County plans to compare bids based on the vendor's experience with local governments, references and sample work, equipment and work plan, backup plans, accessibility features, and total cost. The County may contact references, ask vendors to explain their proposals, reject any or all bids, change or cancel this request, and choose the bid that offers the best overall value under applicable law and County purchasing rules. The initial contract is expected to last one year. The County may renew it for up to two more one-year periods if both parties agree and the County approves. The final contract will state the required insurance limits, service standards, payment terms, how either party may end the contract, and other contract terms. SUBMISSION DEADLINE All bids must be received no later than Monday, November 9, 2026, at 10:00 AM. Bids will be opened and publicly read aloud at that time in the Pasquotank County Manager's Office. Submit bids to: Pasquotank County Manager's Office 206 E. Main St. Elizabeth City, NC 27909 CONTACT FOR INFORMATION For questions or additional information, please contact: John Shannon Assistant County Manager Phone: 252-335-0865 Email: shannonj@co.pasquotank.nc.us Pasquotank County reserves the right to reject any and all bid proposals.