Video Production and Web Streaming 2024

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Agency: Port of Tacoma
State: Washington
Level of Government: State & Local
Category:
  • T - Photographic, Mapping, Printing, and Publications Services
Opps ID: NBD15361312087320208
Posted Date: Mar 18, 2024
Due Date: Apr 15, 2024
Solicitation No: 072096
Source: Members Only
Video Production and Web Streaming 2024

Contract Number:

072096

Estimated Cost Range:

Not to Exceed (NTE) $800,000

Procurement Summary:

The Port of Tacoma and The Northwest Seaport Alliance (PORT/NWSA) are soliciting proposals from firms interested in providing Video Production and Online Web Streaming services. The PORT/NWSA anticipates awarding 2 personal services contract(s). The period of performance of the contract is three (3) years from the execution of the contract, with options for renewal at the sole discretion of the PORT/NWSA, for a possible total of five (5) years.

Notes:

Questions Due: April 1, 2024 @ 2:00 PM (PST)
There will be a mandatory site visit scheduled.

Attachment Preview

PORT OF TACOMA &
NORTHWEST SEAPORT ALLIANCE
REQUEST FOR PROPOSALS
NO. 072096
VIDEO PRODUCTION & WEB STREAMING
Issued by
Port of Tacoma &
Northwest Seaport Alliance
One Sitcum Plaza
P.O. Box 1837
Tacoma, WA 98401-1837
RFP INFORMATION
Contact:
Michelle Walker, Contract & Procurement Analyst
Email Addresses:
procurement@portoftacoma.com
Phone:
(253) 888-4744
Submittal Date
April 15, 2024 @ 2:00 P.M. (PST)
Questions Due Date
April 1, 2024 @ 2:00 P.M. (PST)
SUBMIT ALL QUESTIONS AND PROPOSALS VIA THE PROCUREMENT PORTAL.
(LINK LOCATED ON THE LEFT SIDE OF THE PROCUREMENT WEB PAGE)
Request for Proposals
072096 - Video Production & Web Streaming Services
Page 1 of 21
POT/NWSA
Request for Proposals (RFP) 072096
Video Production & Web Streaming
A. PURPOSE
The Port of Tacoma and The Northwest Seaport Alliance (PORT/NWSA) are soliciting
proposals from firms interested in providing Video Production and Online Web
Streaming services. The PORT/NWSA anticipates awarding a personal services
contract(s). The period of performance of the contract is three (3) years from the
execution of the contract, with options for renewal at the sole discretion of the
PORT/NWSA, for a possible total of five (5) years.
BACKGROUND
Created by Pierce County citizens in 1918, the Port of Tacoma is a major center for
container cargo, bulk, break-bulk, autos and heavy-lift cargo. To learn more about the
PORT, visit www.portoftacoma.com.
Formed in 2015, The Northwest Seaport Alliance is a marine cargo operating
partnership of the ports of Tacoma and Seattle. The NWSA is the fourth-largest
container gateway in North America. To learn more about the NWSA, visit
www.nwseaportalliance.com.
Both the NWSA Managing Members and PORT Commission hold regular, monthly
public meetings. The meetings are streamed live on the Web and archived for later
viewing. In addition to watching the video, the public can view and download meeting
notices, agendas, memos, presentations and audio files online.
The NWSA Managing Members hold regular public meetings the first Tuesday of every
month alternating between Pierce County (odd months) and King County (even
months), audit committee meetings three times a year and other meetings as
necessary.
The PORT Commission holds regular public meetings the third Thursday of every
month at The Fabulich Center in Tacoma, audit committee meetings three times a year
and other meetings as necessary. Occasionally, the Port will conduct meetings at
different locations that may not have audio or video equipment.
Cameras and sound equipment are installed in the Port of Tacoma Fabulich Center’s
Commission meeting room, but sound equipment is needed for The Northwest Seaport
Alliance meetings held at the Fabulich Center. The Port of Seattle facilities do not have
any equipment.
The PORT/NWSA may also require additional video and streaming services for
business and/or community events, meetings and speeches.
The public is able to view meetings live and find archived content on the PORT/NWSA
websites. The PORT/NWSA seek online meeting portals with the core functionality of
providing the public access to a live stream of the meeting, as well as meeting
documents and archived videos and audio recordings.
The website design and functionality of the two organizations must be consistent to
make it easy for the public to access meeting information and for staff to upload content
Request for Proposals
072096 - Video Production & Web Streaming Services
Page 2 of 21
ATTACHMENT A – INSTRUCTIONS FOR PROPOSING
to the Web portals. It is also essential that the Tacoma camera and audio equipment is
operated consistently. As a result, only one vendor will be selected. The successful
vendor will be awarded two contracts, one for the PORT and one for the NWSA.
The PORT/NWSA’s Standard Terms and Conditions are included in Attachment B
to this RFP. By submitting a proposal, the Proposer represents that it has
carefully read and agrees to be bound by the PORT/NWSA’s Standard Terms and
Conditions. Identify during the question submittal and response period, any
sections you consider onerous, clarify why you consider these sections onerous,
propose alternative language and describe why it is in the PORT/NWSA’s best
interests to adopt the alternative language.
Proposals submitted with altered or conditioned Terms and Conditions without
prior written agreement from the PORT/NWSA will be considered non-responsive
and not considered for evaluation.
Proposers submit proposals understanding all contract terms and conditions are
mandatory. Response submittal is agreement to the Contract without exception.
The PORT/NWSA reserves the right to negotiate changes to submitted proposals
and to change the PORT/NWSA's otherwise mandatory Contract form during
negotiations. If the Proposer is awarded a contract and refuses to sign the
attached Contract form, the PORT/NWSA may reject the Proposer from this and
future solicitations for the same work. Under no circumstances shall Proposer
submit its own boilerplate of terms and conditions.
B. SCOPE OF SERVICES
Professional Video Production and Online Streaming
The vendor will provide professional video production and online streaming services for
NWSA Managing Member meetings, PORT Commission meetings and other business
or community events and/or speeches as requested by the PORT/NWSA. The audio
files from each meeting are the official record required to comply with Washington state
public record laws.
The vendor will provide all support for the audio, video and streaming systems,
including set-up, testing and trouble-shooting. Uplink/bandwidth is available at both
locations.
• Meetings at Port of Seattle (SeaTac Airport Conference Center or possibly
T-46): The vendor will provide all equipment, services and staff required to
produce, record and live-stream meetings. Meetings will be streamed live online
through a Web portal, and recorded for on-demand viewing and broadcast.
• Meetings for the Port of Tacoma (Fabulich Center): The vendor is expected to
use the installed video and audio equipment to produce, record and live-stream
meetings. The vendor will provide any additional audio equipment and any other
required equipment, services and staff to produce and record meetings. Meetings
will be streamed live online through a Web portal, and recorded for on-demand
viewing and broadcast.
Request for Proposals
072096 – Video Production & Web Streaming Services
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ATTACHMENT A – INSTRUCTIONS FOR PROPOSING
• Meetings for The Northwest Seaport Alliance (Fabulich Center):. The vendor
is expected to use the installed video equipment to produce, and live-stream
meetings. The vendor must provide the audio equipment and any other required
equipment, services and staff to produce and record meetings. Meetings will be
streamed live online through a Web portal, and recorded for on-demand viewing
and broadcast.
• Meetings at other locations: Occasionally, the NWSA or Port of Tacoma may
need to produce, record and live-stream a meeting at a location other than the
Port of Seattle or Port of Tacoma. In that case, the vendor and the PORT/NWSA
of Tacoma will determine the staff, equipment and services required.
Real-time streaming video must be available to both internal and external users, be in a
widely utilized streaming format and support multiple device platforms. The vendor must
host the proposed Web streaming system and require very little interaction with
PORT/NWSA staff other than access to video/audio feeds.
For all meetings, regardless of location, the vendor will produce a final video that meets
professional broadcast standards and deliver it to these local broadcast stations King
County TV, Pierce County TV and Click! TV Network.
The NWSA or PORT may also request video production and/or online streaming
services for PORT/NWSA business or community events, meetings or speeches. For
these requests, the vendor will provide all support for the audio, video and streaming
systems, including set-up, testing and trouble-shooting.
Audio & Video Requirements By Location/Agency*
Location
Provide Video Equipment
PORT/Fabulich Center
NO
NWSA/Fabulich Center
NO
NWSA/Airport
YES
NWSA/Pier 69
YES
Other locations
YES
Provide Audio Equipment
NO
YES
YES
YES
YES
* NOTE: The successful firm must provide sufficient audio and video equipment to meet
the needs of all the PORT/NWSA meetings.
Web Portals
The vendor will provide two separate meeting websites, one for NWSA meetings and
the second for PORT meetings. The vendor will work with the PORT/NWSA to design
the portals and provide all development, hosting and maintenance of the sites. The site
must optimize content viewing across multiple platforms and devices.
The Web portals will provide the ability to:
• Publish meeting notices, agendas, memos and other documents prior to
meetings;
• Live-stream video of meetings;
• Index/cross link/time code meeting content by agenda for ease of access and
selection of specific items of interest;
Request for Proposals
072096 – Video Production & Web Streaming Services
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ATTACHMENT A – INSTRUCTIONS FOR PROPOSING
• Publish video and audio files;
• Archive video recordings, audio recordings and related documents including
but not limited to memos, presentations and resolutions (PDFs preferred);
• Meet state and federal requirements for public information, accessibility and
retention policies (see the Washington State Public Records Act, chapter
42.56 of the Revised Code of Washington);
• Search archive library by keyword;
• Jump to index points of archived meetings;
• RSS feeds for meeting notices/agendas, minutes and videos; and
• Migrate meeting content (videos, audio, documents, index points) from current
system
o Estimated archived volume to migrate is about 200GB.
The PORT/NWSA prefer the meeting portal be a stand-alone website hosted by the
vendor. The vendor must specify how the Web portal will interface with the
PORT/NWSA websites. Currently, both websites are built on Drupal 10.
PORT/NWSA staff must have access to upload, edit and publish meeting content. The
content management should be built for the non-technical user. The vendor will host the
Web portal, and provide all monitoring, maintenance, software upgrades and bug fixes.
The vendor will also provide training and support to NWSA staff.
The vendor will provide unlimited on-demand bandwidth and storage for streaming on-
demand content and archiving all meetings. The vendor will provide a live video stream
of all meetings on the Web portals, except when the meeting location doesn’t offer the
bandwidth required. It is assumed that all meetings at the Port of Seattle and Port of
Tacoma will be live-streamed online.
Port of Tacoma equipment list & pre-proposal meeting
This list identifies the primary equipment currently used, and available to the successful
firm to use, at the Port of Tacoma’s Fabulich Center to record and stream meetings
online. The list is not meant to be exhaustive. All interested firms must attend one (1)
of the Mandatory pre-proposal meetings to tour the facility and see the equipment
available with a member of the Port of Tacoma’s IT department. The Fabulich Center is
located at: 3600 Port of Tacoma Road.
NOTE: The successful firm must provide sufficient audio equipment to meet the needs
of all the PORT/NWSA meetings.
Blackmagic Design ATEM Television Studio Pro
Sony
RM-IP500 PTZ Camera Remote Controller
QSC
Q-SYS QIO-ML2x2
Sony
SRGH300 PZT Cameras (5)
NFC
Skyreach Titan MVE production platform
Shure MX415LPDF/C 15" Cardioid Dualflex Gooseneck
Shure
Microphones with MXW8 Base (19)
Shure
MXW2/SM58 Handheld Transmitter
Request for Proposals
072096 – Video Production & Web Streaming Services
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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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