Videography and Distribution Services of Meetings and Events

Background
The Hawaiʻi State Archives is seeking to enhance public accessibility and participation in State and Local Boards and Commissions meetings across all islands. This solicitation aims to procure an experienced service provider for livestreaming and recording these meetings, as well as other public events in the State of Hawaiʻi. The goal is to ensure that all interested parties can access these meetings, which may occur during work hours, evenings, or weekends.

Work Details
The contractor will provide comprehensive videography and distribution services including:
- Livestreaming of State and Local Boards and Commission meetings.
- Recording of meetings for later access.
- Hosting post-meeting recordings on a contractor-owned webpage with free public access.
- Video on Demand capabilities with keyword search and date range filtering.
- Training for third parties on technical procedures related to livestreaming.
- Access to physical space for hosting meetings accommodating at least 8 board members and 20 public attendees, including necessary filming equipment.
- Broadcast TV and/or Live Cable distribution capabilities.

Period of Performance
The initial contract term is one (1) year from the Notice to Proceed, with the possibility of three (3) one-year extensions upon mutual agreement.

Place of Performance
Services will be performed across all islands in the State of Hawaiʻi, including neighbor islands.

Bidder Requirements
Offerors must demonstrate:
- Experience in livestreaming boards/commissions meetings and events on platforms such as Microsoft Teams, Zoom, Google Workspace, etc.
- Expertise in operating TriCaster or vMix streaming systems.
- Capability to provide training on technical topics.
- Ownership of a webpage for hosting livestreamed events.
- Compliance with all state laws governing business operations in Hawaiʻi.