SCTPO Meeting Audio/Visual Support | Request For Quote #2025-02

Requested Services

The Space Coast Transportation Planning Organization is seeking quotes for meeting support services related to recording and broadcasting of the Governing Board and Committee meetings. There may also be special events requiring recording services such as the SCTPO’s annual Open House, typically held in June each year. General services are as follows:

•  Set up, record, and provide audio and video recording of SCTPO Governing Board and the Technical and Citizens Advisory Committee meetings.
• Video recording shall include live streaming of meetings on SCTPO YouTube Channel. Facebook Live may also be requested or other streaming service that is compatible with system used and agreed upon by SCTPO staff.
• Video recording of SCTPO Governing Board meetings shall also be coordinated with Space Coast Government Television for live streaming on SCGTV. Committees will not be broadcasted on SCGTV.
• Bidder shall be responsible for all equipment and shall provide video recordings to SCTPO staff within 24 hours of completion of meetings. Format shall be approved of and coordinated with SCTPO staff.
• SCTPO will be responsible for compiling and displaying all presentations during meetings. Any videos to be used within presentations will be coordinated with awarded bidder prior to meetings.

 A minimum of 3 camera angles shall be used.

• 1 angle of podium for presentations
• 1 angle of Board/Committee Chair and TPO Executive Director
• 1 wide angle of board/committee members
• Ability to also stream presentation slides during presentations

A minimum of 12 microphones (prefer wireless) are necessary for rendering services at the meetings with the first meetings beginning in April 2025.

The 2025 SCTPO meeting calendar, times and locations are as follows:

* May 8th Governing Board meeting starts at 2:30 PM

Contact Information

Jillian John, Accounting & Contracts Specialist
Email: jillian.john@sctpo.com
Direct: 321-350-9265
Space Coast Transportation Planning Organization
2725 Judge Fran Jamieson Way
Bldg. B, Room 105
Melbourne, FL 32940
321-690-6890

 RFP Documents

Please download package below for quote format, requirements for submittal and details on the quote submission process.

Request for Quote Package #2025-02

Required Forms – Due to the use of Federal funds the following forms are required in order to be eligible for consideration of award of services. (Forms are in Microsoft Word format).

• Form A – Quote Proposal
• Form B – Non-Collusion Certification
• Form C – Public Entity Crime Info
• Form D – Debarment and Suspension Certification
• Form E – Drug Free Workplace
• Form F – Certification Regarding Lobbying
• Form G – Human Trafficking Affidavit
• Form H – Title VI/ Non-Discrimination Assurance with Appendices A & E

Sample Services Agreement

• DRAFT Services Agreement (For reference only. To be completed upon award of contract.)

The solicitation period for this RFQ is from Thursday, February 27, 2025 - Monday, March 17, 2025. All quotes are due by 12:00 pm on Monday, March 17, 2025.

Addendums

If it becomes necessary to revise or make clarifications of any part of this Request for Quote, an addendum will be issued and posted here. It is the responsibility of all interested bidders to regularly check this site for any updates, changes, or clarifications.