Video Production and Live Streaming Services for Caroline County, Virginia

Caroline County, Virginia, is soliciting sealed bids for professional video production and live streaming services to support public meetings and various county events. The scope of work includes on-site production at the Caroline Community Center Auditorium using county-owned equipment, off-site in-person production using vendor-owned equipment, and remote production services. Key deliverables involve providing high-quality live streams, raw footage, and edited videos, with all content being uploaded to the official Caroline County YouTube channel. All digital and video content must strictly adhere to Title II of the Americans with Disabilities Act (ADA) and WCAG 2.1 Level AA standards, ensuring accessibility through synchronized captions, audio descriptions, and accessible media players. The contract is awarded to the lowest qualified and responsible bidder and features an initial one-year term with the possibility of up to four one-year renewals, subject to annual appropriation by the Board of Supervisors. Bidders must submit a firm, fixed, all-inclusive hourly rate structure covering in-person (on-site and off-site) and remote meeting scenarios. Submissions must include comprehensive company information, experience, equipment lists, portfolio links, and references. The solicitation requires various certifications, including conflict of interest and business entity compliance, and emphasizes the County's ownership of all intellectual property produced under the agreement. Bids must be submitted by the deadline of 1:00 p.m. on September 28, 2026, via the eVA system or hand-delivered to the County Administrator.