Videography and Distribution Services of Meetings and Events

The Hawaiʻi State Archives, under the Department of Accounting and General Services, is seeking an experienced video services provider to livestream and record meetings of State and Local Boards and Commissions across all islands, as well as other public events, to enhance public accessibility and engagement. This solicitation, identified as P26002669, is a fixed-price labor hour contract with a base term of one year, extendable by up to three additional one-year periods at the agency’s discretion. The contractor will be responsible for end-to-end video production, including multi-camera livestreaming with remote participant integration via Zoom, Teams, and WebEx, on-site equipment setup, and delivery of both raw and edited video content in minimum 1080p/30fps resolution, with preference for 4K and support up to 8K/60fps. All final materials must be delivered to the Hawaiʻi State Archives within seven days, with 95% of recordings submitted within three calendar days and 99.5% of equipment must be operational before each event begins. Audio must meet a 48kHz sampling rate at 24-bit depth, and the contractor must use HSA-approved equipment and comply with applicable Hawaiʻi Administrative Rules. The evaluation of proposals is based on a best-value trade-off methodology, with non-price factors carrying 85% of the total weighting: Experience and Expertise (250 points) evaluates staffing size, years of experience, certifications, and service diversity; Prior Performance (200 points) considers number of similar projects, work samples, and references; Distribution Channels (200 points) assesses capability in live streaming via social media, web portals, video on demand, and cable; and Sustainability (less than 200 points) measures proven ability to operate across neighbor islands and train staff on TriCaster/vMix systems. Price constitutes 15% of the score, with a maximum proposal file size of 100MB across all attachments, each uploaded separately via the HIePRO portal. Proposals must include a completed Offer Form OF-1, an Executive Summary (≤2 pages), Expertise and Experience documentation (≤10 pages), Prior Performance (≤5 pages plus OF-2), Distribution Channels (≤2 pages), Sustainability (≤5 pages), and Form OF-3 for pricing, alongside a valid Hawaiʻi Compliance Express Certificate of Good Standing. Contractors must comply with Hawaiʻi tax,