Zoom Meeting Moderator Request for Quote

Zoom Meeting Moderator Request for ProposalThe Township of West Orange is looking to engage one or more audio/video operators to moderate the online portions of in-person and/or virtual meetings of the Township Council and other official bodies of the Township.The functions of the required services are broken down into two distinct responsibilities, which may be performed by entirely by a single operator or separately performed by multiple operators.  This request for proposal is to solicit proposals for:Meeting Moderation for live in-person meetings.Meeting Moderation for online all-virtual meetings.Post-Meeting Video Production for both types of meeting moderationSCOPE:   Meeting Moderation for live in-person meetings: Typical duties for each meeting include two parts that include pre-meeting preparation and responsibilities during meetings. This procedure is necessary for every Onsite West Orange Town Hall meeting.  A typical meeting will begin at 6:30 pm and conclude at 10:30 pm, although meetings sometimes last unexpectedly longer and coverage for the extended period will be required. PART 1 - Pre-meeting Preparation for Zoom and Camera OperationSchedule Township Council/Board meeting date within the Township Zoom account to create the zoom link in advance of the meeting.Create specialized graphic to be used on website with workable links to provide public access to the meeting via zoom and forward to Website Administrator for posting.Create separate document with same unique workable links in email format to be used for the meeting agenda posted to the website by the Municipal Clerk.Program/test pre-set camera positions for video camera operation in council chambers.Access Council Chambers computer for RDP Login (remote access) to run zoom webinar.Start webinar practice session.Confirm video and audio feed is working from camera and computer and test accordingly.Make sure to get and test all presentations before start of meeting. Have a second laptop ready for presentations.  Have second laptop connected to projector.  PART 2 - Meeting Tasks for Simultaneous Zoom and Camera OperationBegin webinar meeting to the public when instructed to do so by meeting officiant.  Confirm that recording on the zoom platform is taking place when the meeting starts.Begin camera operations at start of meeting for duration of meeting.  Throughout meeting, direct camera angle and operate camera zoom to adjust as needed between, council members/board members speaking, podium speakers, big screen projection, and wide council chambers angles.Moderation of online participants into the meeting at certain points of the meeting, which includes granting and regulating permissions to zoom participants individually to address other meeting participants during public comment portions of the meeting.  A typical online audience will consist of 30 to 40 participants with 10 to 15% typically entering the meeting to speak.During the entire meeting, maintain attention to zoom meeting controls including audio and video feeds and reconnect to internet upon lost connection as quick as possible to avoid disruption to meeting.End zoom meeting. Sign out of zoom account. Log off of the remote access of the council chambers computer.  Meeting Moderation for online all-virtual meetings.: Typical duties for each meeting include three parts that include pre-meeting preparation (emails from board secretaries/Township Official with instructions), responsibilities during meetings and post-meeting activities. This procedure is necessary for every Offsite West Orange meeting.  A typical meeting will begin around 7:00 pm, although these times will need to be flexible, concluding two to three hours later, although meetings sometimes last unexpectedly longer and coverage for the extended period will be required.   PART 1 - Pre-meeting Preparation for ZoomSchedule Township Council meeting/Board meeting date within the Township Zoom account to create the zoom link in advance of the meeting. (emails from board secretaries to create link for attorneys) this could be 10-15 days prior to meeting date.Create specialized graphic to be used on website with workable links to provide public access to the meeting via zoom and forward to Website Administrator for posting. Provide an accessible phone number to be posted on the draft agenda for technical difficulties.  After receiving “Draft Agenda” with Panelists’ information, create individualized panelist links for Applications on previous pages of the “Draft Agenda”. (This is usually day or two prior to the meeting.)Create separate document with same unique workable links in email format to be used for the meeting agenda posted to the website by the Municipal Clerk or Board Secretary.Participants will provide their own video feeds through their connection to the Zoom meeting software.Start webinar practice session 15 minutes prior to the meeting for primary participants and confirm video and audio settings are operational. Be available by phone in case of technical difficulties PART 2 – Zoom Meeting TasksBegin webinar meeting to the public when instructed to do so. Confirm that recording on the zoom platform is taking place when the meeting starts.Moderation of online participants into the meeting at certain points of the meeting, which includes meeting participants and regulating permissions to zoom meeting visitors invited to participate during public comment portions of the meeting.   During the entire meeting, maintain attention to zoom meeting controls including audio/video feeds, regulate various Zoom features such as screen sharing and other requirements to avoid disruption to meeting.End zoom meeting. Sign out of zoom account. Post-Meeting Video Production for both types of meeting moderation: These responsibilities are required for all online moderated meetings regardless whether they are live or online only. Download meeting video footage from zoom account to laptop to prepare to raw recordings for distribution the following day after the meeting. confirm meeting has been downloaded to the proper drive and or specific location requested by the Township.   Transfer the zoom meeting footage into video editing software to be attached to pre-existing recording of an introduction segment, creating the video production of the meeting.  Some production editing will be required including the addition/editing of graphic titles and dates.  Editing software may be provided by the proposer or the Township, whichever is most effective/efficient.Process the final production by rendering the file and exported in MP4 format to either a laptop or external hard drive suitable to accept the file size of the video.Upload exported MP4 file to an online One Drive and advise Website Administrator and Station Manager at TV 36/45 that the final video is available for download and posting on their end.Once video has been posted delete the council meeting/Board meeting video from the online zoom account. Please note for all above: Township will not provide laptop/laptops.  Please provide your own laptop/laptops with HDMI output for presentations.