Caroline County - Video Production and Live Streaming Services - 2026
Caroline CountyCounty · Caroline County, VA- Due
- Sep 28, 2026
- Deadline passed
- Posted
- Sep 25, 2026
- Contract term
- 1 year
- Primary contact
- Charles M. Culley, Jr.
- (804) 633-5380
The 30-second brief
Caroline County, Virginia is seeking qualified vendors to provide professional video production and live streaming services for public meetings and County events, including the Board of Supervisors, Planning Commission, Transportation Committee, and Broadband Advisory Committee. The selected vendor shall provide on-site video production using county-owned equipment (IP based PTZ Cameras, Windows operating system workstations, and OBS), remote production using vendor equipment, live streaming to YouTube, raw footage, edited videos, reliable audio and video quality, and timely uploads. Services must comply with Title II of the Americans with Disabilities Act (ADA) and WCAG 2.1 Level AA standards including synchronized captions and audio descriptions. The submission deadline is September 28, 2026, at 1:00 P.M. Bids may be submitted electronically through eVA or delivered in paper form to the County Administrator in Bowling Green, VA. The initial contract term is one year with up to four one-year renewal options, with an estimated 165 annual hours. Evaluation will be based on the lowest qualified, responsive, and responsible bidder meeting all requirements.
High-quality live streams, Raw footage, Edited videos, Reliable audio and video quality, Timely uploads to YouTube, Synchronized captions, Audio description, Accessible media players
Lowest, qualified, responsive, and responsible bidder
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Summary
Caroline County, Virginia is seeking qualified vendors to provide professional video production and live streaming services for public meetings and County events, including the Board of Supervisors, Planning Commission, Transportation Committee, and Broadband Advisory Committee.
The selected vendor shall provide on-site video production using county-owned equipment (IP based PTZ Cameras, Windows operating system workstations, and OBS), remote production using vendor equipment, live streaming to YouTube, raw footage, edited videos, reliable audio and video quality, and timely uploads. Services must comply with Title II of the Americans with Disabilities Act (ADA) and WCAG 2.1 Level AA standards including synchronized captions and audio descriptions. The submission deadline is September 28, 2026, at 1:00 P.M. Bids may be submitted electronically through eVA or delivered in paper form to the County Administrator in Bowling Green, VA. The initial contract term is one year with up to four one-year renewal options, with an estimated 165 annual hours. Evaluation will be based on the lowest qualified, responsive, and responsible bidder meeting all requirements.
EVALUATION CRITERIA
4- Lowest
- Qualified
- Responsive
- Responsible bidder
REQUIRED DELIVERABLES
8- High-quality live streams
- Raw footage
- Edited videos
- Reliable audio and video quality
- Timely uploads to YouTube
- Synchronized captions
- Audio description
- Accessible media players
REQUIRED ATTACHMENTS
6- Appendix C – Bid Form
- Appendix D – Business Entity Information
- Appendix E – Vendor Form
- Appendix F – Addenda Acknowledgement
- Appendix G – Exceptions to Terms
- W-9 form
- Submit to
- eVA system or delivered to County Administrator Charles M. Culley, Jr., Caroline County, 212 N Main Street, P.O. Box 447, Bowling Green, VA 22427
- Duration
- 60 months
- Scope location
- Bowling Green, VA
Questions about this ITB
How do I respond to this ITB from Caroline County?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is September 28, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: eVA system or delivered to County Administrator Charles M. Culley, Jr., Caroline County, 212 N Main Street, P.O. Box 447, Bowling Green, VA 22427. For questions, contact Charles M. Culley, Jr..
Can small businesses or minority-owned firms bid on this ITB?
Most government agencies, including Caroline County in VA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the ITB submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Charles M. Culley, Jr. at (804) 633-5380. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: High-quality live streams, Raw footage, Edited videos, Reliable audio and video quality, Timely uploads to YouTube, Synchronized captions, Audio description, Accessible media players. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Lowest, qualified, responsive, and responsible bidder" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Caroline County?
All active and historical solicitations from Caroline County are tracked and searchable. As a county agency, Caroline County regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
What documents are required to bid on this ITB?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Appendix C – Bid Form, Appendix D – Business Entity Information, Appendix E – Vendor Form, Appendix F – Addenda Acknowledgement, Appendix G – Exceptions to Terms, W-9 form. Review the full document from Caroline County for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Bowling Green, VA. Review the full solicitation for detailed scope requirements.