Caroline County Video Production and Live Streaming Services ITB 2026
Caroline CountyCounty · Caroline County, VA- Due
- Sep 28, 2026
- Deadline passed
- Contract term
- 1 year
- Primary contact
- Charles M. Culley, Jr.
- (804) 633-5380
The 30-second brief
Caroline County, Virginia is soliciting sealed bids for professional video production and live streaming services for public meetings and County events. The selected vendor will provide on-site production using county-owned equipment at the Caroline Community Center Auditorium, remote production using vendor equipment, and management of the County's YouTube channel. Deliverables include high-quality live streams, raw footage, edited videos, and reliable audio, all meeting ADA Title II and WCAG 2.1 Level AA accessibility standards (synchronized captions, audio descriptions). Bidders must demonstrate experience with OBS usage and be available on one-day notice. The contract term is one year with four one-year renewal options. Bids are due by 1:00 P.M. on September 28, 2026, via the eVA system or physical delivery to the County Administrator.
Live streams, Raw footage, Edited videos, Reliable audio, YouTube uploads, Synchronized captions, Audio description
Lowest, qualified, responsive, and responsible bidder
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Summary
Caroline County, Virginia is soliciting sealed bids for professional video production and live streaming services for public meetings and County events.
The selected vendor will provide on-site production using county-owned equipment at the Caroline Community Center Auditorium, remote production using vendor equipment, and management of the County's YouTube channel. Deliverables include high-quality live streams, raw footage, edited videos, and reliable audio, all meeting ADA Title II and WCAG 2.1 Level AA accessibility standards (synchronized captions, audio descriptions). Bidders must demonstrate experience with OBS usage and be available on one-day notice. The contract term is one year with four one-year renewal options. Bids are due by 1:00 P.M. on September 28, 2026, via the eVA system or physical delivery to the County Administrator.
EVALUATION CRITERIA
4- Lowest
- Qualified
- Responsive
- Responsible bidder
REQUIRED DELIVERABLES
7- Live streams
- Raw footage
- Edited videos
- Reliable audio
- YouTube uploads
- Synchronized captions
- Audio description
REQUIRED ATTACHMENTS
5- Appendix C – Bid Form
- Appendix D – Business Entity Information
- Appendix E – Vendor Form
- Appendix F – Addenda Acknowledgement
- Appendix G – Exceptions to Terms
REQUIRED STAFFING
3- Submit to
- 212 N Main Street, Bowling Green, VA 22427
- Scope location
- Bowling Green, VA
- Reported agency
- Caroline County, Virginia
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: 212 N Main Street, 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 staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: In-person meetings using County equipment, In-person off-site meetings using vendor equipment, Remote meetings using vendor equipment. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Live streams, Raw footage, Edited videos, Reliable audio, YouTube uploads, Synchronized captions, Audio description. 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. Additionally, proposals should address staffing requirements as outlined in the solicitation. 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.