Contractor will use multiple cameras to video record Council and committee meetings and other legislative events, as determined by the Council Chair. Most meetings will be held in the Council Chamber, but meetings may also be held elsewhere in the County (including the islands of Lānaʻi and Molokai). An inauguration ceremony also takes place in January of odd years and may be held in the Council Chamber or offsite. Fees should be structured to incorporate any related travel expenses within the flat fee per offsite meeting. Unless otherwise determined, gavel-to-gavel coverage will be provided to the extent feasible. For each meeting selected to be video recorded, Contractor will make its live feed available to the Council's selected third-party vendor to stream the content live on the Internet and to store digitally for replay on demand. Contractor will make reasonable accommodations to make the necessary connection of its equipment to the third-party vendor's equipment to accomplish this purpose. Contractor will also be responsible for the livestreaming of meetings to the Council’s Facebook page and YouTube page to include the creation of any necessary post and also starting and stopping the live stream. For each meeting selected to be video recorded, Contractor will, upon request: (1) make the video-recorded proceedings available in MP4 format on a USB drive or available to download from Akakū’s website to the Office of Council Services and the public within 24 hours after the end of the meeting; (2) deliver the USB drive of the meetings to the Council Chair or one of the Council Chair’s liaisons within 24 hours after receiving a request; and (3) provide duplicate copies (USB drive or DVDs) to the public within one week of any request, provided that Contractor may impose a reasonable charge to the public that does not exceed the cost of the service, as approved by the Council Chair. Contractor will maintain meeting videos for a minimum of three years after the meeting date. Contractor will disseminate scheduling information to the public and the Council Chair. Recent meetings, defined as those occurring within the past six months, will receive scheduling priority over prior meetings. Contractor will create digital graphics approved by the Council Chair to create opening and closing credits for each meeting. Contractor will also use such graphics during the meeting to display the date and time of the meeting, and to display brief descriptions of items being considered. Contractor will not use any other identifying graphics or logos without the express approval of the Council Chair. Contractor will provide all necessary equipment, including the capacity to remotely control multiple cameras. An arrangement to use Akakū’s equipment in the County Building would be acceptable. The equipment also must be available to Council staff to video record meetings not covered by Contractor for transcription purposes. Contractor must provide training on the use of the equipment to Council staff, if requested. Contractor will be responsible for ensuring its personnel conform to the Council Chair's requirements and procedures. The Council Chair may require other procedures that must be complied with, such as the suspension of audio and visual feeds during recess and executive session periods.
