Webcasting Services

Through this Invitation for Bids (“IFB”), the New York State Department of Health (the “Department”) is seeking competitive bids from qualified organizations to provide full service webcasting for the Public Health and Health Planning Council Webcasting Meetings. The Contractor must provide full-service webcasting for meetings of the PHHPC for an average of 15 regularly scheduled meetings per year. Full-service webcasting is defined as providing all staff and equipment required and described in this IFB to broadcast meetings of the PHHPC to ensure the Department’s compliance with Executive Order 3, as well as to provide content management and online viewing of live and archived meetings, including sub-titles with transcription services. There is no guarantee of work and the Contractor will only be paid for the actual number of meetings held. The posting for the IFB can be found here: Invitation for Bids: Webcasting Services Minimum Qualifications to Apply are: Bidder must have a minimum of 3 years of experience providing webcasting services, including providing staffing and equipment, for public meetings, hearings, or council meetings. Bid Format, Content a Submission: A responsive Bidder must submit a completed and signed Attachment B – Bid Form. The Bid Form must comply with the format and content requirements as detailed in this IFB and in Attachment B. Failure to comply with the format and content requirements will result in disqualification. The prices bid must cover the cost of furnishing all of the said products or services specified in this IFB, including, but not limited to, materials, equipment, profit and labor to the satisfaction of the Department and the performance of all work set forth in the specifications for this procurement set forth in this IFB and in the Contract to be awarded pursuant to this IFB to the successful Bidder. Bidders must provide a price for all products in sizes and quantities exactly as listed in Bid Form - Attachment B. Bids which do not include a price for all products may be disqualified. Bids which add alternative products, quantities or sizes will be disqualified. The bid form also includes proposed travel costs for Capital District, Western New York and Downstate Regions. Bidder must additionally provide a Night/Weekend Travel Rate Flat Fee for all regions. This rate must be an all-inclusive fee for night/weekend travel in the case that travel is required ahead of a meeting date that will occur on a night or weekend. The proposal must be received by the Department, no later than the Deadline for Submission of Proposals specified in Section 1. (Calendar of Events). Late bids will not be considered. A proposal consists of two (2) distinct parts: (1) the Mandatory Bid Requirements and (2) Other Bid Documents. The table below outlines the requested format and volume for submission of each part. Proposals should be submitted in all formats as prescribed below. The proposal must be received electronically by the Department’s email, [email protected] via two (2) separate searchable password protected PDF files. The Subject Line “IFB #C042971 Webcasting Services (Mandatory Bid Requirements) or (Other Bid Documents). The body of the email submitted must include the password and indicate the number of total pages intended, and where indicated each subset of pages listed. All electronic proposal submissions should be clear and include page numbers on the bottom of each page. NOTE: Bidders should request a receipt containing the time and date received. Submission of proposals in a manner other than as described in these instructions (e.g., fax) will not be accepted. In the event an electronic submission cannot be read by the Department, the Department reserves the right to request a hard copy and/or electronic resubmission of any unreadable files. The Bidder shall have two (2) business days to respond to such requests and must certify the resubmission is identical to the original submission. Hardcopy will prevail. Key Dates: Deadline for Submission of Written Questions April 29, 2026, 4:00 p.m. ET Responses to Written Questions Posted by DOH On or about May 13, 2026 Deadline for Submission of Bids June 2, 2026 4:00 p.m. ET Business enterprises awarded an identical or substantially similar procurement contract within the past five years: Total Webcasting Inc. Service-Disabled Veteran-Owned Business (SDVOB) SDVOB Goal: 0.00% Minority / Women Business Enterprise contracting goals (MWBE) MBE Goal: 15.00% WBE Goal: 15.00% Disadvantaged Business Enterprise contracting goals (DBE) DBE Goal: 0.00%