Project Information

Bid Title

ZOOM MODERATOR 2026

Issuing Agency

Township of West Orange

Location

New Jersey

Published Date

May 5, 2026

Closing Date

May 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Bid Title:	ZOOM MODERATOR 2026
Category:	Quotes
Status:	Open
Bid Recipient:	Panayiota Reynolds, QPA

Description: Zoom Meeting Moderator Request for Quotation The Township of West Orange seeks 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 boards, committees, or bodies. The required services are divided into two distinct responsibilities, which may be performed entirely by a single operator or separately 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 moderation SCOPE: 1. Meeting Moderation for live in-person meetings: Typical duties for each meeting include two parts: 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 11:00 pm, although meetings sometimes last unexpectedly longer, and coverage for the extended period will be required. A. PART 1 - Pre-meeting Preparation for Zoom and Camera Operation •       Schedule a Township Council/Board meeting date within the Zoom account to create the Zoom link before the meeting. Create additional links if requested by the chairman or secretary of the board. •       Create a graphic for the website with Zoom links for public access to the meeting and send it to the Website Administrator for posting. •     Create a separate document with the same unique links in an email format for the meeting agenda published on 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 that the video and audio feed work from the camera and computer and test accordingly. •       Make sure to get and test all presentations before the start of the meeting. Have a second laptop ready for presentations.  Have a second laptop connected to the projector. B. PART 2 - Meeting Tasks for Simultaneous Zoom and Camera Operation •       Begin a webinar meeting with the public when instructed to do so by the meeting officiant.  Confirm that the recording will be on Zoom when the meeting starts. •    Begin camera operations at the start of the meeting and continue for its entire duration. Throughout the meeting, adjust the camera angle and zoom to focus on council members or board members speaking, podium speakers, big screen projections, and wide shots of the council chambers. •     Zoom moderator should be prepared and well versed in the procedure of allowing meeting attendees to speak during public comment sessions when instructed by the Council President, Board Chair, or other authorized party. •       During the entire meeting, maintain attention to Zoom meeting controls, including audio and video feeds, and reconnect to the internet upon lost connection as quickly as possible to avoid disruption to the meeting. •       End the meeting, sign out, and log off the Zoom account. 2. Meeting Moderation for online all-virtual meetings.: Typical duties for each meeting include pre-meeting preparation (emails from board secretaries/Township officials 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 must be flexible, concluding two to three hours later. Meetings sometimes last unexpectedly longer, and coverage for the extended period will be required. A.    PART 1 - Pre-meeting Preparation for Zoom •       Schedule 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 links for attorneys) which could be 10-15 days prior to the meeting date. •       Create a graphic for the website with Zoom links for public access to the meeting and forward it to the Website Administrator for posting. •       After receiving the "Draft Agenda" with the Panelists' information, create individualized panelist links for Applications on previous pages of the "Draft Agenda." (This is usually a day or two prior to the meeting.) Create additional links if requested by the chairman or secretary of the board. •      Create distinct documents with unique, workable links in an email format for the meeting agenda to be posted by the Municipal Clerk or Board Secretary on the website. •       Participants will provide video feeds by connecting to the Zoom meeting software. •       Start the webinar practice session for the primary meeting participants 15 minutes prior to the meeting and confirm that video and audio settings are operational. B.    PART 2 – Zoom Meeting Tasks •       Begin a webinar meeting with the public when instructed to do so. Confirm that the recording will be on Zoom when the meeting starts. •       Moderation of online participants in the meeting at specific points, 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, and regulate various Zoom features such as screen sharing and other requirements to avoid disruption to the meeting. •       End the meeting and sign out of the Zoom account. 3. Video production after meetings is necessary for both types of moderation: this applies to all online moderated meetings, whether live or recorded. •       Download the meeting video footage from the Zoom account to your laptop to prepare the raw recordings for distribution within two business days after the meeting. Confirm that the meeting was saved to the correct drive or the specific location requested by the Township. •       Transfer the Zoom meeting footage into video editing software to be attached to the 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.  The proposer or the Township may provide editing software, 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 video's file size. •       Upload the exported MP4 file to an online One Drive and advise the Website Administrator and Station Manager at TV 36/45 that the final video is available for download and posting on their end. •       Once the video has been posted, delete the council meeting/Board meeting video from the online Zoom account. The Township will not provide a laptop(s). The successful vendor shall provide their own laptop(s) with HDMI output for presentations. Please note that a separate or executive session may sometimes occur during a meeting. For the purposes of this quote, the entire meeting will be considered as one single meeting. The Township will not incur any additional fees during the scheduled meeting. Please provide a phone number to be used to contract you by township employees ____________________________ ***Special meeting for the Planning Board and Zoning Board – Fee is set by the Ordinance at a cost of $350.00 subject to change *** Please note for ALL meetings will be needed as an “as needed basis” scheduled by the specific department. Please note for all above: The township will not provide a laptop(s). The successful vendor shall provide their own laptop(s) with HDMI output for presentations. Proposal Request for quote Zoom Meeting Moderator Electronic Submission Deadline: May 21, 2026 at 11:00AM Email: For security reasons, you must enable JavaScript to view this E-mail address. Recipient: Panayiota Reynolds, Purchasing Agent Township of West Orange 66 Main Street, Room 111 West Orange, New Jersey 07052 In accordance with and subject to all stipulations, conditions, requirements, and instructions so far as they relate to this proposal are made part of it, submit my quote for services described: Cost Proposal: Please provide your quote for the following scopes or combination of scopes in an amount for each meeting responsibility.   For instance, quote for each meeting that you propose to provide meeting moderation for live in-person meetings on a per meeting basis: Meeting Moderation for live in-person meetings only    ______________________ Meeting Moderation for online all-virtual meetings only   _____________________ Post-Meeting Video Production for both types of meeting moderation only____________________ Meeting Moderation for live in-person meetings and Post-Meeting Video Production___________________ Meeting Moderation for online all-virtual meetings and Post-Meeting Video Production_________________ Hourly rate if meeting goes past 11:00PM EST _______________________ 7. Meeting rate for Special Planning Board and Zoning Board meeting FlatRate to be set by the ordinance for $350.00, subject to change  _________    Please Initial to agree Publication Date/Time: 5/5/2026 10:00 AM Publication Information: Website Closing Date/Time: 5/21/2026 11:00 AM Submittal Information: see below Bid Opening Information: n/a Contact Person: Panayiota Reynolds - preynolds@westorange.org Download Available: yes Business Hours: 8:30 am to 4:30 pm Fax Number: 973-736-8380 Related Documents: zoom moderator 2026 quote

Attachment Preview

Zoom Meeting Moderator Request for Quotation

The Township of West Orange seeks 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 boards, committees, or

bodies.

The required services are divided into two distinct responsibilities, which may be performed entirely by a single

operator or separately by multiple operators.

This request for proposal is to solicit proposals for:

1. Meeting Moderation for live in-person meetings.

2. Meeting Moderation for online all-virtual meetings.

3. Post-Meeting Video Production for both types of meeting moderation

SCOPE:

1. Meeting Moderation for live in-person meetings: Typical duties for each meeting include two parts: 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 11:00 pm, although

meetings sometimes last unexpectedly longer, and coverage for the extended period will be required.

A. PART 1 - Pre-meeting Preparation for Zoom and Camera Operation

• Schedule a Township Council/Board meeting date within the Zoom account to create the Zoom link before

the meeting.

 Create additional links if requested by the chairman or secretary of the board.

• Create a graphic for the website with Zoom links for public access to the meeting and send it to the Website

Administrator for posting.

• Create a separate document with the same unique links in an email format for the meeting agenda published

on 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 that the video and audio feed work from the camera and computer and test accordingly.

• Make sure to get and test all presentations before the start of the meeting. Have a second laptop ready for

presentations. Have a second laptop connected to the projector.

B. PART 2 - Meeting Tasks for Simultaneous Zoom and Camera Operation

• Begin a webinar meeting with the public when instructed to do so by the meeting officiant. Confirm that

the recording will be on Zoom when the meeting starts.

1

• Begin camera operations at the start of the meeting and continue for its entire duration. Throughout the

meeting, adjust the camera angle and zoom to focus on council members or board members speaking, podium

speakers, big screen projections, and wide shots of the council chambers.

• Zoom moderator should be prepared and well versed in the procedure of allowing meeting attendees to speak

during public comment sessions when instructed by the Council President, Board Chair, or other authorized party.

• During the entire meeting, maintain attention to Zoom meeting controls, including audio and video feeds,

and reconnect to the internet upon lost connection as quickly as possible to avoid disruption to the meeting.

• End the meeting, sign out, and log off the Zoom account.

2. Meeting Moderation for online all-virtual meetings.: Typical duties for each meeting include pre-meeting

preparation (emails from board secretaries/Township officials 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 must be flexible, concluding two to three hours

later. Meetings sometimes last unexpectedly longer, and coverage for the extended period will be required.

A. PART 1 - Pre-meeting Preparation for Zoom

• Schedule 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 links for attorneys) which could

be 10-15 days prior to the meeting date.

• Create a graphic for the website with Zoom links for public access to the meeting and forward it to the

Website Administrator for posting.

• After receiving the "Draft Agenda" with the Panelists' information, create individualized panelist links for

Applications on previous pages of the "Draft Agenda." (This is usually a day or two prior to the meeting.)

 Create additional links if requested by the chairman or secretary of the board.

• Create distinct documents with unique, workable links in an email format for the meeting agenda to be

posted by the Municipal Clerk or Board Secretary on the website.

• Participants will provide video feeds by connecting to the Zoom meeting software.

• Start the webinar practice session for the primary meeting participants 15 minutes prior to the meeting and

confirm that video and audio settings are operational.

B. PART 2 – Zoom Meeting Tasks

• Begin a webinar meeting with the public when instructed to do so. Confirm that the recording will be on

Zoom when the meeting starts.

• Moderation of online participants in the meeting at specific points, 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, and

regulate various Zoom features such as screen sharing and other requirements to avoid disruption to the meeting.

• End the meeting and sign out of the Zoom account.

2

3. Video production after meetings is necessary for both types of moderation: this applies to all online moderated

meetings, whether live or recorded.

• Download the meeting video footage from the Zoom account to your laptop to prepare the raw recordings

for distribution within two business days after the meeting. Confirm that the meeting was saved to the correct

drive or the specific location requested by the Township.

• Transfer the Zoom meeting footage into video editing software to be attached to the 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. The proposer or the Township may provide

editing software, 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 video's file size.

• Upload the exported MP4 file to an online One Drive and advise the Website Administrator and Station

Manager at TV 36/45 that the final video is available for download and posting on their end.

• Once the video has been posted, delete the council meeting/Board meeting video from the online Zoom

account.

The Township will not provide a laptop(s). The successful vendor shall provide their own laptop(s)

with HDMI output for presentations.

Please note that a separate or executive session may sometimes occur during a meeting. For the

purposes of this quote, the entire meeting will be considered as one single meeting. The Township

will not incur any additional fees during the scheduled meeting.

Please provide a phone number to be used to contract you by township employees

____________________________

***Special meeting for the Planning Board and Zoning Board – Fee is set by the

Ordinance at a cost of $350.00 subject to change ***

Please note for ALL meetings will be needed as an “as needed basis” scheduled by the specific

department.

Please note for all above:

The township will not provide a laptop(s). The successful vendor

shall provide their own laptop(s) with HDMI output for

presentations.

3

Proposal

Request for quote Zoom Meeting Moderator

Electronic Submission Deadline: May 21, 2026 at 11:00AM

Email: preynolds@westorange.org

Recipient:

Panayiota Reynolds, Purchasing Agent

Township of West Orange

66 Main Street, Room 111

West Orange, New Jersey 07052

In accordance with and subject to all stipulations, conditions, requirements, and instructions so far

as they relate to this proposal are made part of it, submit my quote for services described:

Cost Proposal:

Please provide your quote for the following scopes or combination of scopes in an amount for

each meeting responsibility. For instance, quote for each meeting that you propose to provide

meeting moderation for live in-person meetings on a per meeting basis:

1. Meeting Moderation for live in-person meetings only ______________________

2. Meeting Moderation for online all-virtual meetings only _____________________

3. Post-Meeting Video Production for both types of meeting moderation

only____________________

4. Meeting Moderation for live in-person meetings and Post-Meeting Video

Production___________________

5. Meeting Moderation for online all-virtual meetings and Post-Meeting Video

Production_________________

6. Hourly rate if meeting goes past 11:00PM EST _______________________

7. Meeting rate for Special Planning Board and Zoning Board meeting Flat Rate to be set by the

ordinance for $350.00, subject to change _________ Please Initial to agree

4

GENERAL INSTRUCTIONS

1. The Township of West Orange reserves the right to reject any or all quotes, or to waive any

informalities in the quotes, and unless otherwise specified by the bidder, to accept any item in

the bid, should it be deemed in the best interest of the Township of West Orange to do so.

2. In case of default by the bidder or contractor, the Township of West Orange may procure the

articles or services from other sources and hold the bidder or contractor responsible for any

excess cost occasioned thereby.

3. The bidder, if awarded a contract, agrees to protect, defend and save harmless the Township of

West Orange against any damage for payment for the use of any patented material process,

article or devise that may enter into manufacture, construction, or form a part of the work

covered by either order or contract, and the bidder further agrees to indemnify and save

harmless the Township of West Orange from suits or actions of every nature and description

brought against it, for, or on account of any injuries or damages received or sustained by any

party or parties by, or from any of the acts of the contractor, his servants or agents.

4. It is to be understood by the bidder that this quote is submitted on the basis of specifications

prepared by the Township of West Orange and the fact that any bidder is not familiar with these

specifications or conditions will not be accepted as an excuse.

5. Each quote must be signed in ink by the person authorized to do so.

6. Bidders must use the proposal form furnished by the Township of West Orange when

submitting their quote, if applicable.

7. Payments will be made upon the approval of vouchers with the requirements of the Township

of West Orange and subject to the Township of West Oranges customary procedures.

8. Contract will be awarded on a (Line Item) or (Lump Sum) basis, if applicable.

9. Award will be made by Township of West Orange within sixty (60) days after receipt of quotes.

10. Equal or Tie quotes. The Township of West Orange reserves the right to award at their

discretion to any one of the tie bidders. Township if also award to multiple vendors.

11. The Township of West Orange is exempt from any State sales tax.

5

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