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:
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Meeting Moderation for live in-person meetings.
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Meeting Moderation for online all-virtual meetings.
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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.
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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.)
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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
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***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:
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Meeting Moderation for live in-person meetings only ______________________
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Meeting Moderation for online all-virtual meetings only _____________________
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Post-Meeting Video Production for both types of meeting moderation only____________________
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Meeting Moderation for live in-person meetings and Post-Meeting Video Production___________________
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Meeting Moderation for online all-virtual meetings and Post-Meeting Video
Production_________________
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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
