ZOOM MODERATOR 2026

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.
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* 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.
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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.
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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
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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.
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12. The contract, if applicable, shall be in effect for 12 months.
13. Pay to Play Requirements Contractors are advised of the responsibility to file an annual
disclosure statement on political contributions with the New Jersey Election Enforcement
Commission, pursuant to N.J.S.A. 19:44-20.13(P.L. 2005, c, 271, s.3), if the contractor receives
contracts in excess of $50,000 in the aggregate from public entities during the calendar year. It
is the contractor's responsibility to determine if filing is necessary. Additional information on
this requirement is available from ELEC at 888-313-3532 or at www.elec.state.nj.us.
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Business Registration Certification
Effective September 1, 2004, the State has expanded its Contractor Registration
Program to local Government contracts, P.L. 2004, c57. All business organizations that
do business with a local government agency are required to be registered with the State.
The business must provide proof of that registration to the local government agency
before that local government agency can enter into a contract with the business. A copy
of the Business Registration Certificate must also be on file before any purchase
order/voucher or other contracting document can be issued.
Contractors are responsible for notifying subcontractors.
Further information and registration can be obtained online from the NJ Treasury, Division
of Revenue or by calling (609) 292-1730.
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Disclosure of Investment Activities in Iran
Person or Entity
Part 1: Certification
COMPLETE PART 1 BY CHECKING EITHER BOX.
Pursuant to Public Law 2012, c. 25, any person or entity that is a successful bidder or proposer, or otherwise
proposes to enter into or renew a contract, must complete the certification below to attest, under penalty of
perjury, that neither the person or entity, nor any parent entity, subsidiary, or affiliate is identified on the
State Department of Treasury's Chapter 25 list as a person or entity engaging in investment activities in Iran.
The list is found on Treasury's website at www.state.nj.us/treasury/purchase/pdf/Chapter25List.pdf.
The Chapter 25 list must be reviewed prior to completing the below certification. If a vendor or contractor
is found to be in violation of law, action may be taken as appropriate and as may provided by law, rule or
contract, including but not limited to imposing sanctions, seeking compliance, recovering damages,
declaring the party in default and seeking debarment or suspension of the party.
I certify, pursuant to Public Law 2012, c. 25, that neither the person or entity listed
above, nor any parent entity, subsidiary, or affiliate thereof is listed on the N.J.
Department of the Treasury's list of entities determined to be engaged in prohibited
activities in Iran pursuant to P.L. 2012, c. 25 ("Chapter 25 List"). I further certify
that I am the person listed above, or I am an officer or representative of the entity
listed above and am authorized to make this certification on its behalf. I will skip

Part 2 and sign and complete the Certification below.
OR
I am unable to certify as above because the person or entity and/or a parent entity,
subsidiary, or affiliate thereof is listed on the N.J. Department of the Treasury's
Chapter 25 list. I will provide a detailed, accurate and precise description of the
activities in Part 2 below sign and complete the Certification below.

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Part 2: Additional Information
PLEASE PROVIDE FURTHER INFORMATION RELATED TO INVESTMENT ACTIVITIES IN IRAN.
You must provide a detailed, accurate and precise description of the activities of the person or entity, or a
parent entity, subsidiary, or affiliate thereof engaging in investment activates in Iran below and, if more space
is needed, on additional sheets provided by you.
Part 3: Certification of True and Complete Information
I, being duly sworn upon my oath, hereby represent and state that the foregoing information and any
attachments there to the best of my knowledge are true and complete. I attest that I am authorized to
execute this certification on behalf of the above-referenced person or entity.
I acknowledge that the Township of West Orange is relying on the information contained herein and
thereby acknowledge that I am under a continuing obligation from the date of this certification through
the completion of any contracts with the Township of West Orange to notify the Township of West
Orange in writing of any changes to the answers of information contained herein.
I acknowledge that I am aware that it is a criminal offense to make a false statement or
misrepresentation in this certification, and if I do so, I recognize that I am subject to criminal prosecution
under the law and that it will also constitute a material breach of my agreement(s) with the Township of
West Orange and that the Township of West Orange at its option may declare any contract(s) resulting
from this certification void and unenforceable.
Full Name (Print)
Title
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Signature Date
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