Council Chambers A/V Upgrade

Agency: City of Lodi
State: California
Type of Government: State & Local
Posted Date: Sep 22, 2020
Due Date: Oct 9, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Bid Number: 2020-01
Bid Title: Council Chambers A/V Upgrade
Category: Information Technology
Status: Open

Description:

The City of Lodi is soliciting proposals from qualified Audio Video System Integrators to provide a new Audio/Video/Lighting/Broadcast/Control (AVLBC) system for City of Lodi’s Council Chambers and adjoining conference room.


Publication Date/Time:
9/21/2020 3:00 PM
Closing Date/Time:
10/9/2020 3:00 PM
Pre-bid Meeting:
October 2, 2020
Contact Person:
Benjamin Buecher
I.T. Manager
209-333-5548
bbuecher@lodi.gov
Qualifications:
The objective of this RFP is to identify an Audio Video System Integrator capable of providing all services and equipment for producing high definition (HD) audio and video broadcast and recordings to integrate the latest technology in council chambers, adjoining conference room and A/V control room.
• Update audio and video components to HD quality to stream to service providers including AT&T, Comcast, and Granicus.
• Integrate methods for council members and board members to participate remotely.
• Introduce technology that allows members to interact using the latest digital mediums (i.e. voting systems, touchscreens, personal screens at each seat)
• Updated technology that gives the audience an improved digital experience during meetings (i.e. viewing presentations)
• Integrate methods to stream meetings online through social media and allow citizen participation through enterprise virtual communications
Related Documents:

Attachment Preview

City of Lodi
REQUEST FOR PROPOSAL
REMOVAL AND REPLACEMENT OF
AUDIO AND VIDEO EQUIPMENT IN THE
CITY COUNCIL CHAMBER FOR THE
CITY OF LODI
Response due Date & Time
October 9, 2020
3:00 p.m. (PST)
SUBMIT RESPONSES TO:
Office of Information Technology
City Council Chambers Project
221 W. Pine Street,
Lodi, CA
95240
1. Introduction
1.1 PURPOSE
The City of Lodi is soliciting proposals from qualified Audio Video System Integrators to provide
a new Audio/Video/Lighting/Broadcast/Control (AVLBC) system for City of Lodi’s Council
Chambers and adjoining conference room.
1.2 THE CITY OF LODI
The City of Lodi (City) is located in the Central Valley of California. It has a population of
approximately 66,000 and is a full-service city providing a variety of services (including
community development, police, fire, public works, engineering, water, wastewater, electric
utility, parks and recreation, library, and general government activities). The City has
approximately 500 full-time employees and part-time employees with a total annual budget of
approximately $190 million ($47 million General Fund).
1.3 OBJECTIVE
The objective of this RFP is to identify an Audio Video System Integrator capable of providing all
services and equipment for producing high definition (HD) audio and video broadcast and
recordings to integrate the latest technology in council chambers, adjoining conference room
and A/V control room.
Update audio and video components to HD quality to stream to service providers
including AT&T, Comcast, and Granicus.
Integrate methods for council members and board members to participate remotely.
Introduce technology that allows members to interact using the latest digital mediums
(i.e. voting systems, touchscreens, personal screens at each seat)
Updated technology that gives the audience an improved digital experience during
meetings (i.e. viewing presentations)
Integrate methods to stream meetings online through social media and allow citizen
participation through enterprise virtual communications
2. Scope of Work
2.1 General Work Scope
The scope of work set forth in this RFP represents an outline of the services in which the City
will require the successful Proposer to perform. The scope of work will be incorporated into the
Professional Services Agreement.
All existing A/V equipment removed from council chambers and control room will become the
possession of the proposer. It shall be disposed of in accordance of local, state and federal
requirements. The City staff will have 30 days from the award of the contract to specify any
equipment they wish to maintain control of that will no longer be used in the system following
the removal by the installer.
The TV Production System upgrades include cameras, video switcher, recording systems and
distribution equipment for local monitoring and viewing as well as web streaming and video
transport to the City’s Cable TV channel.
City of Lodi RFP for Council Chamber AV Upgrade
Page | 1
2.2 Project Requirements with pictures of example sites
The AVLBC upgrade should include but not be limited to:
o Digital voting for council members
o Large AV presentation monitors mounted to wall or ceiling
o An A/V control system with touch screen controls at multiple locations
o A/V matrix switcher
o Multiple HD A/V source inputs
o Video and audio formatted for cable TV broadcast
o New HD PTZ cameras
o Compatible with Granicus or other similar platforms
o Upgraded sound system for chambers and adjoining rooms with independent
volume control
o Capability to stream over the web using mediums such as Facebook and/or
YouTube
o Speaker timer
o Interface for enterprise virtual communications to facilitate public interface
o Interface for teleconferencing and VoIP phone system
Dias
o Each of the five voting and two non-
voting stations at the dais will
receive a touch screen for video
display, voting and speaker queue
(request to speak) functions.
o Each member will be able to view
the meeting agenda
o The Mayor’s screen will display the
speaking order and have a “next
speaker function
o Each dais seat will have a
gooseneck microphone with a halo
light to indicate on/off status
o All dais and staff microphones will have a mute button to drop voice recording
without releasing permission to speak.
City Clerk
o The clerk location will receive a touch
panel for Audio, Visual and lighting system
and room control.
o The A/V touch panel will also control the
speaker timer functions.
o Control for the council voting system
o The clerk will also have a gooseneck
microphone with a halo light to indicate
on/off status.
City of Lodi RFP for Council Chamber AV Upgrade
Page | 2
Podium
o The podium location will receive a longer gooseneck microphone to address the
fact that the speaker will be standing, speaker timer lights and clock display.
o The podium will have accessible power and AV connections with VGA and HDMI
connections for presentations
Staff Table
o Each of the four staff seats will have a gooseneck microphone with a halo light to
indicate on/off status.
o Individual touch screen for viewing presentations and agenda
o All dais and staff microphones will have a mute button to drop voice recording
without releasing permission to speak.
o Each position will have access to power and AV connections with VGA and
HDMI for presentations
Chamber Room
o Remove the existing projector and projection screen.
o On the wall behind the Dais, large format displays for allowing audience to view
presentations. In addition to meeting presentations, agenda items or voting
results will appear on the displays. These three displays should also be able to
split to show a separate source on each.
o Appropriate hearing assistance units are to be included to comply with ADA
requirements. Include charging station and rechargeable batteries as
appropriate.
o Additional audio inputs will be available in the microphone system for separate
microphones, computers, and other devices.
o Wireless presentation gateway that allows users to conduct a visual presentation
wirelessly from any device, throughout the Council Chamber and large
conference room.
o The microphone system will allow individual microphones to be configured with a
timer to be active or not active throughout the meeting, as configured by staff or
council members.
o The video displays will show remaining time for the podium speaker. The
displays will be clearly visible to the speaker, audience, and dais seats.
o Installation of a microphone cut off switch accessible by staff and/or council
members
Chamber Lobby
o Install a screens for view of presentations in the lobby
o Upgrade audio in lobby for audience over flow
Large Conference Room
o Upgrade audio and video, wired, and wireless feed
Broadcast control room
o Video switcher, control over all PTZ cameras in the chambers.
Ability to plug in other video sources for broadcast over PEG channels
o Live graphic generator for onscreen display during broadcast
City of Lodi RFP for Council Chamber AV Upgrade
Page | 3
o Audio mixer with multiple audio
inputs
o Control of broadcast to stream on
social media
o Intercom or method to
communicate with clerk in
chambers
Include in a separate line any technology
that would incorporate a local radio
broadcast over the City’s AM radio
transmitter.
Include in a separate line technology or
services that may offer translation
services for multiple languages such as Spanish and Punjabi
Provide any combination of additional equipment, cabling, and configuration necessary
for the system to function properly.
Recommend any additional improvements to the AVLBC system that are not mentioned in the
request for proposals.
2.2
Other Requirements
While the Video Booth will house all the controls for the video technology and streaming
capabilities, a separate control site for ease in handling the presentation, audio and
video functions needs to be installed at the City Clerk’s desk for switching between
components during a meeting.
“Request to Speak” button or option on touchscreen would be beneficial.
Identify a program or solution that will allow the City Clerk to electronically communicate
with the Mayor during the meeting.
Integration of the AV Technology into a podium/lectern which is flexible enough to
support a wide range of presentation; easy for anyone to operate, and functions
consistently without technical issues. Will include a touchscreen panel to easily switch
and control devices and is integrated with pretested AV equipment that ensures
reliability.
2.3 Current Equipment and Configuration
The City has determined that much of the existing system(s) are end-of-life, obsolete and/or no
longer supported in the industry. This hardware and software obsolescence requires the City to
replace the existing systems with new products.
City of Lodi RFP for Council Chamber AV Upgrade
Page | 4

Sign-up for a Free Trial, Government Bid Alerts

With Free Trial, you can:

You will have a full access to bids, website, and receive daily bid report via email and web.

Try One Week FREE Now

See Also

Bid Title: BID SUMMARY Traffic Signal Morgan and Service Rd Category: Bid &

City of Ceres

Follow USS ESSEX (LHD 2) Docking Selected Restricted Availability (DSRA) Active Contract Opportunity

DEPT OF DEFENSE

Bid Due: 10/26/2021

Follow Install Chill water pumps at CG AIRSTA Sacramento Active Contract Opportunity 70Z03121PLAS884

HOMELAND SECURITY, DEPARTMENT OF

RFQ 11141 VERIFICATION AND MAINTENANCE OF AIR TRAFFIC CONTROL TOWER EQUIPMENT AND AUTOMATED

San Diego County

Bid Due: 10/22/2021