Council Chambers and Police EOC Audiovisual System Replacement RFP

REQUEST FOR PROPOSAL
Kaysville City Council Chambers
&
Police Department Emergency Operations Center
Audiovisual System Replacement
Issue Date: August 17, 2026
Proposal Due Date: September 30, 2026, at 5:00 p.m. Mountain Time
Pre-Proposal Site Walk: September 8, 2026, at 2:00 p.m. Mountain Time
1. Introduction and Background
Kaysville City invites qualified audiovisual integrators to propose replacement systems for four
spaces across two City facilities: the City Council Chambers, Council Conference Room, Staff
Conference Room, and Police Department Emergency Operations Center (EOC).
The existing multi-vendor systems use Crestron, Extron, Biamp, QSC, Shure, and related
equipment. The Police EOC system is approximately twelve years old, and the Council
Chambers system is approximately five to six years old. Both have become increasingly
unreliable.
The Council Chambers has ongoing audio problems, particularly when the room is full. Speech
can be difficult to understand, while increasing the volume often causes feedback. Other
intermittent problems have included loss of microphones, audio, video, dais monitors, camera
control, local recording, and YouTube streaming. Equipment may fail to start or connect, require
reboots, or recover inconsistently, making the system difficult to operate and trust during public
meetings.
The City seeks simpler, more reliable systems designed for an anticipated useful life of at least
ten years with minimal ongoing support. Preference will be given to solutions that emphasize
clear audio, ease of use, secure management, and long-term maintainability over unnecessary
complexity.
2. Project Objectives
The successful proposal will deliver audiovisual systems that are straightforward to operate, highly
reliable, and aligned with the City's actual meeting practices. The systems shall improve audio
performance, reduce dependence on multiple vendors, and reduce the need for frequent troubleshooting.
Remote management and control capability for City IT staff is required.
Recording and streaming are important functions in the Council Chambers. The design shall ensure that a
failure or interruption of the live stream does not stop, corrupt, or otherwise affect the local recording.
Local recording shall not depend on an active internet connection or the availability of YouTube. The
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proposal shall clearly identify any shared components or single points of failure between recording and
streaming.
3.1 Council Chambers
3.1.1 System Replacement and Reuse
The Council Chambers audiovisual system shall be replaced as necessary to meet the reliability,
longevity, compatibility, security, and support requirements of this RFP. Existing equipment
may be retained only when it remains serviceable, is fully compatible with the proposed system,
and does not create an unreasonable operational or support risk.
Proposers shall inspect the existing system and clearly identify each component recommended
for reuse, replacement, or removal. This evaluation shall include the existing displays, projector,
motorized screen, dais monitors, cameras, video distribution equipment, microphones, audio
processing equipment, control interfaces, lighting-control interfaces, UPS equipment, cabling,
and other supporting components. The proposal shall explain the basis for retaining any existing
equipment.
3.1.2 Meeting Configurations
The system shall support two primary meeting configurations: a formal dais configuration and a
floor or round-table configuration. Operators shall be able to select the appropriate configuration
from the primary room control interface. Selecting a configuration shall recall the appropriate
microphone processing, audio routing, display routing, camera presets, program layouts, lighting
settings, and other system settings required for that meeting type.
Formal Dais Configuration
The formal dais configuration will be used for City Council meetings and similar public
meetings. Council members will be seated at the raised dais, clerks will operate from the east and
west clerk stations, and members of the public will speak from the public-comment podium.
The formal dais configuration shall include ten fixed wired microphone positions:
* Seven microphones at the raised dais, including the mayor's center position
* One microphone at the east clerk station
* One microphone at the west clerk station
* One microphone at the public-comment podium
The system shall automatically manage active microphones and provide clear, consistent sound
reinforcement throughout the room while minimizing feedback and background noise. Audio
from all active microphone positions shall be available to the room sound system, local
recording, live stream, web conference, assistive-listening system, and other required audio
destinations.
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Presentations and other media may be introduced from the clerk stations, public-comment
podium, or dais. Wired and wireless presentation options shall be provided at the locations
identified during the site walk.
The system shall also include two wireless handheld microphones for presentations, audience
participation, and other situations where a fixed microphone is not appropriate.
Floor or Round-Table Configuration
The floor or round-table configuration will be used when participants are seated in the main floor
area and oriented toward the east-wall displays. The system shall support flexible seating
arrangements, round-table discussions, training sessions, and similar meetings without requiring
physical changes to the permanent dais microphones.
These meetings will primarily use the City's portable wireless microphone equipment, including
eight tabletop "puck" microphones.
When the floor or round-table configuration is selected, the system shall recall the microphone
processing, sound reinforcement, audio routing, display routing, camera coverage, lighting
settings, and program layouts appropriate for participants seated in the main floor area.
3.1.3 Control Interface, System Power, and Lighting
The Council Chambers shall provide integrated control of the audiovisual system and room
lighting. Control shall be available from clearly identified interfaces located at the wall and dais,
together with a secure remote-control interface for City IT staff.
Operators shall be able to start or shut down the system using a single control from the wall, dais,
or remote IT interface. The system shall start in a known operating state and shall not require
operators to manually start individual audiovisual components.
The system shall provide presets for common meeting, presentation, recording, and streaming
uses. Presets shall recall the appropriate lighting levels, audio routing, display routing, camera
positions, program layouts, and other system settings. Automatic lighting dimming shall be
provided where appropriate, with the ability for operators to manually adjust or override the
lighting.
The primary operator interface shall clearly display, at a minimum:
* Selected meeting configuration
* Active presentation source
* Display routing and display status
* Audio-zone and microphone mute status
* Activity or level indication for important microphones, including the podium microphone
* Selected camera and program layout
* Recording and streaming status
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* Elapsed recording and streaming time
* Web-conferencing status
* Critical connection, equipment, or system failures
Frequently used controls shall be available from the main operations screen without requiring
operators to navigate through multiple menu levels. Controls shall be clearly labeled and usable
by trained City staff without specialized vendor assistance.
The selected vendor shall provide proposed control-interface layouts and operational workflows
for City review before final programming. The City shall be allowed to request reasonable
revisions to button names, arrangement, and operation before final acceptance.
3.1.4 Speech Intelligibility, Audio Zones, and Microphone Control
Improving speech intelligibility is a major project goal. When the room is occupied, audience
members currently have difficulty hearing clearly, while increasing the volume quickly produces
feedback. The existing ceiling speakers are mounted approximately twenty feet above the floor
and may contribute to the problem.
The proposer shall evaluate the room acoustics and recommend an appropriate combination of
speaker placement, acoustic treatment, microphone selection, automatic mixing, acoustic echo
cancellation, and digital signal processing. The proposed solution shall provide clear and
consistent speech coverage throughout the occupied areas of the room without excessive volume
or feedback.
The proposal shall describe how room audio performance will be measured and verified. The
selected vendor shall conduct pre-installation and post-installation testing and provide
documentation demonstrating improved speech intelligibility and audio performance.
The system shall provide separately controlled audio zones for:
* The main Council Chambers
* The dais
* The prefunction area
Each zone shall provide independent volume and mute control. Adjusting or muting one zone
shall not unintentionally affect another zone or the audio included in the local recording, live
stream, web conference, or assistive-listening system.
The control interface shall provide appropriate individual and grouped control of:
* The mayor's microphone
* Other dais microphones
* East and west clerk microphones
* Public-comment podium microphone
* Wireless handheld microphones
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* Tabletop puck microphones
* Other wired or wireless microphones included in the system
Clearly identified global and area-specific controls shall be provided for muting all microphones,
dais microphones, the podium microphone, prefunction-area audio, and other groups approved
by the City. The interface shall clearly show when an individual microphone, microphone group,
or audio zone is muted.
3.1.5 Presentation Inputs, Displays, and Video Routing
The system shall support flexible routing of presentation and program content to:
* The projector and motorized screen
* Dais monitors
* East-wall displays
* Prefunction-area display
Presentation inputs shall include:
* Wireless presentation
* Public-comment podium
* East and west clerk stations
* Dais presentation positions
* Wall-plate locations identified during the site walk
* Other City-approved audiovisual sources
The Council Chambers shall include a simple wireless presentation system similar in operation
to the Barco ClickShare system currently used by the City in the Police Department. The system
shall allow City staff and guest presenters to connect a laptop and share content without
changing cables, joining the City's internal network, or requiring assistance from City IT. The
wireless presentation source shall be available for routing to the projector, dais monitors, east-
wall displays, prefunction-area display, recording, livestream, and web conference as
appropriate. Proposers may recommend Barco ClickShare or an equivalent system that provides
comparable ease of use, reliability, security, and functionality.
The existing large industrial LCD displays on the east wall may be retained if they remain
serviceable and compatible with the proposed system. The proposer shall evaluate the existing
projector, motorized screen, dais monitors, prefunction-area display, supporting video
distribution equipment, cabling, and other related components and identify what should be
retained, replaced, or removed.
During normal operation, the room displays shall receive a consistent City-selected program
feed. Operators shall also be able to route different sources to individual displays or display
groups when required.
The control interface shall provide simple controls to:
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* Select the active presentation source
* Route content to individual displays or display groups
* Turn displays on or off
* Blank selected displays or all room displays
* Show a City-provided logo or other approved image
* Restore the previously selected presentation source
Display and source controls shall use straightforward routing logic and shall clearly indicate the
source currently assigned to each display or display group.
3.1.6 Camera System and Program Layouts
The camera system shall use PTZ cameras and provide reliable coverage of:
* The full dais
* The mayor's position
* East and west clerk stations
* Public-comment podium
* Main floor or round-table seating area
* Audience seating
* Flags or other ceremonial views identified by the City
Proposers shall recommend the appropriate number, type, placement, and control method for the
cameras.
The control interface shall provide live camera previews and operator-selectable camera presets.
Presets shall be clearly labeled for common views, including the dais, mayor, clerk stations,
podium, audience, floor seating, flags, and other views approved during system design.
Operators shall be able to select the following program layouts:
* Camera only
* Presentation only
* Camera primary, presentation inset
* Presentation primary, camera inset
* Two-camera picture-in-picture, either camera primary
Camera presets and program layouts shall be available from the primary operations screen and
may be included as part of the formal dais and floor or round-table meeting presets.
3.1.7 Local Recording and Live Streaming
The system shall provide reliable local recording and live streaming to YouTube or another
platform approved by the City. Recording and streaming shall be independently controlled so
operators can use either function separately or both simultaneously.
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A streaming, internet, YouTube, or web-conferencing failure shall not stop or corrupt the local
recording. Recording, streaming, and web conferencing shall be capable of operating
simultaneously without interfering with one another.
The recorded and streamed program shall include the operator-selected camera and presentation
layout together with all required in-room and remote-participant audio.
The primary control interface shall allow operators to start, stop, monitor, and verify recording
and streaming. It shall clearly display:
* Recording and streaming status
* Elapsed recording and streaming time
* Selected program layout
* Audio presence
* Connection, storage, or system failures
Recordings shall be created in a commonly supported file format and saved or automatically
transferred to a City-designated network drive or file share. Access shall be controlled through
City-managed permissions. The selected vendor shall coordinate with City IT to configure and
test the connection to the designated storage location.
The proposal shall identify the recording capacity, estimated file sizes, storage and transfer
methods, retention limitations, and any shared components or single points of failure between
recording, streaming, and web conferencing.
3.1.8 Public-Comment Timer
The system shall include a configurable public-comment timer. Operators shall be able to:
* Select or enter the allotted time
* Start, pause, resume, and reset the timer
* Add or remove time
* Select or configure warning thresholds
The timer shall be visible to the public speaker, system operator, and appropriate City officials.
The timer shall provide clear visual warnings as the allotted time approaches expiration and shall
provide a configurable chime when time is nearly expired or has expired.
The system shall provide an optional automatic podium-microphone cutoff. City staff shall be
able to enable or disable the automatic cutoff based on the meeting's needs.
Final timer display locations, visual-warning behavior, chime behavior, and whether the timer
appears in the local recording or livestream shall be reviewed and approved by the City during
system design.
3.1.9 Prefunction Area
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The Council Chambers system shall provide a program feed to the television in the prefunction
area. During normal meeting operation, the prefunction-area television shall display the same
camera and presentation program being used for local recording and live streaming. Operators
shall be able to route another approved source to the prefunction display when required.
The prefunction area shall be a separately controlled audio zone. Operators shall be able to turn
prefunction audio on or off and adjust its volume from the primary room control interface.
Prefunction-area audio adjustments shall not affect Council Chambers audio, dais audio, local
recording, live streaming, web conferencing, or assistive listening.
The proposer shall evaluate the existing prefunction-area television, cabling, audio capabilities,
and supporting distribution equipment and identify what should be retained or replaced.
3.1.10 Remote Participation and Web Conferencing
The Council Chambers system shall support remote participation through City-approved web-
conferencing platforms such as GoTo, Zoom, Microsoft Teams, or similar services. The system
shall support audio-only and audio-and-video participation.
Remote participants shall be heard clearly in the room and included in the local recording and
live stream. Audio from in-room microphones shall be transmitted to remote participants using
appropriate acoustic echo cancellation or mix-minus processing.
When video is used, operators shall be able to select the room camera, camera preset,
presentation source, or program layout transmitted to remote participants. Operators shall also be
able to:
* Mute and unmute remote participants
* Adjust conferencing audio levels
* Select conferencing audio and video sources
* Monitor conferencing status
* End the conferencing session through the conferencing platform and room control
system, as applicable
The selected vendor shall coordinate with City IT to ensure compatibility with City-provided
computers, network connections, Wi-Fi, and supported web-conferencing platforms.
3.1.11 Assistive Listening
The Council Chambers shall include an integrated assistive-listening system that maintains or
improves the City's existing hearing-assistance capabilities and complies with applicable
accessibility requirements.
The proposer shall evaluate the existing assistive-listening system for condition, compatibility,
reliability, supportability, and remaining service life. Existing equipment may be retained and
integrated into the new system if it meets the requirements of this RFP and is reasonably
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expected to remain reliable and supportable for the required system life. Otherwise, replacement
shall be included in the proposal.
The proposed system shall support appropriate receiver options, including neck-loop receivers
for compatible hearing devices and headphone or earpiece receivers. The proposal shall identify
the type and quantity of receivers, charging equipment, storage, signage, accessories, and
operating instructions included.
Assistive-listening audio shall provide a clear room microphone mix and shall not be interrupted
by routine adjustments to room or prefunction-area audio. The system shall be tested as part of
final acceptance.
The Council Chambers shall also include a dedicated, clearly labeled audio output jack that
carries the room microphone mix so staff can connect a portable recorder when needed. Using
this output shall not disrupt the room audio, local recording, live stream, web conference, or
assistive-listening system.
3.1.12 Remote Management, Power Protection, and Recovery
City IT staff shall be able to securely monitor and control the Council Chambers system from
City office computers.
Remote IT capabilities shall include, at a minimum:
* System startup and shutdown
* Meeting-configuration selection
* Presentation-source and display routing
* Display on, off, blank, and City-logo controls
* Audio-zone volume and mute controls
* Appropriate individual and grouped microphone controls
* Camera preview and preset selection
* Program-layout selection
* Recording and streaming control and status
* Web-conferencing status and applicable controls
* Equipment-health and failure information
Network-connected equipment shall integrate securely with the City's existing network and Wi-
Fi and comply with the security and support requirements of this RFP.
The system shall automatically recover to a known operating state following a power
interruption without requiring specialized vendor intervention. Existing UPS equipment shall be
evaluated and tested and shall be integrated into the new system or replaced as appropriate.
3.2 Related Conference Rooms
The Council Conference Room and Staff Conference Room currently rely on the same Crestron system
that serves the main Council Chambers for control and display functions. The existing control panels and
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associated programming shall be replaced with simple, reliable control interfaces that do not depend on
the primary Council Chambers processors.
The new control solution for each conference room shall provide:
* Straightforward source selection for the existing displays and HDMI inputs.
* A simple BYOD connection that allows a user's laptop to access the room display, fixed wide-
angle camera, ceiling microphone, and speakers for Teams, Zoom, GoTo Meeting, or similar
platforms.
* Clearly identified HDMI, USB, and USB-C connections, adapters, or docking equipment required
for common City laptops.
* A simple fixed wide-angle camera that shows the room. PTZ cameras and camera control are not
required.
* Appropriate acoustic echo cancellation for web-conferencing sessions.
* An audio output jack that carries the ceiling microphone signal so staff can connect a portable
recorder when needed.
Dedicated rack-mounted recording hardware is not required in the conference rooms. Complex multi-
page control menus are not desired. The goal is a simple, inexpensive solution that allows staff to select a
source, run a web conference, and optionally record audio without relying on the Council Chambers
processors.
3.3 Police Department Emergency Operations Center
3.3.1 System Replacement and Reuse
The Police Department Emergency Operations Center audiovisual system shall be replaced as
necessary to provide a reliable, supportable, and easy-to-operate system suitable for emergency
operations, training, presentations, recording, and web conferencing. The existing system is
approximately twelve years old and has been modified over time. Equipment that cannot
reasonably support the City's reliability, compatibility, security, and longevity goals shall be
replaced.
Proposers shall inspect the complete existing system and clearly identify each component
recommended for reuse, replacement, or removal. This evaluation shall include the control
processor and wall-mounted control panel, video-wall displays, side display, video-distribution
equipment, wireless-presentation systems, cameras, microphones, assistive-listening equipment,
audio processors, amplifiers, source equipment, network switch, HDMI-over-Cat extenders,
floor-box connections, cabling, rack equipment, and UPS equipment.
Existing equipment may be retained only when it remains serviceable, is compatible with the
proposed system, and does not create an unreasonable reliability, security, or support risk. The
proposal shall explain the basis for retaining any existing equipment.
3.3.2 Room Operation and Control Interface
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