TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: JULY 9, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AWARD OF CONTRACT TO SUNSET AUDIO VISUAL FOR THE CITY COUNCIL CHAMBER AND CITY HALL MEETING SPACES AUDIO-VISUAL UPGRADES (FUNDING SOURCE: AMERICAN RESCUE PLAN ACT FUND)
Body
SUMMARY
The Council Chamber audio-visual equipment was originally installed during the City Hall remodel in 1998 and underwent minor upgrades in 2008 to enhance meeting production. However, the original analog standard-definition system no longer meets the demands of modern streaming platforms and needs to be updated.
Despite periodic equipment enhancements, including a 2020 upgrade prompted by the COVID-19 pandemic and improvements to the existing sound system in 2024, the system's aging components continue to pose challenges due to their age. This has led to operational challenges during critical City Council and Commission meetings. Additionally, procuring replacement parts and contractors willing to perform maintenance on the aging equipment has been difficult.
Considering these challenges and to ensure optimal meeting functionality for the public and meeting efficiency, staff recommends replacing the outdated equipment in the Council Chamber and other meeting spaces with modern replacements. These new upgrades will also facilitate ADA (Americans with Disabilities Act) mandates to provide assisted listening devices.
RECOMMENDATION
Recommended Action
Staff recommends the City Council award a contract to Sunset Audio Visual for audio-visual upgrade(s) of the City Council Chamber and City Hall meeting spaces and authorize the City Manager to enter into an agreement with Sunset AV for $159,916.42.
Body
ALTERNATIVE TO RECOMMENDATION
In addition to the recommendation, there is the following alternative:
• Request more information from staff.
FINANCIAL REVIEW
In anticipation of this project, staff included $180,000 from the American Rescue Plan Act Fund in the 2024-26 Budget to fund the replacement of audio-visual equipment for the Council Chamber and City Hall meeting spaces. The breakdown of the project costs is as follows:
1. RFP Creation, Line Drawings, and Project Management (NV5) - $19,800
2. City Council Chamber Technology and Meeting Space Upgrades - $159,916.42
The project cost includes all hardware purchases and installation
The staff cost to prepare this report and administer this project is estimated at $4,278 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Over the past year, staff has assessed the audio-visual equipment of the Council Chamber and City Hall meeting spaces with the goal of upgrading the aging and outdated systems. To enhance the quality of public meetings and provide a system with automation for ease of use, the system needs to be upgraded. After comprehensive research and considering project timelines, staff determined the best path forward would be to bring on a consultant to design the system and then draft a Request for Proposals (RFP) to be issued.
After reaching out to several qualified consultants, staff entered into an agreement with NV5 for $19,800 to design the system. NV5 has designed several City Council audio-visual systems, as well as prepared RFPs regarding the same. Staff released a RFP on June 13, 2024 and received four proposals by the deadline on June 27, 2024. Below are the four proposals received:
|
COMPANY NAME |
PROPOSAL AMOUNT |
|
Sunset AV |
$213,424.52 |
|
E-Logic Inc |
$271,844.40 |
|
EIDIM Group dba EIDM AV Technology |
$290,280.25 |
|
David Carroll & Associates |
$590,086.71 |
Based on an evaluation of the proposals submitted, staff recommends entering into an agreement with Sunset AV to complete the project. Despite proposals initially exceeding the budgeted amount, staff collaborated with Sunset AV and NV5 to find a solution that aligns within the allotted ARPA funding. The solution was adjusted without significant changes to ensure it met the budget requirements. The total contract amount will not exceed $159,916.42, which does not include the costs for services provided by NV5. This amount remains within the total ARPA project budget, accounting for design and project management services.
If approved, the work will be scheduled to take place during the month of August when City Council and Commission meetings are not held. As the primary meeting space, the Council Chamber will take priority, and the contractor will then move on to the Citrus Room, which serves as overflow for City Council meetings, and then on to the City Hall executive conference room. Below is the project scope that was included in the RFP.
COUNCIL CHAMBER
Audio
1. Provide new ADA Compliant Assistive Listening System
a. 2-Channel Transmitter with Remote Mounted Antenna
i. Antenna to be located in order to provide clean, uninterrupted audio to guests within the Council Chamber
b. Minimum eight (8) belt packs capable of receiving either of the 2 transmitting channels
c. Minimum two (2) neck loops
d. Minimum eight (8) earpieces
2. Remove existing one (1) wireless mic system and provide new 2-Channel Wireless Microphone System
a. 2-handheld transmitters, Cardioid polar pickup pattern
b. Digital Frequency
c. Dante Capabilities are not required
d. Remote diversity antennas located in Council Chamber
3. Remove existing desktop mics at podium and dais locations and provide 10 replacement microphones
a. Minimum 18” gooseneck, super- or hyper- cardioid pattern
b. Button mute and press-to-talk function
c. Ring light or other LED status indicator of mute status
i. Mute status indicator and control system mute status shall be synchronized at all times
ii. Mute status indicator at mic location may be a third-party component and not required to be physically integrated with microphone
d. Cut into desktop (base-type microphone not permitted)
e. Plate or other mount to cover existing desktop hole
f. Podium microphone to be controlled by Mayor position and/or Clerk position
4. Provide one (1) ambient microphone for the purpose of capturing audio from members of the City Council or audience when they are not near their microphone position. For example, during the pledge of allegiance and presentations.
5. Integration of digital chime sound file playback for use at City Clerk position or Mayor position.
6. Existing Biamp audio control system and Biamp products may be reutilized or replace.
a. If replaced, Contractor shall turn over components to City for future use in other spaces
7. Reutilize existing speakers and wiring except for outdoor speakers
a. Provide two (2) new outdoor rated speakers at Council Chamber entry location
i. Utilize existing wiring
b. Maintain existing speaker zoning and channel count of amplifiers
8. Provide one (1) rack mounted audio monitor or rack mounted speaker at the AV equipment rack location for purposes of monitoring and testing audio equipment
Video
1. Remove all existing video distribution and switching equipment
2. Provide four (4) AVoIP (Audio Video over IP) video receivers, one for each of the four (4) ceiling mounted displays
a. HDMI output
b. Minimum 1080p
c. Minimum 4:2:2 compression
3. Provide nine (9) low profile, tilt adjustable, touch screen monitors at each of the nine (9) seating locations
a. 5-point minimum touch
b. Minimum 15” size
4. Provide nine (9) AVoIP (Audio Video over IP) video receivers, one for each of the above nine (9) low profile touch screen monitors.
a. HDMI output
b. Minimum 1080p
c. Minimum 4:2:2 compression
d. One (1) HDMI input (for local PC input)
e. Must be able to switch between local PC input and other network streaming sources on AVoIP network
5. Provide nine (9) small form factor PC’s, one for each of the nine (9) seating positions at the dais
a. Dell Manufacturer - no substitutions permitted
b. USB connection to monitors is required for touch functionality
6. Provide two (2) AVoIP encoders (or provide 1 encoder with the ability to encode 2 unique inputs simultaneously) at Clerk seating location for use with a presenter laptop and a meeting laptop
7. Provide two (2) laptops
a. Dell Manufacturer - no substitutions permitted
b. i5 processor, 512 GB SSD, 16GB RAM, Windows 11
c. Provide minimum 5-year support
8. Provide one (1) HDMI input at presentation lectern position
a. Provide one (1) AVoIP encoder at lectern position
i. HDMI input plate at lectern
9. Remove one (1) existing IP camera
10. Provide one (1) network capable IP PTZ or like camera at existing camera location to capture entire dais and support staff
a. 4k image sensor
b. Minimum 12x zoom
c. Minimum 80° horizontal field of view
d. Camera image shall be either encoded to AVoIP network using additional AVoIP encoder or shall have native encoding to selected AVoIP platform
11. Provide one (1) network capable IP PTZ or like camera adjacent to ceiling display at rear of dais camera location to capture lectern presenter
a. 4k image sensor
b. Minimum 12x zoom
c. Minimum 80° horizontal field of view
d. Camera image shall be either encoded to AVoIP network using additional AVoIP encoder or shall have native encoding to selected AVoIP platform
12. Provide one (1) network capable IP PTZ or like camera at adjacent to existing camera location to capture individual dais and support staff members
a. 4k image sensor
b. Minimum 12x zoom
c. Minimum 80° horizontal field of view
d. Camera image shall be either encoded to AVoIP network using additional AVoIP encoder or shall have native encoding to selected AVoIP platform
e. Camera shall be able to focus via PTZ presets, one (1) for each seating preset
i. Minimum nine (9) individually recallable and storable presets
13. Provide one (1) network capable USB encoder/decoder at Clerk position capable of utilizing any AVoIP or camera source and encoding to USB for purposes of presenting on Zoom, Teams, or other video teleconferencing software solution
a. If desired USB encoder/decoder is not network capable, an additional AVoIP video decoder will be required to integrate any of the sources as listed above into the Zoom or Teams video conferencing session
14. Provide one (1) small format digital video recorder at Clerk seating location for capture of Council Meetings and Commission Meetings
a. Recorder shall capture “Program” video and audio for purposes of storage and adherence to local regulations
b. Storage media shall be SD card, SSD hard drive, or other media format
c. Media must be able to be accessed via network
d. Provide required AVoIP decoders or other connections, adapters, cabling, etc to capture AVoIP video or audio sources
e. Provide two (2) SD cards approved by selected recorder manufacturer, 128GB, UHS-II
15. Provide one (1) AVoIP decoder and one (1) video monitor at the AV equipment rack location for purposes of monitoring and testing video equipment
Control
1. Provide one (1) of the following options:
a. Reutilize existing Biamp Tesira control processor DSP and touch panel
b. Provide one (1) new control processor DSP and one (1) touch panel
i. 10” minimum touch panel, desktop mount, movable
ii. Required touch panel software licenses
iii. Required control licenses
iv. Required audio routing licenses
2. Provide control of peripherals and systems including the following:
a. Audio volumes, mutes, and routing
i. Microphone status, mutes, and volumes
ii. Speaker zone status, mutes, and volumes
iii. USB peripheral status, mutes, and volumes
iv. Overflow speaker volume and mute control to building
b. Video routing
i. Matrix routing of all video sources and endpoints
c. Display Power and input switching
i. Power on/off
ii. Input source selection
3. Provide camera preset and camera selection functions for the City Clerk to select desired camera and sources for Zoom/Teams presentations
Miscellaneous
1. Provide nine (9) digital name plates, one for each seating location, located at front side of Dais millwork
a. Recallable via presets through the use of software accessible to City staff
b. Web manageable
c. High contrast E-Ink
d. 180 degree minimum viewing angle
e. Flicker free when observed through a camera
f. Request to speak features are not required
g. Include necessary software, as needed
2. Provide one (1) public comment meeting speaker timer system
a. Controller
b. Podium/lectern signal light
3. Remove all abandoned wiring and mounting accessories under Dais and staff seating locations
4. Remove all abandoned equipment and accessories at all locations including equipment racks, behind displays, under tables/desks, etc.
5. Provide all necessary adapters, mounts, and materials necessary to provide a complete and operable system for each subsystem or piece of equipment as defined above.
6. Provide raw Audio and Video feed recording to a device for retention and backup.
7. Separate audio feed from Clerk computer to ensure windows sound does not come though the speakers, but it provides zoom audio without an issue.
CITRUS ROOM
Audio
1. Provide functionality for room to listen to meetings in Council Chamber as an overflow room
2. Provide two (2) table top, network capable microphones for use of capturing room audio for purposes of Zoom/Teams
Video
1. Remove all existing video distribution and switching equipment
2. Provide one (1) AVoIP HDMI input at existing wall input location
3. Provide four (4) AVoIP (Audio Video over IP) video decoders, one for each of the two (2) ceiling mounted displays, and two (2) ceiling mounted projectors
a. HDMI output
b. Minimum 1080p
c. Minimum 4:2:2 compression
4. Provide one (1) wireless presentation device
a. Must utilize USB dongle or other similar dongle or adapter for display and shall not require user to login to webpage or otherwise require a user to download software
b. Provide one (1) AVoIP encoder for this input
5. Provide one (1) network capable IP PTZ camera to capture entire room participants
a. 4k image sensor
b. Minimum 12x zoom
c. Minimum 80° horizontal field of view
d. Camera image shall be either encoded to AVoIP network using additional AVoIP encoder or shall have native encoding to selected AVoIP platform
6. Provide one (1) small form factor PC at the AV rack location to host web conferencing
a. Dell Manufacturer - no substitutions permitted
b. Provide encoding of PC to AVoIP network to allow Zoom to display in room
c. Provide USB or network encoding of peripherals to allow PC to utilize camera, microphones, or speakers for capture and playback
d. Audio capture shall occur by way of two (2) provided table top, network-capable microphones (see Audio section)
e. Provide wireless keyboard and mouse for control of PC
Control
1. Provide one (1) 7” or larger control touch panel at existing control panel location
2. Provide control of peripherals and systems including the following:
a. Audio volumes, mutes, and routing
i. Microphone status, mutes, and volumes
ii. Speaker zone status, mutes, and volumes
iii. USB peripheral status, mutes, and volumes
iv. Overflow speaker volume and mute control to building
b. Video routing
i. Matrix routing of all video sources and endpoints
c. Display Power and input switching
i. Power on/off
ii. Input source selection
Miscellaneous
1. Remove all abandoned wiring and mounting accessories
2. Remove all abandoned equipment and accessories at all locations including equipment racks, behind displays, under tables/desks, etc.
3. Provide all necessary adapters, mounts, and materials necessary to provide a complete and operable system for each subsystem or piece of equipment as defined above.
EXECUTIVE CONFERENCE ROOM
Audio
1. Provide functionality for room to listen to meetings in Council Chamber as an overflow room
2. Provide two (2) table top, network capable microphones for use of capturing room audio for purposes of Zoom/Teams
Video
1. Remove all existing video distribution and switching equipment
2. Provide one (1) AVoIP HDMI input at existing wall input location
3. Provide one (1) AVoIP (Audio Video over IP) video decoder for the existing display
a. HDMI output
b. Minimum 1080p
c. Minimum 4:2:2 compression
4. Provide one (1) wireless presentation device
a. Must utilize USB dongle or other similar dongle or adapter for display and shall not require user to login to webpage or otherwise require a user to download software
b. Provide (1) AVoIP encoder for this input
5. Provide one (1) network capable camera to capture room participants
a. 4k image sensor
b. Camera image shall be either encoded to AVoIP network using additional AVoIP encoder or shall have native encoding to selected AVoIP platform
6. Provide one (1) small form factor PC at the conference location to host web conferencing
a. Dell Manufacturer - no substitutions permitted
b. Provide encoding of PC to AVoIP network to allow Zoom to display in room
c. Provide USB or network encoding of peripherals to allow PC to utilize camera, microphones, or speakers for capture and playback
d. Audio capture shall occur by way of two (2) provided table top, network-capable microphones (see Audio section)
e. Provide wireless keyboard and mouse for control of PC
Control
1. Provide one (1) 7” or larger control touch panel at table top location
2. Provide control of peripherals and systems including the following:
a. Audio volumes, mutes, and routing
i. Microphone status, mutes, and volumes
ii. Speaker zone status, mutes, and volumes
iii. USB peripheral status, mutes, and volumes
iv. Overflow speaker volume and mute control to building
b. Video routing
i. Matrix routing of all video sources and endpoints
c. Display Power and input switching
i. Power on/off
ii. Input source selection
Miscellaneous
1. Remove all abandoned wiring and mounting accessories
2. Remove all abandoned equipment and accessories at all locations including equipment racks, behind displays, under tables/desks, etc.
3. Provide all necessary adapters, mounts, and materials necessary to provide a complete and operable system for each subsystem or piece of equipment as defined above.
LEGAL REVIEW
The proposed agreement has been reviewed and approved as to form by the City Attorney.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
The staff has evaluated the agenda item about the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, the Sustainable City Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
This item’s agenda and staff report has been posted on the City website and distributed to interested parties. If you desire a copy, please get in touch with the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Edgar Trenado
Assistant City Manager Information Systems Officer
Attachment:
Sunset AV Proposal