Attachment B Audio Visual Standards~1.pdf

Audio Visual Standards

June 17, 2022 DRAFT

How the specified AV technology was determined?

Perkins Eastman was engaged to develop standardconference room designs that would become the basis for future fit outs.

Perkins Eastman engaged AVH to assist with identifying the appropriate technology for these rooms.

The first decision needed was to determine whether to move forward with a BYOD or dedicated device approach. Factors suchas, the high number of individual business units within the State organization, each with its unique standards andsecurity concerns, the high service and maintenance costs of adding devices to the network environment, the variety of collaboration platforms currently in use, the familiarity end users have with launching and managing calls themselves and the significant cost savings allowing these systems to be deployed in numerous rooms led to the decision to go with the BYOD (Bring your own device) direction for the State.

The vendor selection process started with an overview of all of the major manufacturers' latest generation products. The field was narrowed down to two manufacturers Poly and Crestron. Each offered solutions that accommodated the variety of room types at competitive costs. Considering the simple standardroom designs and the fact that multiple departments at the State have either already deployed or were in the process of deploying Poly solutions, Poly was selected as the manufacturer for the initial pilot spaces. It is important to note that because the user laptop is the device used for presentation any platform (Teams, Zoom, Webex etc. ) can be used.

Poly Proprietary Features:

Poly Audio: Poly BYOD devices incorporate a number of proprietary features thatprovide high quality audio experience for both local and remote participants. These include NoiseBlock and Acoustic Fence which work together to block unwanted backgroundnoise from being sent to the far end of the call.

Poly Video: Poly BYOD devices utilize a feature called Speaker Tracking. Speaker Tracking uses logic inside the camera to identify people in the room and it automatically frames the person who is speaking and providinga high quality image of the speaker to the far end participants. When multiple people are speaking in the local room, the camera will automatically increase the frame to include both people. When no one is speaking in the local room the camera will adjust the frame to include all people at the table. This auto tracking feature automates the camera steering process, improving the video experience of the far end without the local participants having to make any adjustments manually.

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Huddle Room 4-Person

Infrastructure:

• Power and Data in table

• Power and Data outlets at wall oppositethe table for pin to wall system

• No hardwired phone system in room

AV Technology:

• 3’ X 6’ Meeting Table

• (4) Ergonomic Chairs

• White Board

Furniture Components:

• Pin to wall monitor mount

• Poly Studio USB (sound and camera)

• 55” monitor

• Oasis box on table

• Telephone on wall or table (Optional)

White board

Poly Studio USB

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Medium Conference Room 8-Person

• (1) floor cores and (1) 1 ¼” conduit connecting the floor core to the presentation wall

• Power and Data in table

• Power and Data on presentation wall

• 4’ X 8’ Meeting Table

• Ergonomic Chairs

• White Board

• Pin to wall monitor mount

• PolyX30 (Sound and Camera)

• 65” monitor

• (2) Boxes on table

• Telephone on wall or table

(Optional

Infrastructure: AV Technology:Furniture Components:

White board

PolyX30

Floorcore

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Large Conference Room - 10-Person

• (2) floor cores and (1) 1 ¼” conduit connecting the floor core to the presentation wall

• Power and Data in table

• Power and Data on presentation wall

• 4’ X 12’ Conference Table

• Ergonomic Chairs

• White Board

• Pin to wall monitor mount

• PolyX50 (Sound and Camera)

• 85” monitor

• (2) Boxes on table

• Telephone on wall or table (Optional

Infrastructure: AV Technology:Furniture Components:

White board

PolyX50

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Extra Large Conference Room 18-Person

• 5’ x 20’ Conference Table

• Ergonomic Chairs and perimeter chairs

• White Board

• Large In-Wall mount

• PolyX70 (Sound and Camera)

• 85”-98” monitor

• (3) Table Boxes

• Telephone on wall or table (Optional)

• (3) floor cores and (1) 1 ¼” conduit connecting the floor core to the presentation wall

• Power and Data in table boxes

• Power and Data on presentation wall

• Heavy gauge studs to support monitor weight

White board

Infrastructure: AV Technology:Furniture Components:

Wall mount PolyX70

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Typical AV components: Monitor and mounts

Pin to wall monitor mount

ADA compliant floor supported monitor mount

Eliminates need for wall infrastructure

• High brightness

• 4K Native Resolution

• Anti-Glare Screen

• Auto-Power On/Off

• Energy Star Certified

• Size based on room type

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Mobile Cart

Conceals and protects cabling

Monitor

Allows system to be moved between rooms

No new infrastructure required

Typical Av components: Sound and Camera

Poly Studio

USB

Medium

Conference Huddle Large Conference

Poly

X30

27.6”W x 4.1”H x 2.8”D 17.39” W x 2.46” H x 2.42” D

Poly

X50

30”W x 4”H x 4”D

Extra Large

Conference

Poly

X70

33”W x 5.3”H x 4.6”D

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Typical AV components: Portable Cart

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Poly

X50

30”W x 4”H x 4”D

Mobile Cart:

• Integrated mobile cart includes all electronics

• 65" monitor

• Connectivity and shelf for laptop, includes wireless keyboard and mouse

• Laptop is operated from wireless keyboard and mouse from anywhere in the room

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Typical Av components: Flexible Seating Spaces

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Flex Seating Room:

• Integrated laptop stand at front of room

• Connectivity and shelf for laptop, includes wireless keyboard and mouse

• Laptop is operated from wireless keyboard and mouse from anywhere in the room

Typical Av components: Table boxes and wiring diagram

Typical box at table Simple Wiring diagram typical for all rooms

Legend

Connections at box in table

• (2-5) Power outlets, count is fixed by box type

• (1) Ethernet cable for Network access in lieu of wifi

• (1) USB cable for Audio and Camera

• (1) HDMI cable for Video and connecting to the screen Note: Power supplies for laptops are not provided in the rooms

Power outlet Ethernet USB HDMI

Note: All standard-issue EOTSS laptops (HP ProBook) have these ports; Microsoft Surface Pro & Dell Latitude may require HDMI converters (to mini display or USB-C)

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Adapters are provided to accommodate all laptop models

• HDMI to USB-C

USB-A to USB-C

*Note: Some locations may include a docking station/port replicator where feasible

Initial Budget Estimates for FOW projects

Note:

• *AV Equipment costs includes Monitor (except when noted as existing and only if it fits the specifications) & Pin-to-Wall OR Wall Mount, Table Box, Poly System & AV cables and components

• Furniture is not included

• Power & Data infrastructure is not included

(Will be updated when actual costs come in)

Room Type Monitor Size

Technology Connection points Total AV Equipment Cost*

AV Installation Cost

AV Cost per Room

Huddle 55” Poly Studio USB AV connections in one table box, Data and Power in Table; Data and power on presentation wall

$ 4,300 $ 3,000 $ 7,300

Medium Conference 65” Poly X30 AV Connections in one table box, Data and Power in Table; Data and power on presentation wall

$ 7,000 $ 3,100 $ 10,100

Large Conference 85” Poly X50 Data and Power in Table (2); Data and power on presentation wall $ 11,000 $ 3,500 $ 14,500

X- Large Conference 98” Poly X70 Data and Power in Table(3); Data and power on presentation wall $ 20,000 $ 6,000 $ 26,000

Flexible Seating Rooms 98" Poly X70 Data, Power on presentation wall $ 21,000 $ 5,000 $26,000

Mobile Cart 65" Poly X50 Existing Data and power on wall of room $ 5,500 $ 1,900 $7,400

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Responsibilities matrix- for FOW projects

Component Specified By Procured by Installed by

Audiovisual Components AV Consultant AV Vendor AV Vendor

Monitor Mounts AV Consultant AV Vendor AV Vendor

Cabling and Adapters AV Consultant AV Vendor AV Vendor

Table Boxes AV Consultant AV Vendor/ Furniture Vendor AV Vendor

Conference Tables and Chairs Architect/Client Furniture Vendor AV Vendor/GC

Electrical and Conduit/Backbox Infrastructure AV Consultant General Contractor General Contractor

Data Infrastructure AV Consultant General Contractor General Contractor

Monitor Structural Support AV Consultant General Contractor General Contractor

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Typical AV components: Functional Operation

The standard systems are designed to require minimal interaction from end users to operate. They are also designed to minimize service calls.

System Operation All systems include a camera, microphones and speakers that are incorporated in to a single device that is located at the monitor. At the table box, users will find a HDMI cable and a standardUSB cable.

Local Presentation When using the room for local presentation only, the user only has to connect the HDMI cable to their laptop. The monitor detects this connectionand automatically turns on and displays the laptop image. When the HDMI cable is disconnected, the monitor returns to a stand-by state, turning off the display and ready for the next connection.

Web collaboration (works with Teams, Zoom and Webex) When usingthe room for web based collaboration, the user in addition to the HDMI cable also connects the USB cable and Ethernet cable (if Wi-fi is not used) to their laptop. The laptop detects the camera, microphones and speakers inside the speaker bar device and connects to them, bypassing the camera, microphone and speakers inside theuser’s laptop. The camera, microphones and speakers inside the device are built to accommodate all participants in the room. Different units facilitate a variety of rooms sizes.

The speakers in the monitor are disabled and other settings such as brightness, contrast, etc. are configured during commissioning and require no further adjustments. The monitor and speaker bar remote controls are not needed by the end users and will not be left in the rooms.

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Typical AV components: Functional Operation - All conference rooms

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Typical AV components: Functional Operation - Mobile Carts and Flexible seating rooms

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The operation of all rooms is the same, but there is a wireless keyboard and mouse provided for the mobile carts and flexible seating rooms.

Mobile Cart Flexible Seating Room

Typical AV components: Functional Operation

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Hearing Assistance System:

• For rooms where it is a requirement a hearing assistance system is provided

• Systems include two radio frequency receivers, two universal ear speakers and two Intelligent neck loop lanyards

• The neck loop lanyard works with your existing hearing aid

• The universal ear speakers are provided for those without hearing aids

Radio Frequency Receiver Universal Ear Speaker Neck Loop Lanyard