F24-08-070 Final Addendum.pdf

Final Addendum for F24-08-078

City Council Chambers Av Refresh

Please see the City’s Formal Answers to all received Inquiries listed below Marked in Blue

1. Will the TV upstairs (in the colorado room) need to share the same video feed as the TV’s downstairs, and is that currently in place / is it needed at all?

a. Yes, it is not currently in place. Right now, it is only audio that is being shared to the conference room upstairs.

2. Same as above for ‘Executive Session’ Room

a. No, the executive session room does not need to have a feed for video or audio from the council chambers.

3. Confirm client needs the hearing assist system replaced in this RFP.

a. Yes, we would like to refresh and replace the hearing assist system.

4. Need information regarding streaming PC specs.

a. The City is planning on upgrading the PC that is currently used in the Council Chambers. The city will provide a PC with the specs that the selected vendor provides. It is the City’s goal to acquire a PC that will meet the needs of the new system. Please do not let the current PC specs affect your proposal.

5. Confirm a 4th wall mounted PTZ camera needs to be included in the overflow/meeting room.

a. We do not need a camera in the back overflow/meeting room for Council session purposes, but if there was a camera/mic setup for meetings in the back meeting space tied to the current and only TV in that back room that would be ideal. This would replace the need for users to leverage an owl during meetings in the back.

6. Need information regarding cable paths to TV’s and Camera’s. Is there conduit in place, or is it free run? If there is conduit, what size conduit / what cables are currently inside each conduit?

a. 1.5 inch conduit is currently used and has the current runs to the various areas.

7. If drywall needs to be removed for mounting of devices, is the AV integrator responsible for repairing that, or is that something the client will handle.

a. The Awarded Vendor would be responsible for all drywall work

8. Does the upstairs room need a PTZ camera that ties into the current system, or are they happy with their current camera solution for that space?

a. No camera is needed for the upstairs conference room

9. Any line diagrams or other documentation from the current installation? Line diagrams would be the most helpful, but any documentation will help.

a. All available documentation has been uploaded to bidnet.

10. "Room microphones for broadcasting intelligible audio from throughout the room." in the RFP: Is this audio for stream, and the overflow rooms? Would you prefer microphones being hung from the ceiling, which would provide the best audio quality but be intrusive visually, or mounted on walls near the audience, which would be less ideal for audio quality, but would be less intrusive visually.

a. We would prefer to not have any microphones coming down from the ceiling. We do not require a microphone for the audience. As outlined below wireless mics for work sessions should work for this situation.

11. Does the client want all new microphones to be omnidirectional, or the main speakers to continue to have cardioid microphones, with additional microphones being omnidirectional?

a. Omnidirectional would be preferred. It’s been difficult with folks not speaking in front of the microphones or directly into the current microphones.

12. Can you please provide architectural drawings in either PDF or CAD format that show all rooms included in the scope?

a. Documents uploaded

13. RFI/Inquiry responses are scheduled to be released Friday September 20th, and the proposals are due the next business day on Monday September 23rd. Quite a bit of the system design will need to be established after receiving the RFI responses and one business day is not enough time to complete the task. Can either the date for RFI response be moved up to no later than Wednesday September 18th, or the proposal submission date be moved to no earlier than Wednesday September 25th.

a. Please see the update Schedule of Events b.

Schedule of Events (subject to change) All times are MST

RFP Issued August 23th, 2024

Mandatory Pre-Proposal Conference (1001 11th

Avenue, Greeley, Colorado 80631 September 5th, 2024

Inquiry Deadline September 13th, Final Addendum Issued September 27th, Proposal Due Date October 4th, 2024 by

3pm (MST)

Notice of Award (tentative) October 18th, 2024

Work Start Date (This date is subject to change depending on City Council availability) December 15th c.

14. Could you please provide the wiring diagram, schematic, and rack elevation for the existing system?

a. Documents have been uploaded.

15. Could you kindly provide the architectural, electrical, and data/telecommunications drawings for the council chamber room?

a. Documents have been uploaded

16. Could you please provide additional information regarding the existing lighting control system? Additionally, if documentation or programming files are available, we would appreciate access to those as well. If possible, could you also send us the GUI file?

a. We don’t have access or knowledge on the current configuration of the lighting system.

17. Could you please confirm whether we will be able to utilize the existing conduits by replacing cables as necessary, or if it is feasible to reuse certain cables, provided they are appropriate for the application?

a. The Awarded Proposer should be able to use the conduits that are there. Cables can be reused as long as it is covered by the warranty or service contract of selected vendor.

18. Would it be permissible for the contractor to utilize a scissor lift to access elevated areas in the council chamber (If needed), provided that we take appropriate measures to protect the flooring?

a. As long as the lift fits in the building and the chamber with proper flooring protection and vendor is responsible for any damaged caused to floor, walls, or any other items.

19. During the walk through it was mentioned that putting displays on the council chamber decorative wall is not an acceptable solution. Is this the case? Is it acceptable for a retractable projector screen to hang in front of the decorative wall only when necessary?

a. Mounting anything to the wall will not be allowed. A projector screen can be recommended, but it might not be approved, so other options should also be recommended or considered.

20. If putting a display on or in front of the decorative wall is not an acceptable solution, putting larger displays in place of the current displays on the sides of the decorative wall is one of the only viable solutions. The largest display that can fit in the opening is a 75” TV.

The smallest size text that would be viewable is a 24-point font according to ANSI/INFOCOMM V202.01:2016. Is this acceptable?

a. If this is the largest that we can fit in the opening this will have to be acceptable.

21. In the meeting it was mentioned that occasionally maps are viewed, is this true? If so, how often? Maps would usually have smaller elements and require a larger display than could be placed to the side of the decorative wall.

a. Maps are viewed fairly often and included in PowerPoint presentations

22. If upgrading TV size ends up being a solution, is it acceptable to reuse the existing TV mounts?

a. We can re-use the wall mounts, however if weight rating on the currently installed mounts cannot be determined and we have an unlikely scenario of a TV falling off the wall, we would expect this to be covered in the warranty of the equipment.

23. There are currently displays in front of each council member. What are these used for?

Shall these be retained, replaced, or removed?

a. We would like these to replaced with something a little bit larger. These monitors display the meeting presentations that are also displayed on the TV’s throughout the room.

24. RFP Section II A.2 calls out the replacement of the equipment in the AV components in the city council chambers and overflow spaces. Can you specify the exact rooms this expectation is for?

a. This will include the large chamber room as well as the conference room on the second floor.

25. During the walkthrough in addition to the overflow spaces, the meeting room behind the counsel (Executive session 105) was also referenced as needing upgrades. Is this correct?

If so, what upgrades does it need?

a. Equipment in this Executive Room does not need to be included into this proposal.

26. Do any of the overflow spaces need microphones?

a. No, for council sessions all speakers must come to the podium to speak.

27. During the walk through it was mentioned that in a few of the spaces during a smaller round table meeting a meeting Owl was used for the video teleconferencing. Is this process working? Should it be a part of this RFP to provide a new solution for video teleconferencing in those spaces?

a. Yes, please include a new solution. During Council Work Sessions there is a set of tables pulled out that council sits at instead of the dais. The owl works, but our hope is that there is a better solution available. If the Owl is it, then we’ll continue to use it.

28. During the walk through it was mentioned that the small group teleconference meetings that take place in the city council chambers utilize a meeting owl for the teleconference portion. It was stated that this solution currently satisfies all needs. Is there any other requirement that this does not satisfy?

a. For the ad-hoc meetings that take place in the back where there was only 1 TV, it would be ideal to find an alternate solution to an Owl, potentially something integrated with that specific TV unit for example.

29. Are there currently any issues with the audio speaker system? If so, what improvements should be provided in the proposal?

a. There are no issues with the speakers currently. Any speaker issues thus far have been related to head unit configuration or failure. If they can be covered on the maintenance agreement and warranty by selected vendor we don’t need to replace the existing speakers.

30. Are there currently any issues with the 12 desk microphones? The RFP calls out a replacement for all 12 with the ability to have “request to speak queue and microphone override controls”. Do the current microphones offer this capability? Are there any other issues with the current microphones?

a. The current mics have this ability now, but you must very intentional to speak into the mics for them to pick up the council members voices well. If we have a soft spoken council member or someone who is sitting a bit further away from the mic, it’s not a great experience.

31. How many wireless microphones shall the proposal provide? It appears that there are 6 receivers in the rack and 3 out in the room. How Many do you need?

a. We would need 15 wireless microphones to accommodate the work sessions. We would defer to the vendor on how many receivers we would need to cover that.

32. Section II A.4 calls out “Room microphones for broadcasting intelligible audio from throughout the room”. Are these the wireless microphones, or room microphones for the streaming broadcast to hear all people in the room at the same time?

a. The current setup is one wireless mic and no room microphones used for streaming. This makes it hard to hear sometimes for the online viewers.

33. Referencing: Section II A. 7 in the RFP. What should the new A/V control system be capable of doing that the old one is not capable of doing?

a. The current system was adapted to work with the hybrid environment by adding in a computer to handle the streaming. We would just like everything to be easier to operate.

34. Referencing: Section II A. 9 in the RFP. Where shall the requested additional audio mix controls for A/V recorder and or live streaming be located?

a. The PC that streams the video to Youtube or Zoom. We rely on Zoom and Youtube to record the AV for the streams. This could be in the closet or on the streaming

PC.

35. Shall the system have an Assisted Listening System (ALS)? If so, shall it be app-based, or have hardware units? How many units should be in the proposal?

a. Yes, if we could have both options that would be great, but we would likely rely on hardware-based units we can hand out to citizens as they enter chambers.

36. Shall the new microphones/ council system offer voting capability?

a. This is not needed currently.

37. Does the Dias microphone speakers amplify the other microphones or audio in the room?

Or does the council just hear the audio through the mounted speakers?

a. The dais microphones just get broadcast to the mounted speakers inside the room.

38. Does the clerk need a headphone audio monitoring output?

a. No

39. Shall the system have the ability to offer wireless video presentation in the council chambers, overflow rooms or combination? It appears that click share is currently used, has it worked for what you are using it for?

a. The back space within council chambers where there is a single TV leverages Click share for smaller ad-hoc meetings. Click share works, however if we have a more integrated option such as Air Media as an example, we’d prefer to go that route.

Click share is great, but dongles tend to grow legs every now and then. Solution does need to support both Mac OS and Windows OS platforms.

40. During the walk through it was mentioned that there is a separate broadcast room/ set of equipment. Is this true?

a. Yes, there is a separate production studio that has separate broadcast equipment.

41. It was said that this equipment is not a part of this RFPs scope of work. Is this correct?

a. The equipment in that studio is not a part of this RFP.

42. If there is a set of broadcast equipment that is not supposed to be a part of this scope of work, but the PTZs and equipment within the council chambers are within the scope of work. How do the two separate systems interact?

a. There is a PTZ control system in the broadcast studio that will control the cameras and feed into the system. Currently there is Panasonic AW-RP50 that controls the current cameras in the council room. We do have a brand-new Canon Remote Camera Controller RC-IP 100 that if we go with Canon cameras can be use for the PTZ control. If other cameras are recommended, we would need a controller quoted as well.

43. Are there two separate systems?

a. Yes two separate systems with only the cameras feed and controller for council being in the broadcast studio.

44. During the walk through it was mentioned that the broadcast system was recently upgraded. If this is the case can the schematics, documents, bill of materials, and or system capabilities be shared?

a. Anything that we have is uploaded to Bidnet.

45. During the walk through it was mentioned that the PTZ cameras shall be replaced, but not the broadcast equipment. Is this true? What shall the new PTZ cameras be capable of that the current PTZ cameras do not offer?

a. The current cameras do not offer 4k video output. The main requirements for the cameras are they must have 4k video output and they are PTZ that are controlled by a Remote Camera Controller.

46. How are the current PTZ cameras controlled? Shall the new PTZ camera be controlled from the broadcast or in the council chambers?

a. These are controlled by the broadcast equipment and will remain that way.

Please see the answer to question 42 for more specific response.

47. Is there a requirement for close captions to be broadcast/ in room using hardware equipment, or shall close captions rely on the streaming platforms?

a. Streaming platforms will handle close captions needs

48. During the walk through it was mentioned that currently most of the streaming is done using a computer at the clerk’s position. Is this true? Should this functionality remain? Is this the main way the council meetings are streamed or configured for zoom?

a. Yes this is the primary way council sessions are streamed and managed. If there is a better way to accomplish this, we would like to know the options, but expect this to remain the same.

49. According to the existing touch panels there looks to be about 12 video inputs. Are all 12 inputs regularly used?

a. Yes, all video inputs regularly used in the room.

50. Shall all of the displays mirror each other with same signal, or shall each be capable of displaying a separate input?

a. They are currently set to mirror each other with the same signal and should maintain that functionality.

51. Should a vendor’s proposal require electrical modifications, shall the vendor be responsible for including the electrical cost in their proposal?

a. Yes, should additional electrical work be required it would be the responsibility of the vendor.

52. Do the overflow rooms need their own touchscreen control system per room?

a. There is a touchscreen to control the single TV in the back of the room while the remainder of chambers is controlled by a panel located by the streaming PC.

53. Are there any schematics of the existing A/V system? Can they be provided?

a. Anything we have has been uploaded to BidNet.

54. During the walk through we noticed a laptop in the AV rack. What does this laptop do?

a. This laptop is used to program the Crestron system and various other pieces of equipment in the rack that needs to be configured.

55. How are the city council member names loaded into the system and displayed on the mayors touch screen?

a. There is a box in the rack that can be programed with their names. The laptop in the rack has the ability to manage this.

56. The RFP calls out in A.2 the complete replacement of all AV equipment, while during the walk through the statement was made that if a piece of equipment could be reused that would be permissible. Is that true? Are vendors allowed to reuse existing pieces of equipment to accomplish the new AV goals?

a. If any equipment is reused it will need to be covered and serviced under the maintenance agreement like the new equipment.

57. If vendors can reuse or reprogram existing equipment to accomplish the goals of the new AV system will that be acceptable?

a. If any equipment is reused it will need to be covered and serviced under the maintenance agreement like the new equipment.

58. Should all of the equipment in a vendor’s proposal have a warranty? If so, how long is the required or preferred warranty? With the existing equipment being from 2018 and about 6 years old most of it will be out of warranty. Is it acceptable to reuse existing equipment without a warranty Is an extended warranty required if we are reusing equipment?

a. We would like to see a five-year warranty on all new equipment. If any equipment is reused it will need to be covered under an extended warranty that matches any new equipment in the room. It will also need to be serviced by the vendor that wins the contract.

59. In the RFP on page 11 under Evaluation Criteria #2 it shows a value of 3 points, but later on page 13 shows a value of 35 points for Criteria #2. Is it safe to assume that 35 points is the correct evaluation value?

a. This is an error. The number should reflect the 35 point total as outlined on page 13.

60. Under evaluation criteria will the vendor’s proposal receive more or less points in categories #2 or #3 for having more or less warranty on equipment?

a. The City is looking for 3 years of warranty as a minimum. We would like to see a warranty of at least 3 years on the equipment with the option to purchase an extended warranty if possible. Proposals that do not offer 3-Year Warranty will be scored lower than those vendors that will offer the 3-Year Warranty.

61. Under evaluation criteria #3 description on page 12 it states to provide a cost breakdown per task as structured in exhibit 4. It appears that Exhibit 4 is the debarment/suspension certification statement, while Exhibit 5 is the pricing sheet. Is it safe to assume that Exhibit 5 is the correct document for evaluation?

a. “Under evaluation criteria #3 description on page 12 it states to provide a cost breakdown per task as structured in exhibit 4.” This statement is incorrect and should be Exhibit 5. Both Exhibit’s 4 and 5 need to be provided for your proposal to be accepted.

62. Exhibit 5 pricing sheet is fairly condensed per category. It may be possible to have multiple brands, components, and varying quantities necessary to complete a category. How shall a vendor fill out this form if that is the case for a category?

a. Vendors may use their own pricing sheet or document as long as they provide all the information requested in exhibit 5 and label the document as “Exhibit 5:

Pricing Document”

63. In Exhibit 5 some of the categories may be interpreted differently from vendor to vendor and filled out differently. For example, the category of audio amplifier on line 3, some may consider that part of the AV system replacement category found on line 10. How will Exhibit 5 the evaluated? Is a vendor scored per category, by the total bid cost, or some combination?

a. The City will be determining the Awarded vendor by the Criteria listed in Section V.

Exhibit 5 is our tool to make sure we are receiving the best pricing for this project.

The City will be determining the overall value of each proposal per category and the total bid cost. Each member of the Evaluation Team will review each proposal by themselves and rate each Proposal’s Overall Value/Cost on a scale of 0-40.

64. If a proposal reuses a piece of equipment in a category how shall the vendor fill out Exhibit 5 to indicate that? How shall a vendor be scored if they reuse all the equipment in a category resulting in a lower price? How would an extended warranty be evaluated in this category.

a. In your Proposal, please have the total list of all equipment you plan on Reusing as part of your response to Section II, Scope of Services (see Evaluation Criteria #2).

65. Under evaluation criteria #3 will any other document or statement beyond what is found in Exhibit 5 be evaluated?

a. Yes, your entire proposal will be evaluated based on the evaluation criteria provided in Section V

66. How should the vendor fill out the professional services line 3 Maintenance unscheduled lump sum pricing on exhibit 5? Should the vendor enter a cost per unscheduled maintenance visit or the total cost estimated over a year (or other determined time period) of the unscheduled maintenance visits?

a. Please do not use the Lump Sum for the Professional Services. We have removed this column in Exhibit 5 v2 (version 2).

67. What shall the terms and time frame be of the service and support contract?

a. The Term of the Contract must adhere to Colorado Tabor Laws. The contract will include the service of refreshing/replacing the AV System and the on-going

Maintenance. The Maintenance agreement will be for 1-year with four (4) optional 1-year renewal periods .

68. Will this contract be fixed firm price, cost plus, or some other defined contract type?

a. The Contract will be a City Standard Contract as seen in Exhibit 2. Please refer to Exhibit 5 for any questions pertaining to how your proposal should priced.

69. Will free onsite parking be provided for the duration of the project?

a. Yes, we will add the make model and license plate number of the contractors' vehicles to our parking system. This will allow them to park for free. We would like to limit it to as few vehicles as possible. If needed, we will block off some spots but generally if you start early enough parking isn’t an issue.

70. Are garbage containers provided onsite or is it the AVC responsibility to provide disposal/recycling?

a. Vendor is responsible for all clean-up, disposal, recycling etc. There is a garbage dumpster in the attached parking lot however this is used by multiple city buildings and should not house any items or debris from this project.

71. Will the city allow devices that provide remote access to the AV equipment for diagnosis and repair?

a. This would be a great additional feature but is not required. Interface would need to be secure and potentially provide integration with SSO capabilities through Microsoft Azure AD.

72. Are CAD drawings of the building areas available?

a. Yes, please see Bidnet.

73. Are as-built drawings of the current AV system available?

a. All current plans and specs have been uploaded to Bidnet.

74. Are the existing broadcast inputs in the Council Chambers adequate?

a. Yes

75. What is the current audio/video recording software used by the city?

a. It is currently recorded through YouTube and Zoom Webinar.

76. If additional outlets or relocation of existing outlets are required, will the AVC be required to subcontract this or will the city use their preferred electrical contractor?

a. Vendor must accommodate the need for electrical work proposed in their proposal. The City will not be using their preferred electrical contractor for this project.

77. Are the Elo touchscreens and vote tally systems part of the upgrades?

a. The Elo touchscreens are part of the upgrade, but they will not need to have vote tallying support. That is dealt with by our Civic Plus software.

78. It was mentioned on the walk that the Executive Session and 2nd Floor conference room has overflow functionality but additional overflow such as video is desired. Is the intent that these rooms get fully upgraded as well, or are we to maintain the existing equipment and provide new equipment to support BYOD and additional overflow functionality? Do either of these rooms support any type of conferencing now?

a. These rooms have their own conferencing systems. We currently only have audio from council chambers flowing into that space but as an enhancement, would be great to have video included as well so citizens can see the presentations being presented downstairs.

79. It was mentioned on the walk that there is a desire to have additional connectivity in the floor box in front of the dais to support conferencing and microphones. How many microphones are required to support this functionality? Would you like a dedicated set of microphones for this or utilize existing microphones that will be used on the dais? For conferencing is just audio conferencing desired or does there need to be a dedicated camera to support video conferencing at this location?

a. This would relate to the Council Work sessions mostly when tables are set out and council sits around the tables. This adjustment in the floor box would depend on how the vendor proposes to handle microphone and video updates to accommodate these meetings. If wireless microphones are used then physical cabling is not needed. If the owl is replaced with some other technology then updates are not needed.

80. What is the intent for each monitor at the dais? Do they require touch functionality? Is the intent to show the same content as the rest of the room? Is there a use case that would require a different source on each monitor, or are they always showing the same content?

a. They are used to display what is being shared on the TVs throughout the room. As outlined above larger displays would be nice.

81. Can you confirm the make and model of the existing broadcast camera controller?

a. Currently the Council Chambers existing broadcast camera controller is a

Panasonic AW-RP50. We also have a new Cannon RC-IP 100 that can be used if the recommended cameras are compatible with it.

82. How many HDMI inputs are required in the Council Chamber? Some examples would be in the rack, at the lectern, at the clerks’ desk, at the center dais seat, floor box in front of the dais, etc. Please provide where you anticipate the need for an HDMI input.

a. There are HDMI inputs currently at all locations outlined. We do not anticipate needing any more unless the selected vendor needs additional drops.

83. Does only the broadcast studio need access to the camera control?

84. Does the broadcast studio have requirements for camera specifications?

a. The cameras need to have 4k video output and be PTZ cameras that can be controlled remotely from the broadcast studio. We have a brand-new Canon Remote Camera Controller RC-IP 100 that could be used if compatible with the camera recommended. If the cameras are not compatible, we would need a compatible controller.

85. Is the broadcast studio NDI capable or are they still using SDI?

a. We would like SDI cables for video output to ATEM switcher. NDI to power the Cameras and to talk with the Remote Camera Controller. But can bring video output only in the NDI (Networked Device Interface) ethernet cable, but don't know how to input into ATEM Switcher. All SDI cable into the ATEM Switcher.

86. Are there needs for additional cameras in the main council room or are you just looking to upgrade the cameras with the current locations remaining only?

a. Upgrading the existing cameras and adding additional ones for better coverage of different configurations of the room are in the scope of the project.

87. Are assisted Listening devices also needed in the overflow rooms?

88. What is the capacity of the main council room with the overflow partition open and what is the capacity of the Colorado Room?

a. Overflow room is 67 Chamber is 174 so total capacity is 241.

b. Colorado room is 25.

89. What kind of feed does the broadcast studio need from the cameras and microphones?

a. UHD 4K video from the cameras to the Digital Switcher. The Presentation feed from the Council Chambers A/V System to the Digital Switcher only needs to be HD 1080. Audio from the Council Chambers A/V System, Line Level please.

90. How do you currently control the lighting system outside of the NLight touch panel at the entry of the Council Room?

a. The main council room is controlled by the NLight touch panel plus a touch screen on the dais. The overflow room has a light switch, for the lights, but has a separate touch screen to control the tv in that room.

91. In the RFP, it states to provide detailed wire-map. Is there a current wire-map that we can reference for existing wiring?

a. Anything we have has been uploaded to Bidnet. There is not an accurate wire-map that is currently existing.

92. What content do the elo displays on the Dias show? Is it just mirroring the "presentation" on the larger displays?

a. These mirror what we currently have on the larger displays.

93. Is the intention to replace all displays including those on the Dais?

a. Yes. As outlined above we would like larger displays for the presentation as well as the displays at the dais.

94. Understanding that work is tentatively scheduled to start 12/15/24, what is the desired completion date for the project?

a. Completed by end of Jan 2025. Turnaround will need to be completed quickly once started to provide the least amount of impact to the City Council sessions.

95. Aside from City Council, how else is the room being used? Can you provide more information about work sessions, special presentations, etc?

a. Currently the Council Chambers are used for Award Ceremonies, Large meetings, board meetings and other events.

96. Does the seating configuration change based on the type of meeting being held (ie – Chambers meeting vs. work sessions vs. special presentations)? If yes, can you provide seating maps?

a. Yes, please see the links below

i. https://www.youtube.com/watch?v=Y5rmHnA0UWU&list=PLFRnJOQx2AJ

LTf-f4baOp7NZgzhh0Higd

ii. https://www.youtube.com/watch?v=Y5rmHnA0UWU&list=PLFRnJOQx2AJ

LTf-f4baOp7NZgzhh0Higd

97. Does meeting content need to be available and easy to share via a BYOD (bring your own device) setup?

a. No, all content to be displayed and used during council sessions must be provided to City Clerks office in advance of the meeting and is managed or presented from the primary PC.

98. How are they using the Civic Plus software suite and which modules are currently being used?

a. We use Civic Clerk which is part of the Civic Plus suite. We have agenda and Meeting Management is used for Agenda Management.

99. Is the City recording and keeping both video and audio from Council meetings? Other meetings?

a. Yes, currently all sessions are available on City YouTube channel as well in Civic Plus

100. How are meetings being live streamed today?

a. They are streamed through YouTube and Zoom Webinar.

101. What licenses does the city currently have for the Q-SYS CORE 110f?

a. We do not have any knowledge or current documentation on this licensing.

102. Are there any existing Dante licenses that can be reused?

a. There are no existing Dante licenses that we know of.

https://www.youtube.com/watch?v=Y5rmHnA0UWU&list=PLFRnJOQx2AJLTf-f4baOp7NZgzhh0Higd

103. How many wireless handheld or lavalier microphones will be required in the new system?

a. We would need 15 wireless microphones to accommodate the work sessions. We would defer to the vendor on how many receivers we would need to cover that.

104. For the multi-purpose meetings that are not Council Meetings, how many wireless conferencing stations are desired for this standalone new system?

a. Not sure COG staff understand this question. The rear single TV in the back of chambers is used for smaller ad-hoc department meetings. We currently leverage an Owl as well as either HDMI cable input via Crestron unit configured to display on that TV or a Click-Share device.

We’d prefer a new more integrated option to remove the Click-Share and Owl but if this is the best option then we are OK sticking with it as well.

105. How many wireless conferencing stations are desired to connect with the wired mic system installed in the Council Chambers?

a. We would need 15 wireless microphones to accommodate the work sessions. We would defer to the vendor on how many receivers we would need to cover that.

106. Please confirm the make/model of the existing lighting system

a. It is a Custom Pathway eDIN assembly. Model number 4905-M14-P01.

Manufactured 03-20-2018

107. Is the existing lighting system currently being controlled with your existing AV control system?

a. The touch panel on the desk and at each door does turn on the lights. We believe it is going through a Crestron system.

108. Does the City utilize staff or contracted services for the broadcast of Council Meetings? More specifically, how many system operators are present to operate the system during Council Meetings? What are the roles of the operators? For example, video operator, audio operator, producer for agenda items/scripts.

a. We have City staff that manage the broadcast of council meetings. IT provides a staff member to manage the PC Video Streaming(Zoom and YouTube) and Presentation being displayed on the monitors/TV’s within chambers. We have one employee that operates the broadcasting switcher, the PTZ camera controller, running the audio, and the access channel playback system. The city clerk staff provides one employee to run the agenda item/scripts.

109. For the requested independent audio control, is there a desire to have separate hardware based mixer? For example, a mixer to provide discreet control for the broadcast control room.

a. We have one piece of hardware in the AV rack for audio only. Another piece of hardware in the AV rack is for video. One is for hybrid, and one is for the assisted listening devices and one piece is for the speaker output. We would like to maintain this configuration.

110. Shall the existing loudspeaker solution in both rooms be utilized in the new system? Or should new amplifiers and speakers be provided in one or both rooms?

a. The amplifier is old and certainly will have a hardware failure at some point, so we would recommend a new one. If the speakers are acceptable to the vendor and they will cover them under a warranty or service contract, we would not require replacements since they normally last longer than the amplification system.

111. How many PTZ cameras should the new system include?

a. The current room utilizes three PTZ cameras. At minimum that should be included.

We would like the room to be covered, so we are relying on the vendors to give us their recommendations of how many we need.

112. Will the City supply a dedicated (Unified Communications) UC computer with desired soft codecs such as MS Teams and Zoom? Or, will proposers be responsible for including compute devices as part of proposed solutions?

a. The city will provide a computer based on the specs provided by the selected vendor.

113. Please provide the make and model of all LCD displays intended to be integrated into the new solution.

a. That will be up to the Proposer to determine.

114. How many different video streams are intended to be routed to the LCD displays? For example, during a meeting the dais displays will see different content than the audience displays.

a. The dais displays will mirror what is being shared on the room displays.

115. In Section I.1.C.2, please clarify what is meant by “new screen strategy” for closed captioning.

a. Currently we have closed captioning displayed on all the TVs through Zoom. It works, but one issue we have is having to move the captioning box around throughout the session. This may just be a display size issue and adjustment to our presentation template to reserve a section for closed captioning, but it is a pain point and curious if there is any other options available.

116. Does the City desire to incorporate the speaker timer system into the AV system?

117. Are additional speaker timing displays desired?

a. No additional speaker timer display is required.

118. Does the City desire to replace the existing Assistive Listening system?

a. Yes, we would like to refresh and replace the hearing assist system.

119. What is the desired extended warranty term for the components supplied in the

a. We would like to see a warranty of at least 3 years on the equipment with the option to purchase an extended warranty if possible.

120. Will you provide an extension to the bid/proposal submission deadline?

a. Yes, it has been provided

121. Will onsite parking be provided for this project?

a. Yes, we will add the make model and license plate number of the contractors' vehicles to our parking system. This will allow them to park for free. We would like to limit it to as few vehicles as possible. If needed, we will block off some spots but generally if you start early enough parking isn’t an issue.

122. Will onsite secured storage or space for storage be made available if necessary?

a. You may store materials in the active work site. No additional storage or space will be made available.

123. Please clarify bonding requirements (Bid Bond, P&P Bond) for this project.

a. This is not categorized as a construction project. Thus, no bonds will be required.

124. Is this project subject to sales tax?

125. Is this project subject to union or prevailing wages?

126. Is this project subject to liquidated damages? If so, what is the amount?

127. Is waste disposal provided for this project?

a. Vendor is responsible for all clean-up, disposal, recycling etc. There is a garbage dumpster in the attached parking lot however this is used by multiple city buildings and should not house any items or debris from this project.

128. Please provide desired substantial completion date or preliminary project schedule if available.

a. December 2024/ January 2025

129. Please clarify the number of days bid is to be valid.

a. Your offer must be valid for 90 days after submission Per Exhibit 1

130. For Section V. Response Format, letter C states reserved. What would you like in this section?

a. Reserved is a term for deleted items from the City’s standard format.

131. Will Project Profiles in the Appendix count against the page count?

a. “Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB. The

Proposal must not exceed 30 total pages, excluding cover letter, index or table of contents, front and back covers, and title pages/separation tabs. Pages shall be 8 ½ x

11 inches except for up to four (4) pages of 11 x 17 inches. Eleven-point font or larger must be used for the proposal and appendices. Resumes included as an appendix are not considered part of the 30 pages.”

b. Project Profiles and Resumes can be included in the Appendix. However, please try to list relevant projects and personnel and avoid very large Appendix’s for your proposal.

132. Will the TV in the upstairs Colorado room need to share the same video feed as the

TVs downstairs, and is that video feed currently in place if it is required?

a. Yes, currently that is not how it is configured, but as an improvement we would like to see if its possible to present on that TV, what is being presented on the TV’s downstairs. Right now, we only feed audio to that room.

133. Do they want a PTZ camera for the upstairs Colorado room

134. If so, does the camera feed in the upstairs Colorado room need to be able to be displayed on the main floor TV’s, or just internal to the Colorado room itself?

135. The cable path to the Executive Session Room will have to go through a firewall if that feed is needed and no conduit is currently in place. Is this something the be handled by the AVL integrator, or by the client?

a. The Executive Session room behind the decorative wall is not part of the scope of this project.

136. Need information regarding streaming PC specs.

a. The City is planning on upgrading the PC that is currently used in the Council Chambers. The city will provide a PC with the specs that the selected vendor provides. It is the City’s goal to acquire a PC that will meet the needs of the new system. Please do not let the current PC specs affect your proposal.

137. Confirm a 4th wall-mounted PTZ camera needs to be included in the overflow/meeting room on the main floor. Are they In need of local conference capabilities (Teams,Zoom) in this space? Use and application of space. What do they need this camera to be able to do?

a. We do not need a camera in the back overflow/meeting room for Council session purposes, but if there was a camera/mic setup for ad-hoc or department meetings in the back meeting space tied to the current and only TV in that back room that would be a great enhancement of that space. This would replace the need for users to leverage an owl during meetings in the back.

Yes, AV integrator would be responsible for repairing any drywall needs to be repaired.

138. What is the ideal length of time for the service agreement they want.

a. The Term of the Contract must adhere to Colorado Tabor Laws. The contract will include the service of refreshing/replacing the AV System and the on-going

Maintenance. The Maintenance agreement will be for 1-year with four (4) optional 1-year renewal periods .

139. What is the current cable path from the camera’s to broadcast, (does it go through the control system first, or straight to broadcast), and what video protocol’s are accepted at broadcast. I’m not seeing any feed going to broadcast on the AV line diagram provided.

a. Everything comes from the AV closet to control system then to network switch and is sent into the broadcast system. The cameras are cabled straight with SDI cables to the broadcast system.

140. Is the client open to wireless microphones, if the wireless microphone system is reliable and installed/integrated correctly with the appropriate architectural (aesthetic) antennas and RF calibration? If not, is the AVIntegrator responsible for providing cable ramps for microphone cables run around the room for various uses of the space?

a. Wireless microphones are acceptable in areas that do not have cabling already available.

141. Can you confirm that the hearing loop was installed below the carpet as the line diagram indicates?