Question-Answers-CouncilChambers2024.pdf

QUESTIONS & ANSWERS FOR

City Council Chambers audio video system replacement

PROPOSALS MUST BE RECEIVED

NO LATER THAN 4 P.M., CDT, Friday October 25th, 2024

FOR FURTHER INFORMATION PLEASE CONTACT:

CHOUA KHANG, IT ANALYST

CITY-COUNTY INFORMATION TECHNOLOGY COMMISSION

407 GRANT STREET

WAUSAU, WI 54403-4783

(715) 261-6700

Final setup: There will be 5 HDMI inputs. 1 computer at the clerk's position that will have 2 monitors. All 4 TVs should all always show the same content. The touch screen at the clerk's position needs to be able to easily switch between the 5 possible HDMI feeds.

HDMI 1) Clerk's PC monitor 1 which will be the Open Meeting software.

HDMI 2) Clerk's PC monitor 2 which will have the meeting agenda or packet or a PowerPoint.

HDMI 3) the cisco Home Kit which, when a Webex is open, will be showing the person who is talking that is remote on Webex.

HDMI 4) the HDMI feed at the lectern. There should be both a USB and a USB-C jack there so that both old laptops and newer laptops can present their screen. This is commonly done by a department head that wants to run the PowerPoint or a developer giving a presentation on their laptop and the developer wants to manage what is being shown (ex: multiple pictures of a new apartment building that they are proposing.

HDMI 5) A click share (or similar device to wirelessly share from a laptop in the room.)

Question Response

Can existing building drawings, including floor plans be provided?

Yes

Are there AV flow drawings for the current system? No

Confirm all displays will show the same content at all times. Yes, all will show the same content

There appears to be voting (or ?) pushbutton panels at each dais location. Are these to be reused? If so, what is the functionality? If not, are they to be removed? Are the lights for a request to speak system at each microphone?

Are these to be reused and if so how? If there is to be a new request to speak system detail how the system will operate and who will be providing.

Currently not using. Voting with an app. Request to speak shows on presenter screen.

The pushbutton panels should be removed.

There is a toggle switch located at each dais location. Is this part of the AV system and if so how?

Yes, but not in use and should be removed.

Is there a recess projection screen? If so, is it's removal a part of the scope of work?

Yes, there is a projection screen and it is utilized. The tv will replace that. RFP asks to subcontract, but we can also bid it out. We also need other laminate services too.

We also want the clerk’s desk area to be cut down so the clerk is visible.

Please provide details on the Cisco environment supporting the new video conferencing device and the software versions in use.

We are moving to Webex Room Kits and it would be registered to Webex Cloud environment. We have an existing Call Manager environment that still registers older Cisco Codecs but we are in the process of moving to Cisco’s Webex cloud solution and this new system would be registered to Webex Cloud – not our on prem Call Manager

What are the makes and models of the current systems: ● lighting system: nLight Air

● Cameras: PTZ cameras, three of the PTZ Optics 20x-SDI Gen2 cameras and one of the 30x-NDI Broadcast and Conference Camera. Public Access television hasa self contained network for controlling the cameras and are using the SDI output for the tricaster feed.

● display facing the council dais, LG need model

● voting system, Open Meeting software runs on a VM and accessed from PC on stage at clerk’s position – sends HDMI feed out

● and speakers that will be reused? Ceiling units Unknown model – old, so probably 48 or 70 volt transformer system would be best guess. If they need to be replaced – include in your bid.

What connections are needed for video and audio integration with the public access cable TV system, and what components are owner-furnished for this?

Ideally, the video will come into the tricaster through NDI using something like the Magewell Pro Convert HDMI Tx 1-Channel NDI Encoder (https://www.bhphotovideo.com/c/product/1501368-REG/magewell_64050_one_ch annel_hd_signal_converter.html). There is also an SDI version of the Encoder. We are currently using two of them at the County Assembly Room. Assuming roughly the same setup of sources up front (Voting System, Presentation, and Webex), It would be great to have a separate NDI Encoder for each. I would put a small gigabit switch up by the encoders to tie them all together and then run a network cable back to the Tricaster from that switch. They would be on their own, self-contained network. That way we wouldn’t have to have a switcher back in our room to choose which video we get, like we have at the courthouse (two input with three sources).

All Audio should come through a separate audio line to a XLR input on our rack mixer in the media room. It would be great if we had separate audio lines as follows: 1 for all microphones, 1 for Webex, 1 for Presentation. Our audio mixer could handle all of those inputs. The audio system should still include a master mute switch up by the mayor’s position that would mute the microphones to the speakers and our feed.

Why was Crestron specified in the RFP? Is there a specific Crestron monitoring system in use?

Crestron is preferred as we have many other rooms in the city and county using Crestron.

However, if you chose to propose something else, that can be done.

Can you provide room plans, reflected ceiling plans, and confirm all displays will show the same content at all times?

Yes, and content on the display will show the same content.

How many existing OFE cameras are there, and how are they currently controlled? What is the video feed format from the production system?

Currently there are 4 cameras in the room that are controlled via a PTZ Optics 4D IP Joystick Controller (Gen3) in the Media Room. They are controlled via a network that is based out of the Media Room. The Tricaster is set for HD 1080i. We are using the 4 HD-SDI inputs for the cameras, so the remaining inputs are all NDI. We can output NDI or HD-SDI.

Confirm the number of HDMI inputs at the Clerk’s position and the number of presentation inputs at the lectern.

3 HDMI inputs at the clerk’s position, 2 at the lectern. The touch screen at the clerk's position needs to be able to easily switch between the 5 possible HDMI feeds.

How many Crestron control panels are required, where should they be placed, and will all panels have the same controls?

1 crestron placed by the clerk; panels should have same controls; would like to have an additional Crestron for production room. A grand total of two would be ideal.

What is the control interface for the existing lighting dimmer, and are voting/request-to-speak panels at the dais to be reused or removed?

There is a manual switch to turn the lighting dimmer on. This should be removed.

Is there an underground cable pathway from the dais to the equipment rack, and what is the scope of integration with the OFE production system?

No underground path way. The cable is covered with tape at the moment.

Are individual volume controls needed for the stage microphones, and should the lectern mic be included in the count?

Stage mics should have the ability to change volume at the admin level. See mic count below

● 17 - (16 - Mics at each chair & 1 - Podium)

● 1 - Wireless handheld

● 1 - Lav mic

Specific model questions ● The manufacturer Crestron is called out within the RFP. Is there a reason why this manufacturer was specified? Are you using one of Crestron’s monitoring systems (Fusion or XiO Cloud)? SmarTouch STS model; we are thinking fusion.

● What is the make and model of the display facing the council dais that will be reused? LG 65UM6900PUA

● What is the output (DisplayPort, HDMI…) of the owner provided PCs that will be connected to the AV system? HDMI

● What is the model number of the Polycom speaker that needs to be integrated into the room audio system? Polycom Soundstation 2; feel free to replace or recommend something else.

● Please provide details on existing Cisco environment that will support the new video conferencing device, that will be incorporated in the council chambers (software and software versions). WebEx Control Hub. The current channel is 'Stable' and the OS version is: RoomOS 11.21.1.4 2a8ad5d61cc