RFI_2025-2_-_Request_for_Information.pdf

RFI NO. 2025-2 | REQUEST TO SPEAK SYSTEM

CITY OF COOPER CITY

REQUEST FOR INFORMATION

REQUEST TO SPEAK SYSTEM

RFI NO. 2025-2

Take a look at the following request for information (RFI). This document is a draft of a planned solicitation and may be subject to change. The City intends to give the vendor community a preview of an upcoming contract opportunity, so that we can:

• improve understanding of City requirements;

• enable vendors to offer feedback on the specifications;

• enhance public access; and

• encourage full and open competition.

THIS IS NOT AN ADVERTISEMENT. This document is a draft Solicitation for a future competitive solicitation in which Cooper City anticipates advertising.

Please provide feedback by submitting a response to this request or to the

Purchasing Division via email: Purchasing@CooperCity.gov mailto:Purchasing@CooperCity.gov

SECTION I – INTRODUCTION AND INFORMATION

This solicitation may include the words "bid", "proposal" and “offer”. These words are used interchangeably in reference to all offers submitted by prospective respondents in response to Requests for Quotes, Requests for Qualifications, Requests for Proposals and Invitations to Bid.

1.1 PURPOSE

The City aims to acquire a Request to Speak (RTS) software solution that seamlessly integrates with our existing audio system to facilitate participation during Commission Meetings. This software will streamline speaker request management, enhance transparency in public discourse, and improve overall meeting efficiency.

[END OF SECTION]

SECTION II – SCOPE

These instructions are standard for all contracts for commodities or services issued through the City of Cooper City Finance Department - Purchasing Division. The City may delete, supersede, or modify any of these standard instructions for a particular contract by indicating such change in the Special Conditions, Technical Specifications, Instructions, Proposal Pages, Addenda, and Legal Advertisement.

THIS IS NOT AN ADVERTISEMENT. This document is a draft Solicitation for a future competitive solicitation in which Cooper City anticipates advertising.

2.1 BACKGROUND

The City has historically had an open discussion mode with our meetings. This has led to meetings where there is cross-talk, or members of the Commission would miss their turn to speak on an item. Members of the Commission must share monitors on the Dais when viewing presentations that may not be readable and must utilize laptops to view Agenda Items from the website. Voting is currently conducted verbally and manually recorded by the City Clerk. The City relies on transcriptions from FTR (For the Record) and Zoom, which show everything coming from a single source rather than individual users..

2.2 SCOPE

The RTS system enables attendees to request to speak on specific agenda items during a commission meeting, notifying the commission chairperson of their intent to address the commissioners. Throughout the meeting, the chairperson would have access to a live list of individuals who have requested to speak. The RTS software should also enable presentations to be viewed, display an agenda, facilitate voting, and provide different views and outputs for various users (e.g., Chairperson, Clerk, Admin, and Audience). The RTS solution should also allow for other modes to be changed (e.g., RTS Mode, Discussion Mode, etc.) The City would also want each speaker to be identified when transcribing using the in-house transcription software. Once complete, the City should have a fully integrated solution that allows for the Commission to request to speak when wanting to address an item based on the order requested, a voting system that can be displayed to an audience, transcriptions identifying pre-programmed speakers, and a display in front of the Commission allowing them to see presentations or items on the Agenda.

Current Hardware includes, but is not limited to:

- Rolando V-40HD Multi-Format Video Switcher

- QSC Q-SYS Core Nano Network I/O Processor

- 8 Daisy-Chained Dais Microphones

- 11 Shure Wireless Microphones

Current Software that Transcribes

- For The Record (FRT)

- Zoom

2.3 REQUIREMENTS & DELIVERABLES

The City requires a solution that works with our A/V equipment and hardware recommendations to be purchased to achieve the scope. The provider will complete all work, including but not limited to cable runs, reconfiguration of any settings, and hardware/software installations. Tuning would be required to ensure proper sound adjustments.

SECTION III - SOLUTION

3.0 SOLUTION

Please provide solutions which will allow the City to have a request to speak system which meets the scope of services listed above. Please submit your solution by responding to this solicitation. Feel free to add a quote to your response.