RFQ-25-034-KY_Addendum_No._1.pdf

RFP-25-034-KY

CONFERENCE ROOM AUDIO-VISUAL

SYSTEM INSTALLATION

Addendum No. 1

DATE: May 7, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Krisha Yurkiewicz, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document. Bidders must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Bid Form. If the bidder has already submitted the Proposal Bid Form to the City’s Procurement Division, the Bidder should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope should include the company name and address, the bid number, opening date and time, and "Addendum No: 1". In any case, the submission of a bid is acknowledgment of receipt of the addendum. The City will construe all bids received as though the Bidder has received and acknowledged the addendum.

Below is the City’s reply to RFIs (Request for Information – a/k/a bid inquiries or questions) submitted by interested parties by the posted deadline to submit RFIs.

Q1: How many bonds and their type are required for this RFP?

A1: The following bonds are required for this solicitation: Bid Bond (5% of proposal total); Payment & Performance Bond (100% of awarded amount); and Maintenance Bond.

Q2: What is the new Broadcasting system? Its material makeup and how is it being used?

A2: A broadcasting system doesn’t currently exist. The new broadcasting system should be a fully integrated audio-visual solution designed to support both in-person and virtual meetings within the multi-use conference room. It should consist of a digital sound mixer, wireless and podium microphones, camera, and a streaming interface that connects to platforms like Zoom Webex or Microsoft Teams. This setup will enable presenters to speak from anywhere in the room using wireless microphones, while the camera automatically tracks and broadcasts the speaker.

Q3: Why is cyber liability insurance coverage required (4.1.2-D) if per the equipment list basis (6.1.4), the design (6.1.3), purpose (6.1.1) and services to be provided (6.1.2) No equipment or services requested require a device provided under to traverse the WAN or the owners LAN. The a/v system has its own LAN. The owner or users may connect their device(s) unrelated to the devices being provided in the RFP to the a/v equipment and then traverse the WAN using their own codec, but that would not be covered under the scope or the warranty, thus no a/v gear is directly connected to the owners LAN or WAN. Please advise.

A3: While the A/V system operates on a standalone LAN and does not directly interface with the owner's LAN or WAN, the requirement for cyber liability insurance is a standard risk mitigation measure. This coverage addresses potential liabilities stemming from indirect vulnerabilities — such as when user devices interface with the system or if a misconfiguration inadvertently allows exposure to the broader network. Additionally, cyber insurance ensures protection if future modifications or integrations create exposure not initially present in the design. Therefore, the requirement remains in place to protect all parties from unforeseen cyber-related incidents.

Q4: Can you provide a comprehensive list of AV components for each conference room, including manufacturer, model, and technical specifications?

A4: No, not within the time constraints of this bid.

Q5: Will the new AV systems need to integrate with any existing AV, IT, or building systems? Please specify models, protocols, and expected interoperability.

A5: No, the new A/V systems will not need to integrate with existing A/V, IT, or building automation systems, with the exception of the current in-ceiling speaker system.

Q6: Is there a designated equipment room or rack location? Please confirm its location, available space, power capacity, and environmental conditions (e.g., cooling).

A6: Yes, the designated equipment rack will be located in the rear corner of the multipurpose conference room.

Q7: Are there specific cable types, conduit standards, or signal transmission formats (e.g., HDBaseT, HDMI over IP) required for this installation?

A7: There are no predefined requirements for cable types, conduit standards, or signal transmission formats beyond what is necessary to ensure full functionality of the proposed A/V system. Proposers are expected to specify and provide all required cabling and transmission methods—such as HDMI, HDBaseT, or AV-over-IP—based on their system design.

Q8: Will AV installation occur during or after construction work? What is the anticipated construction timeline, and how will scheduling be coordinated?

A8: Please refer to the RFP for the expected project timeline for this project.

Q9: Can you provide updated CAD/PDF files showing room layouts, ceiling grids, outlet positions, and equipment locations?

A9: The City is willing to work with the selected Contractor to provide this information upon award of the contract. Due to security and confidentiality considerations, we do not release detailed infrastructure documents during the bidding phase.

Q10: What specific system tests and performance benchmarks must be completed prior to final acceptance? Are there standardized commissioning protocols?

A10: Prior to final acceptance, the vendor must complete a full system commissioning process, which includes functionality testing, performance verification, and user acceptance walkthroughs. Specific benchmarks include:

• Audio and Video Quality: Confirm clear audio and high-resolution video transmission in all applicable spaces, with no signal degradation, latency, or interference.

• Device Integration: Verify all components (microphones, displays, control panels, cameras, etc.) function as a unified system and meet the operational requirements stated in the RFP.

• Control Systems: Test all user interface controls for responsiveness and expected functionality.

• Network Connectivity: Validate proper configuration and secure communication across the designated network segments, where applicable.

• Cable Management and Labeling: Ensure all cabling is neatly routed, terminated, and labeled according to industry standards.

• Training and Documentation: Provide end-user training and complete system documentation (wiring diagrams, equipment lists, and settings).

Q12: What level of end-user training is expected (e.g., number of sessions, user manuals, quick-start guides)? Should training be in-person or virtual?

A12: End-user training is expected to be comprehensive and should focus on equipping City IT staff with the knowledge needed to fully operate and support the new A/V systems. Training should include:

• In-person instruction covering how to launch and manage the conference room setup, including adjusting audio and video controls.

• Hands-on training for integrating and managing connections with virtual meeting platforms (e.g., Microsoft Teams, Zoom).

• Guidance on all system components, including hardware, software, and control interfaces.

• Delivery of written training materials, including user manuals, quick-start guides, and troubleshooting documentation in PDF format.

At least two training sessions are expected: One during initial deployment, and another follow-up session post-installation for reinforcement and additional questions. Virtual follow-up support may also be provided at the vendor’s discretion. All training materials should be clear, accessible, and suitable for internal reference and onboarding.

Q13: Is preventative maintenance required post-installation? If so, please clarify the preferred frequency (e.g., quarterly, bi-annually, annually) and scope.

A13: Preventative maintenance is not required as part of this contract. However, all equipment and licenses must be registered in the City’s name, and the installed equipment must be covered by a minimum one (1) year warranty. The awarded Contractor is required to guarantee that all components and installation will be free from defects for two (2) years following the date of final acceptance, in accordance with the required Maintenance Bond. Warranty service must include 24/7 support with a 4-hour response time for critical issues.

Q14: Is an extended support agreement required? If yes, what services should it include (e.g., helpdesk, remote diagnostics, firmware upgrades)?

A14: An extended support agreement is not required, but vendors are encouraged to include optional support offerings as part of their proposal for the City’s consideration. If offered, extended support packages should clearly outline available services, which may include:

• Helpdesk access for end-user and IT staff assistance

• Remote diagnostics and troubleshooting

• Firmware and software updates

• On-site support response times

• Spare parts or advanced replacement services

Q15: What are the required response times for Email/phone support, and On-site technical service?

A15: Warranty service must include 24/7 support with a 4-hour response time.

Q16: What are the expected hours for AV support availability (e.g., 8am–5pm weekdays, 24/7, etc.)?

A16: Warranty service must include 24/7 support with a 4-hour response time.

Q17: Will the AV integrator be responsible for processing all warranty claims, or will the agency manage manufacturer interactions directly?

A17: The A/V integrator will be responsible for coordinating and processing all warranty claims on behalf of the City during the warranty period. This includes acting as the primary point of contact with manufacturers, handling return authorizations, and ensuring timely resolution of issues. Warranty service must include 24/7 support with a maximum 4-hour response time for critical issues.

Q18: Are vendors permitted to propose alternate AV equipment if functionally equivalent or superior to specified models? What documentation is required for approval?

A18: Yes, Proposers/Contractors are permitted to propose alternate A/V equipment, provided it is functionally equivalent to, or superior in performance, quality, and compatibility to the models specified in the RFP. Final approval of alternate equipment will be at the sole discretion of the City based on a review of performance, interoperability, and overall value.

Q19: Will comparable brands to QSC be allowed?

A19: Yes, comparable brands to QSC will be allowed, provided they meet or exceed the functional performance, quality, and compatibility standards of the specified QSC products. All substitutions are subject to review and approval by the City to ensure compatibility with the overall system design and intended use.

Q20: Can we replace the existing speakers?

A20: No, please see A55 and A56 for more details.

Q21: For the displays, will they need to be able to play different sources at the same time?

A21: Yes

Q22: Do you want to be able to add annotation to any source?

A22: Yes

Q23: Will comparable brands to the Sharp display be allowed?

A23: Yes

Q24: How important is the export to a printer feature?

A24: The "export to printer" feature is considered a desirable functionality, particularly in support of printing directly from interactive whiteboards or presentation systems.

Q25: When you annotate on one screen do you want that to show up on the other screens?

A25: No

Q26: Who is responsible for decommissioning the existing equipment?

A26: The City will be responsible for decommissioning and removing the existing A/V equipment prior to installation of the new system. Vendors are not expected to perform removal or disposal of legacy equipment unless specifically requested in writing by the City during the project timeline.

Q27: Who is responsible for recycling the existing equipment?

A27: The City will be responsible for decommissioning and removing the existing A/V equipment prior to installation of the new system. Vendors are not expected to perform removal or disposal of legacy equipment unless specifically requested in writing by the City during the project timeline.

Q28: Which device will be used as the source of meetings when taken down?

A28: Additional context is needed to accurately respond to this question.

Q29: Who will operate the room during meetings? Same employees each time or any public person?

A29: The A/V system will be operated by any authorized City employee, not a dedicated technician.

Q30: Will there be someone operating the cameras or do you want auto tracking?

A30: There will not be a dedicated person operating the cameras during meetings. Therefore, the system must support auto-tracking functionality or utilize predefined camera presets to follow speakers or switch views automatically.

Q31: What level of training do you require for the software and programs?

A31: End-user training is expected to be comprehensive and should focus on equipping City IT staff with the knowledge needed to fully operate and support the new A/V systems.

Q32: How many training sessions will be required?

A32: Two formal training session will be required for City staff upon completion of the installation.

However, the awarded Contractor should be prepared to address follow-up questions as requested by the City.

Q33: Will all control for the room be done through the 7-inch touch screen?

A33: Yes

Q34: Will your facilities people handle any additional power requirements?

A34: Yes, the City’s Facilities Division will handle any additional power requirements. However, all power specifications must be provided by the awarded Contractor prior to the start of construction to ensure proper coordination and installation.

Q35: Are you open to changing the orientation of the room?

A35: No

Q36: What type of presentation tools are being used currently?

A36: The current presentation setup includes a ceiling-mounted projector and two 65-inch TVs. These displays are manually connected to laptops via HDMI, with a centralized HDMi matrix.

Q37: Should the system be BYOD?

A37: Yes, the system should support BYOD (Bring Your Own Device) functionality.

Q38: What functionality are you looking to have in the control system? How should it function in your view?

A38: The control system should prioritize ease of use for City employees with minimal technical training. It should offer an intuitive interface—preferably via a touchscreen or wall-mounted control panel—that allows users to:

• Power displays and equipment on/off

• Select input sources (e.g., laptop, wireless device, cable box)

• Control audio levels (room volume and microphone levels)

• Initiate or join virtual meetings (Webex, Teams, Zoom, etc.)

• Adjust camera views or activate auto-tracking, if applicable

The system should be reliable, responsive, and designed to streamline meeting setup and operation with just a few taps. Simplicity and user confidence are key priorities.

Q39: Who will be using the system? Will password or passkey be required as well as user level?

A39: The system will be used by all authorized City employees. No password, passkey, or user-level access control is required for general use. The system should be designed for open, easy access to basic functions without login credentials, ensuring quick and efficient operation for day-to-day meetings.

Q40: What is the existing broadcasting system?

A40: The existing broadcasting system is limited and not fully integrated. It currently consists of basic audio and visual components, including a ceiling-mounted projector and two 65-inch TVs. There is no dedicated streaming or camera system in place, and any virtual meetings are conducted using standalone laptops or ad-hoc setups with limited audio coverage and no camera tracking. This RFP seeks to replace the existing setup with a modern, fully integrated broadcasting solution to support both in-person and virtual meetings.

Q41: Will you need to have the ability to hear the speaker in the room over the speakers in the room as well as the far end call from zoom or just the far end call?

A41: Yes, the system must support both local amplification and far-end audio. In-room participants should be able to hear the local speaker through the room’s speaker system for clear, evenly distributed sound. Additionally, audio from the far-end participants on Zoom or other virtual platforms must also be played through the room speakers. The system should be designed to balance both sources clearly and avoid feedback or audio overlap.

Q42: Will this need to have voip capability?

A42: Yes, the system must include VoIP capability to support voice communication over IP-based networks.

Q43: Will the system only be used for Web conferences or will it be used for local meetings and live streaming to Facebook or YouTube type platforms?

A43: Yes, the system will be used for both web conferences and local in-person meetings, and it should also support live streaming to platforms such as Facebook, YouTube, or similar services. The solution must be capable of simultaneously managing in-room audio/video, virtual participants, and public live streaming, when required. Flexibility in output options is essential to accommodate a range of meeting formats and broadcasting needs.

Q44: How many microphones are needed in this application?

A44: The system should support a minimum of two (2) microphones to accommodate various meeting scenarios and speaker needs.

Q45: Are there stub ups in the room for the floor boxes in the room? If so where are these located.

A45: Yes, but the floor boxes will not need to integrate with the A/V system.

Q46: Will there be a requirement for hardline connections in the floor boxes? If so, how many? Which locations? What type of connections?

A46: Yes, there are stub-ups in the room for floor boxes; however, they will not need to be integrated with the A/V system.

Q47: Are alternatives accepted?

A47: See A18 and A19.

Q48: What are the latency tolerances for the AV over IP system?

A48: The AV-over-IP system should maintain low-latency performance, with end-to-end latency ideally under 100 milliseconds, to ensure real-time audio and video synchronization for both in-room participants and remote attendees. Latency must be low enough to support natural conversation flow and prevent noticeable delays during hybrid meetings or live streaming.

Q49: Is the warranty to include a maintenance agreement?

A49: No, the warranty does not need to include a separate maintenance agreement. However, all equipment must be covered by a minimum one (1) year manufacturer’s warranty, and all work must be guaranteed to be free from defects for two (2) years following final acceptance, in accordance with the required Maintenance Bond.

Q50: How close is the nearest IT cabinet?

A50: Due to Information Technology infrastructure security protocols, the exact distance to the nearest IT cabinet will not be disclosed. However, all A/V equipment and connectivity needs will be self-contained within the multipurpose conference room. Any required network connections will be coordinated with the City’s Information Services Division to ensure proper access and configuration without compromising network security.

Q51: “can seamlessly connect with the new equipment and enable users to connect their laptops or devices wirelessly via an HDMI device.” Are you looking for wireless HDMI connection from any device?

Please clarify the quoted statement.

A51: Yes, users should be able to wirelessly connect their laptops or personal devices to the A/V system using a wireless HDMI solution, if needed. While hardwired connections (e.g., HDMI or USB-C) may still be supported, the system should also accommodate wireless presentation options to enhance flexibility and ease of use, especially in collaborative or BYOD environments.

Q52: How many gooseneck microphones are you looking to integrate into the audio system?

A52: One

Q53: Do you only want one camera to cover the entire room, or are you open to multiple cameras for better coverage (i.e. presenter at front of room and participants)?

A53: The camera system used in the conference room design should ensure that all participants are visible from all room angles.

Q54: Does controller need to be installed in wall, or would you prefer it to be wireless to be used around the room?

A54: The controller needs to be installed in the wall.

Q55: Will we be using the existing ceiling speakers or replacing them? If you are keeping the existing speakers, can you let us know what the models of the speakers are?

A55: The existing ceiling speakers will be retained and integrated into the new A/V system. These speakers are in good working condition and are sufficient for the intended audio coverage. The specific make and model information will be provided upon request or during the pre-installation walkthrough to ensure compatibility with the proposed audio system and amplification equipment.

Q56: In 6.1.3 Design, you state that the design needs to be integrated with an existing broadcasting system. What system are you referring to?

A56: The reference to an “existing broadcasting system” in section 6.1.3 pertains primarily to the existing in-ceiling speaker system, which will remain in place and must be integrated into the new A/V design. There is no existing camera, streaming, or control system currently in use—this RFP is intended to establish a new, fully integrated broadcasting solution while leveraging the existing speaker infrastructure.

Q57: Will the (3) 86” monitors be placed on the wall that currently has two monitors and a projection screen? Or do you envision a different placement in the room?

A57: Yes, the three (3) 86” monitors will be installed on the same wall that currently houses the two monitors and the projection screen. The existing equipment on that wall will be removed as part of the room’s upgrade to accommodate the new displays. Final mounting positions should ensure optimal visibility for all seating arrangements within the room.

Q58: Are all of the power outlets in the floor and on the walls operational?

A58: Yes

Q59: In addition to hybrid meeting capabilities for video conferencing, do you want the ability to stream meetings to a website (YouTube, etc.)?

A59: Yes, in addition to hybrid meeting capabilities for video conferencing, the system should support the ability to live stream meetings to external platforms such as YouTube, Facebook, or other City-managed websites. This functionality should allow simultaneous streaming and recording of meetings, with user-friendly controls for starting and managing the broadcast. The goal is to enhance public access and transparency for City meetings and events.

Q60: Is the rack space available for the headend equipment?

A60: Yes, rack space will be available within the multipurpose conference room for the headend A/V equipment. The designated location is in the rear corner of the room, and it will accommodate a standard equipment rack suitable for housing switching, control, and processing gear.

Q61: Are conduits already in place?

A61: Yes

Q62: Will other equipment manufacturers be considered if they meet or exceed the design requirements from the ‘recommended equipment’ located in 6.1.4 of the RFP?

A62: Yes, other equipment manufacturers will be considered, provided their products meet or exceed the functional, technical, and performance requirements outlined in Section 6.1.4 of the RFP. All proposed substitutions must be clearly identified in the vendor’s submission and must include supporting documentation such as technical specifications, performance comparisons, and compatibility details. Final approval of alternate equipment will be at the sole discretion of the City.

Q63: Where are the (3) 86” Interactive Displays to be located?

A63: The three (3) 86” interactive displays are to be mounted on the front wall of the multipurpose conference room—the same wall that currently houses the projection screen and two existing monitors, which will be removed. The displays should be positioned to ensure optimal visibility from all seating areas, and final placement will be coordinated with City staff during the installation planning phase.

Q64: How many wireless tabletop microphones with goosenecks are desired or expected to be used at one time?

A64: The system should support a minimum of two (2) wireless tabletop microphones and one with in use simultaneously. These will primarily be used for seated presenters or panel-style discussions. The system should also allow for future scalability in case additional tabletop microphones are needed.

Q65: Will there be a dedicated PC in the room used primarily for presentations and conferencing?

A65: Yes, there will be a dedicated City-provided PC in the room that will be used primarily for presentations and video conferencing.

Q66: What Mic frequency are needed?

A66: Microphone systems should operate within legal, FCC-compliant frequency ranges, typically in the 1.9 GHz (DECT) or UHF bands (e.g., 470–608 MHz), depending on the selected equipment. Vendors must ensure that all wireless microphone frequencies are interference-free within the deployment environment and approved for unlicensed use in the State of Florida.

Q67: Have they done a freq scan?

A67: No, a frequency scan has not been conducted.

Q68: Do we need to stick to the equipment on the list or can we use equivalent equipment, that has tighter manufacture supported integration with Qsys?

A68: Please see A18 & A19.

Q69: Do we need to do camera tracking?

A69: Yes, camera tracking is required. The system should include auto-tracking functionality to follow the active speaker or presenter without the need for manual camera operation.

Q70: How many cameras?

A70: The camera system used in the conference room design should ensure that all participants are visible from all room angles.

Q71: Is it BYOD only, do we need to have a zoom / team codec?

A71: Please see A37.

Q72: Are the 3 displays going right next to each other in the front? If not who is providing power to the center display. If we are providing power to the center display are you then require an EC licenses? If a contractor does not have an EC are they then not qualified to complete work due to state licensing requirements.

A72: Yes, the three (3) displays are intended to be mounted side-by-side along the front wall of the multipurpose conference room. Power will be provided by the City’s Facilities Division in coordination with the installation timeline.

Q73: Who is responsible for filling holes from old devices?

A73: The City will be responsible for patching any holes resulting from the removal of old A/V devices.

Q74: Is the network switch standalone or does it need to connect to the City’s network? If it needs to be connected, is the City providing IT resources to help configure the network?

A74: The network switch for the A/V system will be standalone and will not require integration with the City’s core network.

Q75: Will the city provide new ceiling tiles to replace the ones that are being removed with the old speakers?

A75: Yes, the City will provide new ceiling required with hardware removed.

Q76: What is the budget for this project?

A76: The budget for this solicitation is not made public.

Q77: What is the anticipated start and completion date for the AV installation?

A77: Please see A8.

Q78: Design – “Proposers are required to submit a complete Audio-Visual Solution design with detailed drawings of the proposed system layout, including descriptions of the equipment and configuration…” Is this information required to be submitted with the bidder’s proposal?

A78: Yes

Q79: Warranty Requirements – Warranty service must include 24/7 support with a 4-response time.

a. Could you please elaborate on the SLA requirement?

b. Is this 24/7 remote support with a 4-hour onsite response time?

c. Is this for the Minimum (1) year warranty or for 2 years during the maintenance bond?

d. Will the City allow remote access for troubleshooting?

A79: Please see A13 and A14.

Q80: User Experience -

a. Is this room utilized as an Emergency Operations Center for the City?

b. How many users will typically be in the room, and what are the seating arrangements?

c. Are there any user frustrations with the current AV setup the City wants to solve?

A80: Please refer to the RFP for detailed usage requirements. This RFP is intended to enhance the room to better meet the City’s operational needs.

Q81: Infrastructure

a. Will electrical and network cabling be provided by the City or is the AV contractor responsible for it? (e.g., power outlets, network drops at equipment locations)

b. Will permitting be required by the AV contractor?

A81: Please see A34 regarding electrical (power). Please see A7 regarding network cabling, as well as the RFP Solicitation Document, section 6.1.2 regarding wiring. All contractors will be responsible for obtaining any licenses or permits required to complete the scope of work.

Q82: Equipment List

a. Will the AV contractor be responsible for the demolition of existing equipment?

b. Is there any particular equipment that the City would like to reuse?

c. Is the City open to equipment substitutions? (e.g., Crestron Control, Biamp DSP, Shure microphones etc..)

A82: Please See A26 and A27 regarding demolition / decommissioning of existing equipment. Please see A55 and A56 regarding the existing speakers. Please see A18 and A19 regarding substitutions.

See next page for required signature.

Submit this signed addendum acknowledgement with your proposal submittal.

ACKNOWLEDGMENT - Addendum No. 1

RFP-25-034-KY

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