SHELBY COUNTY GOVERNMENT



NOTICE TO VENDOR(S)

Shelby County Government wants to inform Vendors about below purchasing needs, in case they can provide equivalent goods/services:

Single Source – Audio/Video Systems

The vendor will:

Commission Chambers – SoW

1. Prepare detailed system fabrication, interface, rack elevation and signal flow drawings. Audio video core components will be installed in the existing rack in an AV closet.

2. Design and installation of an audiovisual presentation and control system using high-quality major manufacture components, intuitive programming code, and touch panel graphical user interface (GUI) screens. Seamless code will provide organized and efficient system operation, and the manufacturer’s standard application development environment is to be used for all programming and configuration.

3. Provide a full turnkey implementation of the engineering design overviews detailing the state-of-the-art audio-visual system and upgrades.

4. Provide the County with copies of the executable (un-compiled) programming control code for all devices.

5. Provide training for the new systems after installation, and all operating manuals for the new equipment installed.

6. All Ethernet equipped audio-visual devices to be connected to the County’s network.

Audio Requirements

1. Provide new enterprise level major manufacture DSP hardware, integration, and programming for optimal audio/video distribution and quality.

2. Provide audio amplification of Chambers activity from two existing wall-mounted and two floor speakers.

3. Provide and install two new sound reinforcement speakers located near rear of the Chambers to improve audience’s listening experience.

4. Provide and integrate a new delegate microphone system supporting 21 seats (on dais and staff areas), 1 podium, and 2 wireless microphones.

a. Each dais seat will have an individual station gooseneck microphone with a mix- minus speaker, and the capability to activate/deactivate their microphone with a mute button to drop voice broadcast without releasing permission to speak.

5. Provide touch panel programming and GUI real time indicators of microphone state with capabilities to activate/deactivate an individual or group of microphones.

a. Provide touch panel programming for microphone/speaker level adjustment as needed, but within a fixed range to avoid unintentional quality and feedback issues. Programming should include a global reset function.

6. Provide major manufacture DSP hardware, programming, touch panel, and microphone component integration with the county’s Avaya Unified Communications System to facilitate audio conferencing.

7. Provide assisted listening system and comply with all ADA requirements.

8. Provide wired computer and auxiliary inputs at the podium for playback and presentations into the system.

9. Provide appropriate DSP audio/video signal output to an existing Granicus encoder for live internet broadcast of meetings ensuring format compatibility and synchronization.

10. Provide an additional audio out feed connection near the middle of the Chambers that are available for press or additional loudspeakers.

11. Provide analysis and DSP programming for the creation of new microphone and speaker zones. Eliminate distortions such as feedback, buzzing, humming, crackling, and general poor quality.

12. Depending on proposed audio recording design, there may be a need to provide an audio signal from the DSP to the Meeting Manager’s computer that will connect to its line in for FTR audio recording. Granicus Meeting Manager, VoteCast, and FTR will run on this computer eliminating the need for a second computer.

13. Provide routing from one of the Meeting Manager’s computer video out to the switcher to display VoteCast voting results.

14. Provide CD-ROM discs that include all utilized manufacturer’s software, editable copies of all software configurations, and editable copies of all source code; this includes, but is not limited to, final touch control panel, and other source code

15. Recommend any additional improvements to the audio system that are not mentioned in the request for proposals.

Video Requirements

1. Provide and replace four existing cameras with new HD PTZ cameras and mounts installed at existing camera locations with individual camera control using a PTZ camera controller with joystick and programmed presets.

2. Provide programming and DSP, touch panel, camera video, microphone component integration with our Avaya Unified Communications System to facilitate audio and video conferencing.

3. Provide new core video scaler/switcher. Any changes to the format of the audio and video services will be compatible with the existing Granicus encoding server.

4. Provide appropriate video signal output to an existing Granicus encoder for live internet broadcast of meetings ensuring video/audio synchronization.

5. Provide integration of existing Granicus voting hardware ET1515L-TCWC-1-GY-G and Granicus VoteCast software from a Windows computer video output.

6. Provide and integrate a HD PTZ camera mounted in the ceiling pointing down. Camera must be capable of clearly displaying various sized printed document images for presentation. A special-purpose document camera mounted in the ceiling could also provide this functionality. The documents used with this camera are typically letter size paper, but can range from 4" x 6" photographs to 24" x 36". Proposed hardware control (zoom, focus, and axis) will be control by touch screen panels.

7. Provide HD wired computer and auxiliary video inputs at the podium for playback into the system for presentations.

8. Permanent labels shall be affixed on all system wiring and on control mechanisms of the systems.

9. Programming touch panel for camera operators’ ability to separate and control video sources sent to the local display verses the sources sent to the Granicus encoder under different meeting conditions.

10. Programming and touch panel integration with GUI control for video broadcast source change, and various fades and effects.

11. Integrate the existing four 75” large screen digital displays with video switcher for presentation and viewing by the Board of Commissioners and the public.

12. Integrate two existing 55” LCD display monitors on each side of the dais to the video switcher. Monitors are seen by all audience members, and include voting results, meeting agenda, and recognized public/commissioner speaking timer information.

13. All digital display monitors and user facing component control will be integrated with the touch panel GUI programming.

14. Recommend any additional improvements to the audio system that are not mentioned in the request for proposals.

Additional Components:

1. Provide, mount, and cable one new 50” display in the meeting room behind the main chambers with live video/audio of the proceedings.

2. Recommend any additional improvements to the audio system that are not mentioned in the request for proposals.

3. Provide wireless HD video presentation hardware with capability for any device, laptop, or tablet displaying media to six digital displays using County network or direct Wi-Fi connections.

4. Cisco 2960 Network switch 24 port

Commission Committee Room - SoW

1. Prepare detailed system fabrication, interface, rack elevation and signal flow drawings. Audio video core components will be installed in the existing rack in an AV closet located behind the committee room.

2. Design and installation of an audiovisual control system, programming code, and touch panel graphical user interface (GUI) screens. Code will provide efficient and intuitive system operation, and the manufacturer’s standard application development environment is to be used for all programming and configuration.

3. Provide two new touch panels, programming, and integration for user control of all components and functions.

4. Provide the County with copies of the executable (un-compiled) programming control code for all devices.

5. Provide training for the new systems after installation, and all operating manuals for the new equipment installed.

Audio Requirements

1. Provide new audio DSP integration and programming for optimal audio quality and room distribution.

2. Provide audio amplification of committee room activity using the existing 10 ceiling speakers.

3. Provide and integrate a new delegate microphone system supporting 20 seats (on dais and staff areas) and one wireless microphone.

a. Each dais seat will have an individual station gooseneck microphone with a mix- minus speaker, and the capability to activate/deactivate their microphone with a mute button to drop voice broadcast without releasing permission to speak.

4. Provide new touch panel and programming indicating real time microphone state with capabilities to activate/deactivate an individual or group of microphones.

a. Provide touch panel programming for microphone/speaker level adjustments as determined by the commission staff, but within a fixed range to avoid unintentional quality and feedback issues. Programming should include a global reset function.

5. Provide DSP audio to a computer or server for FTR recording.

6. Provide core DSP components, programming, and touch panel integrations with our Avaya Unified Communications System to facilitate audio conferencing.

7. Provide appropriate DSP audio signal output to an existing Granicus encoder for live internet broadcast of meetings ensuring format compatibility and synchronization.

8. Provide analysis and programming for the creation of new microphone and speaker zones. Eliminate distortions such as feedback, buzzing, humming, crackling, and general poor quality.

9. Provide the County with copies of the executable (un-compiled) programming control code for all devices.

Video Requirements

1. Provide programming and core DSP components, touch panel, camera video, microphone component integration with our Avaya Unified Communications System to facilitate audio and video conferencing.

2. Provide new core video scaler/switcher. Any changes to the format of the audio and video services will be compatible with the existing Granicus encoding server.

3. Provide appropriate video signal output and fiber connectivity to an existing Granicus encoder for live internet broadcast of meetings ensuring video/audio synchronization.

4. Provide integration of existing Granicus voting hardware and Granicus VoteCast Windows PC video output.

5. Programming of touch panel for camera operators’ ability to separate and control video sources sent to the local displays verses the sources sent to the Granicus encoder under different meeting conditions.

6. Programming and touch panel integration with GUI control for video broadcast source change, and various fades and effects.

7. Integrate existing 75” wall mounted and new digital display(s) with the video scaler/switcher for presentation capabilities from the podium.

8. Integrate the existing 15” ELO monitors with the video scaler/switcher to distribute and display presentation media to 18 monitors. Manual control of ELO video source should remain.

9. Provide wireless HD video presenting capabilities from any device, laptop or tablet, to digital displays using County or direct Wi-Fi connection (BYOD).

10. All digital display monitors and user facing component control will be integrated with touch panel GUI programming.

11. Permanent labels shall be affixed on all system wiring and on control mechanisms of the systems.

12. Recommend any additional improvements to the video system that are not mentioned in the request for proposals.

Additional Components:

1. Recommend any additional improvements to the audio system that are not mentioned in the request for proposals.

2. All Ethernet equipped audio-visual devices to be connected to the County’s network

3. Cisco 2960 Network switch 24 port

4. The Commission Minutes department is moving from the 6th to the fifth floor. Provide a new 48” wall mounted display and cabling to view live audio/video of proceedings with user or automatic control to select either the 1st or 6th floor proceedings.

5. Cable and provide live video from the 1st or 6th floor proceedings to the existing 70” television in the lobby area with manual or automatic source control.

a. Consider HDMI over CAT6, analog, or other technology.

b. The 1st floor video/audio feed is more challenging because of distance.

6. Provide the latest version of FTR Gold/Manager recording software that is compatible with Windows 10. Consider using FTR Gold Server for centralized and network recording supporting both the 1st and 6th floors. FTR should remain the standard recording software.

7. Provide assisted listening system and comply with all ADA requirements.

8. Provide wired computer and auxiliary inputs (VGA/HDMI/audio) at the podium for playback into the system for presentations.

9. Provide three new HD PTZ cameras and mounts installed on each side and back of the room with independent control using PTZ camera controller joystick and touch panel selected presets.

10. Provide a HD PTZ camera mounted in the ceiling pointing down near the podium. Camera must be capable of clearly displaying various sized printed document images for presentation. A special-purpose document camera mounted in the ceiling could also provide this functionality. The documents used with this camera are typically letter size paper, but can range from 4" x 6" photographs to 24" x 36". Proposed hardware control (zoom, focus, and axis) will be control by touch panel programming. Camera must be capable of being integrated with any major manufacture DSP hardware.

11. Provide and replace an existing 48” display on the left side of the room. The new monitor should be sized appropriately with minimal obstruction given the rooms low ceiling height, yet viewable by all attendees.

Propose display options, which may include additional monitors, which provide the public and seats in front of the display an optimal visual view of presented media.

12. Provide new 48” display and two flush mount speakers. Wall mount the display outside of the committee room in the lobby area for public/overflow viewing.

Procurement Timing/Deadlines:

1. Complete project by May 31, 2020

If interested and able to meet this procurement need, by timeline, please confirm the above, as well as your pricing (total & details) – please email Charlotte Mayfield, Purchasing Department at charlotte.mayfield@.

DEADLINE TO RESPOND

Posted on Shelby County website for 7 business days, i.e. by December 23, 2019 AT 2:30

Shelby County is an equal opportunity affirmative action employer, drug-free with policies of non-discrimination on the basis of race, sex, religion, color, national or ethnic origin, age, disability or military service.

THE RIGHT TO REJECT ANY AND ALL QUOTES IS RESERVED

By order of

LEE HARRIS, SHELBY COUNTY MAYOR

SHELBY COUNTY

GOVERNMENT

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