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Home My WebLink About2021-03-15-I01D Council Chambers Upgrade Phase 2 ProposalAgenda Report Submission Meeting Type Meeting Date * RoutingDecision To From Short Title * Report Title Synopsis Background Financial Impact Commission Comments Staff Comments Goals and Objectives City Council Mar 15, 2021 DepartmentHead Report Details City Council Information Technology Council Chamber Technology Improvement Select a unique, concise version of the full title. This will be the name of the document inside Laserfiche. Do not use a generic title like Resolution or Public Hearing. Consent for Council Chamber Technology Improvement Phase 2 This project aims to improve the council chamber's audio/visual technology for in-person meetings. A component of this improvement project includes integrating teleconferencing technology, such as Zoom, for remote attendees to view and participate in future meetings. The original project started in 2019 with the initial phase focusing on improvements of equipment. This is a follow-up phase 2 that aims to improve workflows and processes, including teleconferencing. AVI Systems has been selected as the implementation company as they had performed the initial phase 1 of the project. The second phase requires additional programming to the system that AVI Systems has already started in phase 1. AVI Systems provided a quote in the following amounts: Equipment: $10,544.00 Integration/Labor: $19,950.00 Shipping/Handling: $297.00 A total of $30,791.00 Staff recommends approving the quote to improve Council Chambers Technology as the city reopens up for the in-person meetings in the coming months. High-Value City Services 6. Seek community engagement through a variety of communication methods to reach all residents. I1D Add Second Goal and Objectives? Report Attachments Send to City Attorney for Review Is there a Resolution or Ordinance? Add Second Goal Word, Excel, PDF, and JPG only Waukee Council Chambers Technology Improvements - Phase 2.pdf 292.64KB Yes Resolution Ordinance Council Chambers Audiovisual Update Project February 2021 Submitted by James Patten Account Executive D 515.323.7270 James.Patten@AVISystems.com 3001 104th Street • Urbandale, IA 50322 Thursday, February 18, 2021 City of Waukee Son Lee 230 Hwy 6 Waukee, IA 50263 RE: Council Chamber Upgrade Project | 1043188 Son, Thank you for the opportunity to be of service to you regarding the Audio-Visual design, integration, and service needs. At AVI our mission is to be your trusted solutions provider for your Audiovisual needs. Our experience has taught us that every project has different constraints that factor into every project. Walking the path of understanding the needs and designing the system collaboratively helps us to create the success our customers require. Following our conversation and site visit we have prepared our recommendation and Scope of Work to upgrade the audio-visual system in the council chambers. INTEGRATION SCOPE OF WORK A. SUMMARY: City of Waukee is looking to upgrade their council chambers to a Zoom platform. They have asked AVI to provide a solution that will allow for the best flexibility in their system, as well as set them up for success with future growth. Waukee has asked AVI to re- use some of the existing equipment to accommodate a lower budget. B. SYSTEM DESCRIPTION: • Functionality Description: AVI will remove the existing equipment and set aside the items to be re-used and deliver the unused decommissioned hardware to the customer. AVI will provide and install a new rack behind the dias wall in a recess space for the equipment removing the need for the production desk in the back of the room. AVI will re-use the (4) wireless microphones as well as the wired microphones on the dais. The wireless receiver and a new audio processor will be installed in a new rack. All the microphone wires will be rerouted to the new rack. The audio amplifier will be re-used and move from the existing location in a rack in the back of the room at the operator’s console, to the new rack behind the dais wall. All speaker wires will be rerouted to the new location. The existing Projector with screen, and wall mounted display will remain, and will maintain the connection back to the rack to the existing 4x4 HDMI matrix. The existing Document camera will remain and will be connected to the 4x4 matrix through an existing VGA/HDMI scaler converter. An OFE computer will be connected to the system, along with an existing HDMI wall plate transmitter located at the podium for presenters to connect to. The 4x4 matrix will also feed an HDMI video signal to the owner furnished (OFE) Zoom Room PC for content transmission, as well as receive the display output from the Zoom PC for projecting in the room. Waukee will provide (2) USB cameras with USB extenders to connect to the Zoom PC system. One will be placed in the audience area and aimed towards the dais to capture the city council while the other will be located in the front of the room directed at the audience space. AVI will provide the appropriate ceiling mount for the dais camera. Program audio will be from the content presented to the projector. The existing control system will be replaced with a new control processor and programmed for the new upgrades. The user interface will be a new 10” desktop touch panel and a virtual touch panel to allow access from a remote connection on the network. The control interface will allow the user to select which source will be sent to the Zoom PC, the projector, as well as the wall mounted display. The audio controls will be volume up/down/mute for the wireless microphones including podium microphone and the microphone feed to the Zoom PC. The dais microphones will be automatically controlled for level in the DSP. The DSP will be programmed to provide microphone audio reinforcement in the council chambers, as well as send to the Zoom PC. The Zoom PC and the audio DSP controls through the control system will be synchronized so selecting mute on either control surface will result in the interfaces reflecting the mute state. The existing dais microphones have a mute button that is integrated into the connection and will remain wired thing way. To mute and unmute their microphones, the council members will press the button at their microphones to unmute or mute as needed. There will be no way to remotely control the dais microphone mute at this time. A Master “Mute All” will allow the operator to kill the mics to all destinations for times when the microphone audio needs to be halted. The touch panel will allow for volume control of the Program audio being presented in the room. The control system will allow the operator to control the OFE video cameras with access to the Pan, Tilt, and Zoom of the camera as well as save and recall presets. The touch panel is not intended for broadcast quality live pan, tilt, zoom operation. Camera selection for the zoom conference call will be made inside the Zoom interface. Waukee will provide a tablet device to act as the Zoom Call interface. Waukee IT is responsible for providing and configuring the Zoom PC to work with their licensing. AVI will incorporate the Zoom PC into the AV system. • AVI assumes that all owner furnished equipment is functional at the time of install. Any equipment that is found to be not functional will be handled as a time and materials service ticket. Any time to troubleshooting to determine the equipment is non-functional will be added to the service ticket. • Displays: o OFE Dukane projector with OFE motorized screen o OFE LG display wall mounted. • Source Devices: o OFE wall plate transmitter with matching receiver o OFE Ceiling mounted document camera o OFE Zoom PC o OFE Room PC • Audio: o DSP with 12 Mic/line inputs, 8 outputs, AVB network interface, VoIP and TELCO built in for audio calling. o Networked audio expansion module with 4 AEC inputs o USB expansion unit for software-based conference interface (Zoom). o AVB Configured purpose-built network switch with POE+ o OFE 8 Channel Amplifier o OFE Ceiling speakers (5 zones) o OFE wired AKG microphones on the Dais o OFE Sony Wireless microphones with Valid frequencies. • Conferencing: o DSP with built in VoIP, TELCO and AEC as well as USB interface for software-based conferencing. o OFE Zoom PC • Switching: o OFE 4x4 matrix switch • Controls: o New central processor Generation 4 chipset. o 10” touch panel interface and the clerk’s position at the far right of the dais. o 2 Com port expansion module o Network switch with POE+ o Virtual control panel • Equipment Location: o New 21 rack space equipment storage rack with caster base for easy movement during service. PRODUCTS AND SERVICES SUMMARY Equipment $10,544.00 Integration $19,950.00 Shipping & Handling $297.00 Tax $0.00 Grand Total $30,791.00 Unless otherwise specified. The prices quoted reflect a discount for a cash payment (i.e., check, wire transfer) made by Customer in full within the time stated for payment on each invoice. Pricing notes: 1. All quotes and pricing are subject to Retail Sales Agreement terms and conditions. 2. All pricing is subject to applicable tax. 3. Excludes all electrical work that requires a licensed Electrician. 4. Scheduling of work requires project approval through executed documents. Please feel free to contact me directly to review this proposal or with any questions. I look forward to working with you and your team to create a successful solution for today and tomorrow. Thank you for the opportunity to provide you with a solution for your integrated technology needs. Sincerely, James Patten Account Manager 3001 104th St. Urbandale, IA (515)-323-7270 A/V System Design & Integration • Video Conferencing • Unified Communications • Digital Signage TYPICAL PROJECT TIMELINE Final approval and contracting Client account is set-up Client completes and signs all paperwork Project developer submits system order to AVI Pre-project Equipment ordering, Project Coordination Project paperwork is processed by AVI Equipment is ordered, and availability confirmed Project turnover to Project Manager with client Week 1 Equipment arrival and staging begins, On-site verification and scheduling Receive equipment and stage in AVI warehouse PM performs site verification PM confirms equipment shipments for arrival Week 2,3 Equipment and staging continue, On-site cable placement On-site cable to be installed for a/v infrastructure Cable termination begins Pre-installation hardware and fixture mounting Week 4 Rack Integration and Control Programming, On-site readiness confirmed Rack assembly and equipment mounting/integration Control programming is completed and tested Schedule confirmation based on site readiness to receive system Week 5 On-site installation and Tuning Installation begins per AVI standards and procedure As stages of installation are completed, each is tuned for final testing Report on rate of completion to meet deadline Week 6,7 On-site installation, Testing and Proof of Performance Final installation stage and clean-up Testing on system for proof of performance Schedule client Orientation and Training Week 8