Upgrade Existing Video and Audio Distribution System

The Vendor is required to provide an upgrade to the video/audio system in the city hall community room and make hybrid meetings possible.
- This project involves ensuring smooth image transmission and updating the microphone signal power and image to the projector issue.
- The system will be capable of recording meetings and events, streaming content in real-time to multiple platforms (e.g., Facebook, YouTube), and facilitating hybrid Zoom Webinars from the room.
- The matrix switcher will remain while the end-points transmitters and receivers and cables in between will be replaced.
- The City will have a complete turnkey system per specification and requirements.
- The New system include:
• The system must record meetings and events and stream the content live to platforms like Facebook and YouTube.
• The system should support remote online participation via Zoom, allowing for seamless hybrid meetings.
• A control PC should be installed in the room and will manage all camera operations, audio controls, and remote Zoom participants.
• All video and audio control cables should be terminated in the control cabinet or the walls by the keypad and must be properly labeled.
• Decommission and remove old system components that will not be used.
• Current cameras, projector and microphones will remain in use.
• Update firmware of all current equipment and reprogram all automation.
• Ensure the control touchscreen can mute/unmute all microphones and provide the same functionality as the existing control screen.
• Allow users to control video inputs, manage audio levels, and turn TVs on/off, and start/stop recording and streaming.
• Install and integrate EXTRON ProDSP.
• Magwell capture device for content sharing into Zoom PC.
• Zoom PC setup as presentation device.
• Install USB high bandwidth type-C, HDMI and VGA inputs near the keypad, integrating with the
A/V system and Projector. Ensure both HDMI inputs work.
• The touchscreen panel to control all devices and microphones, with a shutdown button, and provide wireless control via iPad. Provide app for iPad.
- IPad should be programmed to allow for different PTZ camera positions.
• Integrate new equipment with existing equipment.
• Test, certify, and commission the system.
• Provide training and documentation for staff on operating the system.
• List any value-added services if applicable.
- Contract Period/Term: 7 years
- Mandatory Walkthrough Date: June 4, 2025
- Questions/Inquires Deadline: June 16, 2025