Audio Video Conferencing Solution

The vendor is required to provide for an audio-video (A/V) conferencing solution for the city and, leadership room and third floor A/V equipment room located.
- Functionality
1. Council chambers
• Meeting agendas and general layout
• Voting session
• Moderate discussion and meeting in session
• Meeting reports
• Generate meeting minutes
• Audio/video output
2. Leadership room
• Streaming equipment
• City network equipment
• DSP design software and platform system
• Conferencing equipment
3. 3rd floor a/v room
• Committee meetings
• Staff meetings
• Presentations
• Training sessions
- Technology
• Real-time integration across all core modules, e.g., council chambers, leadership room, 3rd floor a/v room, etc.
• Run on virtual server environment if server application(s) need installed.
• Run on windows 11 environment, if an installed client application is required on a pc.
• MS SQL server 2022 or higher if an on-premises enterprise database is required.
• Percent of installations by platform; cloud, hosted, on-premises.
• Web-enabled or web-based architecture
• Web-based architecture with published open API.
• Browsers: edge, chrome, Firefox.
• Use cat6 s/ftp ethernet or higher rated shielded ethernet cable
• Use snag less rj45 ethernet connectors
• Use uninterruptible power supply (ups) devices that meet the power requirements of products that will be plugged into the ups device(s) that meet the following specifications
o 1ru if rack mounted
o Line interactive technology
o Battery chemistry: lithium ion
o Management interface:
a. USB
b. Rs-232 serial
c. Rj-45 base ethernet
• Use premium high-speed HDMI cable for digital signage displays
• Use 75 ohm shielded coaxial cable for SDI video output
• 24-port, 1ru, cat6 POE+ patch panel rackmount 110 punch down rj45 ethernet
• Dante to MULT box for news/media to receive audio from the conferencing system.
• All audio/ video communications and systems must be compatible with city's juniper network switches and infrastructure.
• Support virtual local area network (VLAN) configurations in city's networked environment.
• Network interfaces, services, and protocols must be compatible with juniper devices.
• Network addressing and routing must be compatible with juniper devices.
• Class of service (COS) and quality of service (QOS) standards are required in virtual local area network (VLAN) network to prevent non-real-time control and bulk communications from affecting performance of time-sensitive clocking, audio, and video traffic.
• Support multicast traffic
• Support Dante audio
• Must support other network audio protocols and applications, including aes67, AVB, sip softphone, and analog telephone.
• Provide soc 2 certification if any component is hosted by a 3rd party.
• Provide iso 27001 certification if any component is hosted by a 3rd party
- Voting sessions
• A conference management software system used to create and control every detail of a voting item from start to finish:
o Agenda and voting timer
o Modify the voting button
o Define who can participate in the voting
o Define who can see the overall results
o Printing the voting agenda
o Enable quorum
o Vote indication
o Voting correction
o Voting templates
o Hung vote solution
o Majority
o Option to select multiple voting options
o Define outcome message
o Advanced options regarding to abstain votes
o Option to select multiple voting options
o Define outcome message
o Advanced options regarding to abstain votes
• Display voting results in graphical representations (bar charts, pie charts, etc.)
• Display voting results and each delegate with their vote
• Easily create voting items based on voting template58
• Voting items are integrated with the agenda and saved along with the agenda
• Ad hoc voting and agenda item creation while meeting is in session.
• Ability to hide votes until everyone has voted
• Advance customization options for voting options (number, color, text, description).
- Contract Period/Term: 3 years
- Mandatory Pre-Bid Meeting Date: May 28, 2025
- Questions/Inquires Deadline: June 04, 2025