Chambers Audio and Video System Modernization

The Vendor is required to provide a turnkey solution that includes on-site evaluation, recommendations for upgrades, procurement, installation, and integration of AV systems.
- Project is to assess, replace, and modernize the existing audio-visual and video conferencing systems in the Government.
- The final solution should improve meeting efficiency, support hybrid (in-person and remote) participation, and provide reliable, user-friendly technology that meets modern performance standards.
- Current system enables real time audio-visual streaming of meetings and post meeting indexing (indexing is done manually and allows hyper-links from agenda to jump to corresponding timestamps from the meeting).
- The focus will include upgrading audio systems, video equipment, streaming integration, and user interface redesign, ensuring compliance with relevant standards and regulations.
- Audio System Upgrades:
•    Replace existing twelve (12) microphones with upgraded gooseneck or boundary models.
•    Replace existing two (2) lapel wireless microphones with upgraded models.
•    Replace existing two (2) hand-held wireless microphones with upgraded models.
•    Install and configure system for echo cancellation and optimized video conferencing performance.
•    Upgrade audio amplifier while reusing existing speakers.
•    Implement an ADA-compliant hearing assistance solution.
•    Provide solution for local news media to patch audio in wired or wirelessly.
- Video System Upgrades:
•    Replace existing two (2) cameras with pan, tilt, zoom (PTZ) cameras for minimum 4k streaming and recording.
•    Propose an AV-over-IP solution for high-resolution and low-latency video distribution.
- Streaming and Video Conferencing Integration:
•    Ensure integration with the end-user's preferred streaming platforms such as Zoom, Microsoft Teams, and/or Champ.
•    Ensure functionality and integration is maintained with Provox agenda management/Champ.
•    Ensure proper HDMI and USB connections for hybrid meetings and external media input.
•    Evaluate and replace Champ streaming hardware for a minimum of 4k streaming to Zoom, Microsoft
•    Teams, and/or Champ. Ensure that the video feed is a live shot of the meeting for internal displays and remote participants.
•    Provide a solution for locally stored recordings of audio-video events.
- Conference Room Separation:
•    Contractor shall remove integration between the Board Chambers and the Marysville and Wheatland conference rooms.
•    Contractor shall ensure that Board Chambers audio-visual system is an independent, standalone system.
- Control and User Interface Modernization:
•    Redesign and program a modernized user interface (UI) that prioritizes ease of use and accessibility both at the podium and the Clerk's station.
•    Provide a wireless solution for advancing slide decks from the public podium.
•    Provide a one-touch solution for the initializing of meetings, livestreams, and recordings.
•    Replace touchscreen monitor at Clerk's station with Crestron panel or equivalent.
•    Replace existing Crestron technology with updated models or equivalent.
•    Upgrade to a POE+ switch for enhanced performance of AV-over-IP devices.
•    Ensure secure network segmentation is in place for AV and IT traffic.
•    Provide x-panel software and support.
•    Collaborate with Information Technology Services staff and Clerk of the Board to ensure proposed programming solutions fit the County's needs.
- Installation, Commissioning, and Training:
•    Rewire and reroute all AV infrastructure to accommodate new hardware with CAT 6-A with RJ45
•    Jacks/Mods Systimax/CommScope or equivalent.
•    Configure and fine-tune all AV components to ensure seamless functionality.
•    Provide hands-on training for Board members and staff to familiarize them with the new AV system.
•    Deliver updated wiring diagrams, system schematics, and user guides to enhance operational efficiency.
- Maintenance Services: 
•    Preventive Maintenance: Annual on-site system inspection and performance testing, including firmware updates, cleaning, calibration, and verification of system components.
•    Corrective Maintenance: Repair or replacement of defective equipment, cabling, or system components due to normal wear and tear, including labor and transportation.
•    Software and Firmware Updates: Provision of all manufacturer-released updates and patches for installed AV hardware and control systems during the support period.
•    Remote Support: Unlimited remote technical support during business hours (Monday–Friday, 8:00 AM–5:00 PM PST), with remote diagnostics, troubleshooting, and resolution via phone, email, or remote access.

- Contract Period/Term: 1 year
- Pre-Proposal Meeting (Mandatory) Date: August 15, 2025
- Questions/Inquires Deadline: August 29, 2025