Audio-Visual System Modernization Services

The Vendor is required to provide audio-visual (“AV”) integrators to submit proposals for the modernization of the AV system in the city commissioner chambers.
- The existing system has reached end-of-useful life, resulting in some operational instability, reduced performance, interoperability issues and increased maintenance demands.
- Provide a complete replacement that ensures reliability, functional excellence and improvement over the current system.
- The space includes pan, tilt and zoom cameras, TVs for displays, and audio for the audience.
- The existing system no longer meets the operational needs of the City due to aging hardware, inconsistent functionality, and limitations in supporting hybrid public participation.
- The current setup does not provide for remote participation (Such as Teams/Zoom).
- Objectives
• Replace the entire existing AV system with an easy to operate, modern, reliable, supportable AV solution for meeting recording and publishing.
• Exceed current audio, video, and control functionality.
• Improve ease of use for staff, elected officials, and meeting facilitators. We require an easy button for operation.
• Deliver a system designed for long-term maintainability and expandability.
• The City requires a system that:
o Has an easy button to start a meeting.
o The system must provide a simplified, intuitive user interface that allows non-technical staff to:
o Start a meeting with a single action (“one-touch start”)
o Automatically configure audio, video, recording, and streaming
o Clearly indicate system status (live, muted, recording, etc.)
o Require minimal training (target: under 30 minutes)
o User interface design will be heavily weighted in evaluation.
o One goal is not to require A/V support personnel at the meetings.
o Push the live broadcast to the City YouTube channel.
o Improve sound for the audience.
o Provide a hybrid option to have commissioners or others join via MS Teams, Zoom etc.
o Provide two new cameras. Recommend if a third wide angle makes sense.
o Provide new microphones, five for the dais and nine for the table and one for the podium.
o Vendors propose both wired and wireless microphone options, including a recommendation with justification based on reliability, interference risk, maintenance, and total cost of ownership.
o Presentation from laptop to live stream. When a presentation document is displayed on the TVs in the chamber, it must be shown on the YouTube feed.
o System must comply with ADA requirements.
o The intent is to use the current TVs.
o Provide a link to a live feed.
o Add a Mult box for media on the back wall of the room for media to plug in and grab a live feed.
o The solution has zones for sound
o In the chamber and with the ability to turn on and off sound in the light court (the hall)
o Improve sound in the chamber. The audience requires a better experience.
o Add video and sound capabilities to the light court
- System Design
• Develop a comprehensive design including schematics, signal flow diagrams, network requirements, rack elevations, and equipment schedules.
• Ensure all design elements meet or exceed current system
- Network & IT Coordination
• All AV systems must be coordinated with the City IT Department
• Vendors must provide network requirements prior to installation
• No equipment shall be connected to the network without IT approval
• Systems must not introduce security vulnerabilities or unmanaged network traffic
- Programming
• Program all required hardware and software. Including but not limited to control touch panels, DSP, routing logic, PTZ camera presets, scenes for City commission vs. Planning Commission configurations.

- Mandatory Site Visit: May 18, 2026