Council Chambers Design Supply and Install Audio Visual Equipment Services

The vendor is required to provide to design, supply and install a new audio video conference system for the new council chambers and meeting room of the town.
- Council chambers
• The proponent will be required to design an audio video system for the town of town council chambers. 
• This design process will consist of microphones, speakers, pan-tilt-zoom (PTZ) network cameras and display screens. 
• The proponent will have knowledge of the following:
o Design and implementation of municipal council chambers
o Design and implementation of meeting rooms
o Audio visual equipment
o Sound mixing
o Video mixing
o Room integration & automation
o Live streaming & hybrid meeting integration
• The system installation will include 20 microphones, fixed at individual seats, delegate locations, and staff desks. 
• Both wired and wireless options will be evaluated to determine the most suitable configuration for the council chambers environment. 
• The design must include a sufficient number of speakers to ensure clear and even sound distribution throughout the council chambers. 
• It must also provide support to simultaneous broadcast live audio feed. 
• The design must also include the ability to control audio and video to:
o Main hallway to serve as an overflow area (this will include speakers and live video stream to a tv\ monitor)
o Prewire audio\ video to the existing council chambers to serve as a future overflow room. 
o An additional xlr audio outlet shall be provided to enable news media to stream or broadcast live audio.
• Network cameras to adequately capture the entire council chambers, staff desk, department head tables and delegate table. 
• The specific number of cameras is at the proponent’s discretion. images must be captured in high definition (1080p) or higher. 
• Cameras are to be PTZ and focus on the active speaker when the microphone is activated. 
• System will have the ability to manually control camera location to override the active speaker. 
• The system must have the ability to integrate to meeting management software such as zoom and microsoft teams for livestreaming and recording to YouTube. 
• Integration to escribe web streaming encoder, requirements are to provide audio embedded with the video signal direct to the appliance. 
• This can be either via HDMI or SDI up to 4k. 
• Purchase and installation of display screen(s) through the council chambers as required for any person in attendance to view the display. 
• It is optional to install desk tops display screens at all positions for staff and council to view presentations. 
• The number, size and distribution of display screens is at the proponent’s discretion. 
• At least one screen must be interactive and of sufficient size to display presentations to council to allow for hybrid meeting delivery 
• Display screens will be independent of each other to remotely display or cast content. 
• System microphones will support electronic voting functionality while providing a visual mechanism to display the motion council members to be recorded by the clerk. 
• The system will have an administrative touch panel to manage microphones, cameras and all resources in council chambers.
• Crestron 10.1” room scheduling touch screens are to be installed outside of council chambers and designated meeting rooms. (Location are indicated on floor plan)
- Meeting room
• Meeting room will be equipped with compatible AV equipment, display screen, camera, microphone and speakers. 
• Meeting room will have the ability to simultaneously stream live council meetings and host virtual meetings. (Zoom or teams) 
• Meeting room will have a plug and play configuration, allowing users to connect their devices easily to host meetings.
- Cabling and install
• The proposal will include:
o All schematic and as built drawings.
o Power outlets and electrical connections have been included in the floor plan. manufacturer, model and warranty of all proposed equipment
o Equipment mounting rack layout.
o Cable labeling plan.
o Proposed network address chart and plan of network configuration.
• All cables and equipment must be properly installed and clearly labeled for easy identification and maintenance. 
• AV servers are to be rack-mounted in a network cabinet, with the location specified on the floor plan. 
• A management console and the ability to remotely monitor and manage the system must be provided. • A ups power supply with ample battery to power the system for 60 minutes of run time, is to be included to ensure that all equipment is protected from power surges and outages. 
• The system will be tested and adjusted until the municipalities’ needs are met 
• Training will be provided to municipal staff on the use of the new equipment.
• All audiovisual equipment must be serviceable by the provider. warranty information must be provided with the supplied proposal. 
• A copy of the floor plan of the existing and new council chambers is attached.
- Questions/Inquires Deadline: July 24, 2025