HomeMy WebLinkAboutAgenda Report - September 15, 2020 B-01 SMCity of Lodi
REQUEST FOR PROPOSAL
REMOVAL AND REPLACEMENT OF
AUDIO AND VIDEO EQUIPMENT IN THE
CITY COUNCIL CHAMBER FOR THE
CITY OF LODI
Response due Date & Time
Sometime in 2020
3:00 p.m. (PST)
SUBMIT RESPONSES TO:
Office of Information Technology
City of Lodi
221 W. Pine Street
Lodi, CA 9 5240
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1. Introduction
1.1 PURPOSE
The City of Lodi is soliciting proposals from qualified Audio Video System Integrators to provide
a new Audio/Video/Lighting/Broadcast/Control (AVLBC) system for City of Lodi’s Council
Chambers and adjoining conference room.
1.2 THE CITY OF LODI
The City of Lodi (City) is located in the Central Valley of California. It has a population of
approximately 66,000 and is a full-service city providing a variety of services (including
community development, police, fire, public works, engineering, water, wastewater, electric
utility, parks and recreation, library, and general government activities). The City has
approximately 500 full-time employees and part-time employees with a total annual budget of
approximately $190 million ($47 million General Fund).
1.3 OBJECTIVE
The objective of this RFP is to identify an Audio Video System Integrator capable of providing all
services and equipment for producing high definition (HD) audio and video broadcast and
recordings to integrate the latest technology in council chambers, adjoining conference room
and A/V control room.
• Update audio and video components to HD quality to stream to service providers
including AT&T, Comcast, and Granicus.
• Integrate methods for council members and board members to participate remotely.
• Introduce technology that allows members to interact using the latest digital mediums
(i.e. voting systems, touchscreens, personal screens at each seat)
• Updated technology that gives the audience an improved digital experience during
meetings (i.e. viewing presentations)
• Integrate methods to stream meetings online through social media and allow citizen
participation through enterprise virtual communications
2. Scope of Work
2.1 General Work Scope
The scope of work set forth in this RFP represents an outline of the services in which the City
will require the successful Proposer to perform. The scope of work will be incorporated into the
Professional Services Agreement.
All existing A/V equipment removed from council chambers and control room will become the
possession of the proposer. It shall be disposed of in accordance of local, state and federal
requirements. The City staff will have 30 days from the award of the contract to specify any
equipment they wish to maintain control of that will no longer be used in the system following
the removal by the installer.
The TV Production System upgrades include cameras, video switcher, recording systems and
distribution equipment for local monitoring and viewing as well as web streaming and video
transport to the City’s Cable TV channel.
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2.2 Project Requirements with pictures of example sites
• The AVLBC upgrade should include but not be limited to:
o Digital voting for council members
o Large AV presentation monitors mounted to wall or ceiling
o An A/V control system with touch screen controls at multiple locations
o A/V matrix switcher
o Multiple HD A/V source inputs
o Video and audio formatted for cable TV broadcast
o New HD PTZ cameras
o Compatible with Granicus or other similar platforms
o Upgraded sound system for chambers and adjoining rooms with independent
volume control
o Capability to stream over the web using mediums such as Facebook and/or
YouTube
o Speaker timer
o Interface for enterprise virtual communications to facilitate public interface
o Interface for teleconferencing and VoIP phone system
• Dias
o Each of the five voting and two non-
voting stations at the dais will
receive a touch screen for video
display, voting and speaker queue
(request to speak) functions.
o Each member will be able to view
the meeting agenda
o The Mayor’s screen will display the
speaking order and have a “next
speaker function
o Each dais seat will have a
gooseneck microphone with a halo light to indicate on/off status
o All dais and staff microphones will have a mute button to drop voice recording
without releasing permission to speak.
• City Clerk
o The clerk location will receive a touch
panel for Audio, Visual and lighting system
and room control.
o The A/V touch panel will also control the
speaker timer functions.
o Control for the council voting system
o The clerk will also have a gooseneck
microphone with a halo light to indicate
on/off status.
• Podium
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o The podium location will receive a longer gooseneck microphone to address the
fact that the speaker will be standing, speaker timer lights and clock display.
o The podium will have accessible power and AV connections with VGA and HDMI
connections for presentations
• Staff Table
o Each of the four staff seats will have a gooseneck microphone with a halo light to
indicate on/off status.
o Individual touch screen for viewing presentations and agenda
o All dais and staff microphones will have a mute button to drop voice recording
without releasing permission to speak.
o Each position will have access to power and AV connections with VGA and
HDMI for presentations
• Chamber Room
o Remove the existing projector and projection screen.
o On the wall behind the Dais, large format displays for allowing audience to view
presentations. In addition to meeting presentations, agenda items or voting
results will appear on the displays. These three displays should also be able to
split to show a separate source on each.
o Appropriate hearing assistance units are to be included to comply with ADA
requirements. Include charging station and rechargeable batteries as
appropriate.
o Additional audio inputs will be available in the microphone system for separate
microphones, computers, and other devices.
o Wireless presentation gateway that allows users to conduct a visual presentation
wirelessly from any device, throughout the Council Chamber and large
conference room.
o The microphone system will allow individual microphones to be configured with a
timer to be active or not active throughout the meeting, as configured by staff or
council members.
o The video displays will show remaining time for the podium speaker. The
displays will be clearly visible to the speaker, audience, and dais seats.
o Installation of a microphone cut off switch accessible by staff and/or council
members
• Chamber Lobby
o Install a screens for view of presentations in the lobby
o Upgrade audio in lobby for audience over flow
• Large Conference Room
o Upgrade audio and video, wired, and wireless feed
• Broadcast control room
o Video switcher, control over all PTZ cameras in the chambers.
Ability to plug in other video sources for broadcast over PEG channels
o Live graphic generator for onscreen display during broadcast
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o Audio mixer with multiple audio
inputs
o Control of broadcast to stream on
social media
o Intercom or method to
communicate with clerk in
chambers
• Provide any combination of additional
equipment, cabling, and configuration
necessary for the system to function
properly.
Recommend any additional improvements to the AVLBC system that are not mentioned in the
request for proposals.
2.2 Other Requirements
• While the Video Booth will house all the controls for the video technology and streaming
capabilities, a separate control site for ease in handling the presentation, audio and
video functions needs to be installed at the City Clerk’s desk for switching between
components during a meeting.
• “Request to Speak” button or option on touchscreen would be beneficial.
• Identify a program or solution that will allow the City Clerk to electronically communicate
with the Mayor during the meeting.
• Integration of the AV Technology into a podium/lectern which is flexible enough to
support a wide range of presentation; easy for anyone to operate, and functions
consistently without technical issues. Will include a touch‐screen panel to easily switch
and control devices and is integrated with pretested AV equipment that ensures
reliability.
2.3 Current Equipment and Configuration
The City has determined that much of the existing system(s) are end-of-life, obsolete and/or no
longer supported in the industry. This hardware and software obsolescence requires the City to
replace the existing systems with new products.
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City of Lodi RFP for Website Redesign Page | 6
3.0 Vendor and Project Requirements
3.1 IMPLEMENTATION
The proposal should include a comprehensive timeline for each phase of the project, including
meetings with City staff, redesign, procurement, presentation, implementation and training. The
City's goal is to launch the new design by first quarter of 2021. Project work to be coordinated
with City staff as to not impact regularly scheduled City Council meetings and Commission
meetings. The preferred project completion would be no later than the end of January 2021.
3.3 SUPPORT
Firm shall provide ongoing support and be available to assist City staff troubleshoot and resolve
problems associated with the redesign. Lodi City Hall business hours are Mondays through
Thursdays from 7:30 a.m. – 5:30 p.m. PST and on the City’s alternating Fridays from 8:00 a.m.
– 5:00 a.m. PST.
3.4 PROJECT STATUS MEETINGS AND TESTING
A series of meetings, including an initial kick-off meeting, are required between the firm and the
City’s design team. The purpose of the meetings is to ensure periodic updates on the progress
of the project and may include visual demonstrations. This must also include at least a one (1)
week QA/QC testing period during which the new equipment is available to designated core test
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users. The firm will supply as-builds for the new systems that will included wiring diagrams,
electrical, and components installed.
3.5 TRAINING
Firm shall provide training on the new AVLBC system. Training should be onsite for
administrators and core users. The firm must also provide a written “owner’s manual” with step-
by-step instructions for all features.
4.0 SUBMISSION AND REVIEW
4.1 REGISTRATION OF INTENT TO SUBMIT RESPONSE
Each vendor who plans to submit a completed response must register (by email) an intent to bid
with City of Lodi by ______________. This registration will allow the City to notify all vendors of
any changes, questions, concerns, and any other matters related to this RFP. All questions
must be directed via email to Benjamin Buecher, IT Manager, bbuecher@lodi.gov. Contact with
other City departments, commissioners, councilmembers or other officials is expressly
prohibited without prior consent and will result in disqualification.
4.2 SUBMISSION OF RESPONSES:
An original and two (2) copies of the response shall be enclosed in a sealed envelope clearly
marked “City Council Chambers Project” and addressed as noted below. Any deviation from this
requirement may result in the response being considered non-responsive, thus eliminating the
company from further consideration. An electronic copy can be emailed and must be included
as part of the proposal. The electronic copy can be emailed to the Information Technology
Manager, Benjamin Buecher, bbuecher@lodi.gov.
Responses must be received in the office of Information Technology no later than 3:00 p.m.
Pacific Standard Time,_______________. Late responses will not be considered.
Mailing Address:
City of Lodi
Benjamin Buecher
IT Manger
221 W. Pine Street
Lodi, CA 95240
Email only and facsimile responses will not be considered. Vendors shall have sole
responsibility for the delivery of responses on time and to the proper location. A response
received by the City after the established deadline will be returned, unopened, to the vendor.
4.3 KEY DATES*
Event Tentative Dates
RFP Issuance
Registration of Intent to submit response
Bidders’ Conference
Vendor Responses Due
Review of Submissions
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Vendor Interviews
Selection of Vendor
Contract Negotiations Begin upon notification of
selection
* Dates subject to change
4.4 EVALUATION AND SELECTION
City of Lodi intends to enter into a contract with the vendor organization that in the City’s opinion
best meets the responsiveness and budget for the City. However, this RFP does not commit the
City to select or enter into a contract with any organization, and the City reserves the right to
reject any and all proposals.
4.5 ADDENDA
The City will notify properly registered vendors if there are any addendums to the requirements.
Vendor shall be responsible for ensuring that all addenda are included in its response.
4.6 EVALUATION OF COMPLIANCE
IT will determine whether the proposals comply with this RFP, and we will reject late proposals.
Failure to meet other requirements will affect our evaluation and may result in rejection.
4.9 EVALUATION OF PRICE
IT reserves the right to disqualify proposals having prices that appear unrealistic or significantly
understated for the services offered.
4.11 RESPONSE COSTS
Those submitting responses do so entirely at their expense. There is no expressed or implied
obligation by the City to reimburse any individual or firm for any costs incurred in preparing or
submitting responses, providing additional information when requested by the City, or for
participating in any selection interviews.
5.0 RESPONSE FORMAT
In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their
responses in accordance with the instructions outlined in this section. Each vendor is required to
submit the responses in a sealed package. Vendors whose responses deviate from these
instructions may be considered non-responsive and may be disqualified at the discretion of the
City.
Responses should be prepared as simply as possible and provide a straightforward, concise
description of the vendor’s capabilities to satisfy the requirements of the RFP.
All components in this section must be included with detailed information that can be
substantiated by the vendor. Each response shall be signed by an individual who has authority
to obligate the company.
5.1 FORMAT FOR SUBMISSION
This section defines the proposal format to be used by respondents. All proposals shall be
submitted in the format outlined below. Any proposal that does not, in the sole opinion of the
City, comply with the requirements, may be rejected. The City of Lodi will receive competitive
proposals from firms having specific experience and qualifications in the areas identified in this
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RFP. Under competitive negotiation procedures, the terms of the service contract, the price of
the service, the method of service delivery, and the conditions of performance are all negotiable.
A negotiated contract will be awarded to the firm that best meets the proposed needs at a
reasonable price, not necessarily at the lowest price. The content and sequence of the
information contained in each copy of the proposal shall be as follows:
1. Letter of Transmittal: Include your firm’s understanding of the work to be performed. In
addition, state why your firm believes it to be the best qualified to perform the services
requested. Also, state the Management Contact (representative authorized to sign an
agreement for your firm) and Project Manager (person responsible for day-to-day
management of the project).
2. Table of Contents: Include a clear identification of the material by section and by page
number.
3. Summary Sheet: This section of the proposal must include a fully completed copy of the
Summary Sheet included with this RFP (Appendix B). Provide the name, title,
experience, and qualifications of the personnel who will be assigned to the project.
4. Project Team Description: Provide the name(s) of the Project Manager and the
personnel that will be assigned to the project, including their names and contact
information. Include brief resumes for all team members, as well as their tenure with the
firm. Indicate the organization structure of the team an outline key roles and lines of
authority, as well as the percentage of total time (verses other concurrent projects) each
member will spend on the project. Describe your in-house skills with design,
programming, cabling and hardware selection. Please indicate any needed
subcontracted services (and their role) required to meet the needs of the proposal or
clearly indicate what portion of the services are not included as part of your proposal.
5. Firm Experience: Provide background on the firm and its experience in designing and
installation of audio/visual systems for municipalities/council chambers/board of
supervisor chambers or other type of public meeting space used by City or County
government. Provide a summary of five (5) projects completed in the past five (5) years
that are similar in scope, including client name, description, project team, the date the
project began and completed, and costs.
6. Process: Provide a narrative describing the approach the firm would take to facilitate
input from the City's team members and a detailed work plan describing your approach
to designing, managing, and coordinating this project.
7. System Design: Describe the design process, especially as it pertains to meeting the
requirements of the system, proposing of new technology and process of selection of
hardware vendors.
8. Costs: Provide a detailed cost breakdown that includes a comprehensive schedule of
fees for all items set forth in Section 2.1. The items must also be addressed in the order
in which they appear in Section 2 of this RFP. Additional information, in your opinion,
should be clearly identified. Cost proposal must also include annual maintenance costs,
technical support, and software upgrade fees, as well as any fees for any additional work
or consulting that may be required above and beyond the scope of work. Please also
include billable rates for all personnel assigned to the project, licenses, sub-contractors,
materials, etc. and break out costs (on a “not-to-exceed” basis) for components and
phases of the project. All hourly rates and fees, charges, costs, and anticipated
reimbursable costs must be clearly stated.
9. References: Each firm must list similar services performed (as the prime firm) for all
similar organizations/entities in the last five years and when performed. Show names of
organizations, and names and telephone numbers of persons who can be contacted with
regard to the services you have provided. In addition, list all similar public agencies for
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which contracts were terminated in the last three years. Firms may provide a brief
explanation of the reason(s) for termination(s).
6.0 EVALUATION OF RESPONSES
6.1 EVALUATION METHOD: The City shall review all proposals to determine which
vendors have qualified for further consideration. The initial review will evaluate all submissions
for conformance to stated specifications to eliminate all responses that deviate substantially
from the basic intent and/or fail to satisfy the mandatory requirements. Proposals will be
evaluated based on the following evaluation criteria:
• Quality, clarity, and responsiveness of proposal
• Ability to provide an AVLBC that meets the current and future vision and needs of
the City
• Proven ability to plan, design, implement and support the AVLBC
• Demonstrated ability to work in a cooperative and collaborative manner with
clients
• Proposed timeline
• Anticipated value and price
• Perceived risk or lack thereof
• References for each of the primary product(s) and service(s) proposed
• Ability to prepare and execute a contract in a timely manner
The City reserves the right, at its sole discretion, to request clarifications of proposals or to
conduct discussions for the purpose of clarification with any or all vendors. The purpose of any
such discussions shall be to ensure full understanding of the proposal. Discussions shall be
limited to specific sections of the proposal identified by the City and, if held, shall be after initial
evaluations of proposals are complete. If clarifications are made as a result of such discussion,
the vendor shall put such clarifications in writing.
6.2 ACCEPTANCE: Submission of any response indicates acceptance of the conditions
contained in the RFP unless clearly and specifically noted otherwise in the response.
6.3 REJECTION: The City reserves the right to reject any and all responses, in whole or in
part, to waive any and all informalities, and to disregard all nonconforming, non-responsive or
conditional responses.
PUBLIC RECORDS LAW: Pursuant to California Government Code Section
6250, public records may be inspected and examined by anyone desiring to do
so, at a reasonable time, under reasonable conditions, and under supervision by
the custodian of the public record. All submitted responses are subject to this
code section.
Financial statements submitted in response to a request by the City are
confidential and exempt from disclosure unless otherwise publicly available. Data
processing software obtained under a licensing agreement that prohibits its
disclosure is also exempt.
CITY OF LODI COUNCIL
CHAMBERS UPGRADE
Replacement of audio / visual and broadcast system
CURRENT SYSTEM
•Over 15 years old
•Components that make up the A/V system are end of
support from manufactures and are expensive to repair
•Current system will not accept modern laptop connections
•It’s incapable of using even HDMI video
•The system is strictly analog and does not have the flexibility
to broadcast or record in current digital formats
•Upgrading the system will allow for better integration of
modern A/V and broadcast technology
•Moving to a digital platform will allow for broader options to
meet modern methods of public interaction
•Zoom meetings
•Streaming media
•A new system will help improve the public’s experience
during meetings, allowing for the public to view the meeting
using his/her preferred technology
•Modern technology to allow for streamline personal interaction at the Dias
•Touchscreen request to talk
•Digital voting systems
•Personal monitors to view agenda and presentations
•Larger, brighter monitors for public viewing of presentations
•Screens positioned for public to easily view presentations, voting results, etc.
•Improved technology to manage presentations and talks from the podium
•AV controls for presenters to show presentations from the podium
•AV controls for City Clerk / Mayor to control the content from the podium
Examples of how technology is used in other chambers.
Examples of how technology is used in other chambers.
Examples of how technology is used in other chambers.
Examples of how technology is used in other chambers.
ESTIMATED TIME LINE
•Plan to release the RFP by the week of September 21 with a deadline for
responses by October 9.
•Review of proposals completed by October 30
•Staff notification to bidders and verbal award given to the most competitive
bid by the week of November 2
•City Council approves Contract at the December 2 meeting
•Procurement for products could take up to 30 days
•Implementation could start as soon as the first week of
January 2021 with final completion expected between
February and March 2021.
•Staff is seeking Council input on the project prior to issuing the RFP
•The RFP is written to be broad enough to allow proposers to present best options for that meet the City’s needs and work within the available architecture of Carnegie Forum
•Funding for the project is supported by past fees collected through Digital Infrastructure and Video Competition ACT (DIVCA)
•Estimated cost between $350,000 and $400,000