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Home My WebLink About09. CIP 20-21 Award Contract for Phase II - Maint & Repairs of Audio & Visual Systems in Council ChambersItem No. TO: HONORABLE MAYOR AND MEMBERS OFT E CITY COUNCIL APPROVED BY Cl IWA ' NAGER FROM: OFFICE OF THE CITY MANAGER Y' BY: DELFINO R. CONSUNJI, P.E., DIRECTOR OF PUBLIC WORKS/CI3- GIN DATE: July 28, 2020 SUBJECT: AWARD CONTRACT FOR PHASE 11 OF MAINTENANCE AND REPAIRS OF THE AUDIO AND VIDEO SYSTEMS IN THE CITY COUNCIL CHAMBERS CIF PROJECT NO. 20-21 1. Award a contract to Visual Sound Inc. in the amount of $132,953.63 for Phase 11 of maintenance and repairs of the audio and video systems in the City Council Chambers CIP Project No. 20-21; and 2. Authorize City Manager to execute the contract in a form approved by the City Attorney. In March 2014, the City Council formed a subcommittee to evaluate the audio and video systems in the City Council Chambers. Subsequently, Studio Spectrum, Inc., a professional audio/video design company was hired to evaluate the existing system, provide recommendations and prepare plans and specifications for improvements. In August 2014, the City Council awarded a contract to Audio Video Design Build Gro • C. • Co (AVDBG) to upgrade and modernize the audio and video systems in the lity oun Chambers. The improvements concentrated on the video components of the system, includi installation of video projector, flat screen televisions, voting display indicator, and Crestr control system with iPad touch screen for the City Clerk. The project also completed min upgrades to the audio system, including installation of microphones, additional speakers, software upgrades to interface between the audio and video systems. On August 28, 2018, the City Council awarded a contract to SybaTek for Phase I W maintenance and repairs to the audio and video systems of the City Council Chambers. The work included replacement of audio server, input and output microphone cards, gooseneck microphones, and appurtenances that converted the audio system from analog to digital compatible with the Crestron video system. In addition to the work completed by SybaTek, the City availed of a closed caption system in accordance with Title 11 of the Americans with Disabilities AWARD CONTRACT FOR PHASE 11 OF MAINTENANCE AND REPAIRS OF THE AUDIONIDEO SYSTEM IN THE CITY COUNCIL CHAMBERS JULY 28, 2020 PAGE 2 additional input and output cards; ;Installation of second C_.restron touch panel flor the Deputy City Clerk; rack power back-up and remote power control for cameras and mic mute LEDs, 15-inch touch capable screens to be mounted at each position on the dais as well at the City Clerk's position. The system will include a programmable timer and provisions for single audio feed wall plate for press feed. In addition, Uninterruptable Power Supply (UPS) systems will be installed at each rack to provide consistent electrical power to the audio and video systems ts, eliminate noise, spikes and surges from the equipment. The UPS systems will also allow the equipment to remain operational during brief power outages. SybaTek will also design, program and install a voting system and visual countdown timer which can be displayed on the publi# video screens, live video feed and touchscreen displays at the dais. Lastly, SybaTek will replace the original cards with new cards with Acoustic Echo Cancellation as part of the Zoom software integration into the audio and video systems. Information Technology and Public Works staff worked closely with SybaTek to develop a system that would provide reliable service and accommodate necessary updates. SybaTek performed the previous work and many portions of the programming are proprietary, thus it will be more efficient and cost-effective for SybaTek to perform Phase 11 of the maintenance and repair work. During development of the scope of work for this phase, Sybatek was acquired by Visual Sound, Inc. The key personnel that had been involved with the implementation of Phase 1 and development of scope for Phase 11 are with *the new company and very familiar with the work that needs to be completed. All hardware and software that are proposed in Phase 11 are compatible with the hardware and software that were installed in Phase 1. Staff is recommending that the City Council award a contract to Visual Sound, Inc. for Phase 11 of maintenance and repairs of the audio and video systems in the City Council Chambers. Public Engagement I I F4 MO. 11117.13015, M. Item Amount Phase 11 work $132,953.63 10% Contingencies $13,295.36 Contract administration and support $ 3,751.01 TOTAL PROJECT COST $150,000.00 This project is included in the Fiscal Year 2020-2021 Capital Improvement Program with an approved budget of $150,000 with funding coming from the Cable TV PEG Fund - 77-4-1230- 0360. ATTACHMENTS VA VISUALIr SOUND 0 Budget Executable Since 1967 if Review Contract DOW190114 City of Downey Council Chamber Phase 2a Upgrades June 9, 2020 Presented to: Alvin Lam 11111 Brookshire Ave Downey, CA 90241 Prepared by: Tom Peters tpetersCa-)visualsound.com V v ISUAL 1 1 rSOUND 1967 Certified WBEM-, (omen's W Business Enterlyrij" ji� I Visual Sound �m��N ~�� AV Proposal �K� ��1� Upgrade =... �==�= Scope This system wil I at low each person at the D a is to view content from their dedicated PC unti I or unlessthe Clerk selects toforce asource tnbe sent 1mall ofthe displays. Any nfthe sources may besent inthis manner. The Clerk will beable give back local control ntthe conclusion ofa The proposed replacement for the existing Crestron Sx8 Switcher will be the Crestron 16xi6 Switch frame populated with cards both input and output to match the existing system exactly. We will be re -using most of the existing 1/0 cards to reduce costs. Additional 1/0 cards are needed to accommodate the new touch screens at the Dais . Other features in this proposal contain pertinent switch cards as needed forthe particular functional requirements. This pricing includes updating the base Crestron Code to work with the new Switcher. Installation time has been included to accommodate the removal and installation of the switches new cards, Asecond Crestrmntouch panel, identical tnthmcxbtngpanelwjUbeinstaUedatthesccondClerk'sdcsk AS OF 3-27-20 The City has requested a mobile iPad control solution instead of a second wired touch screen at the Clerk's table. The City will supply the iPad.A[restrmnio5Apo license and Wireless Data Network equipment will be needed. Pricing for this request is included in this proposal, The City will supply the individual PCs, Keyboards and Mice for the Dais PC's. Additionally, this proposal covers the parts and labor to install, test and program (8) 15" interactive touch monitors for the Dais and for the Clerk #7position. Any item marked (OFE) are products that are owned or supplied by the City and may already be in use. The price shown wilt be $U2Dfor that INPUTS: 1)OPPOB|ueRayPlayer 2)[resmnAW100 3)Camera #1 4)Audio infrom Biamp 5}Clerks' laptop 6)Guest input 7)Conference room wall plate 8)Camera #2 9)New input for Graphics generator (C|ock/timersource) OUTPUTS: l)Left Pnoj z)Right Pn4 3)Middle Proj 4VLeft Lobby Display 5)Right Lobby Display G)CnnfRmDisplay 7)YoutubeStreaming a)ToGraphics Engine for clock functions. 9)Source tuDais l 1n)Source toDais 2 D)Source 10Dais 3 zz) Source to Dais z3)Source toDais 5 14)Source toDais G z5)Source tmDais 7 zWSource tuClerk 2 Visual Sound � �m�� AV Proposal Note: this work requires the installation (by others) ofadditional conduit from the rack area tothe Dais. Additional programming will include activating the "PIP" controls for the video streaming, This will activate the second source, which will be displayed inthe corner ofthe video stream being sent tuYoutube. Selection of the sources are 1) Camera in the rear of the room (front view of the Dias), 2) Front Camera (view of the lectern/podium during public comments). An additional 2 sources are available for future use (Future auto switching of close-up cameras for each of the Council Chairs). The phone on the desk is a Mitel. 6940 IP PHONE, There is a USB-A connector on the rear panel that is used for a USB headset (earpiece and mic). It is my belief that a bi-directiona[ USB audio interface can be used in stead of a head set, There are open AEC input and output channels available on the existing Biamp 1/0 server. The new Motu M2 2 channel bi-directionat interface should work well here. (Available within the next 2 weeks). It can be mounted under the desk out of the waN,. A USB cable will need to be run between the vhone and the interface. 2 mic cables wiR be needed between the desk and the equipment rack. System A QTYQeschption Price Price EXT I Crestmn DM-MQ16Xl6-[PU3 16xI6Uigita|Mediall'SmitcherFrame $5'73333 $5,73333 9 Crestron DM-DGE-200-C Digital Graphics Engine 200 with 4K DM 8G+ Input $2,133.33 $19,199.97 Cr�t�n DMC�KZ[O-HQ Z��hanneiDiQ�aiNedia8G+4K5B4��HER Output Card for DM 4 $856.67 $3,46568 Swdzhers l [restron HD'MD4XI-4K-E 4xI4KHQM|A19Smhzher $46657 $456.67 2 Crestmn HD-QA24KZ E l:2HQM|Distribution Amplifier w/ K604#:4&HDRSupport $266.57 $53334 2 [restron DNC-HD DFEHDN|Input Card $0.00 $D�OO 2 Crestron DMC-0J| 0FEDN/VGAInput Card for DMmSmitzheo $0.00 $0.00 l Crestnmn DMC40D-BNC OFEBNCAnalog Video Input Card for DIA Switzheo $0.00 $0.00 3 [restmn DM[-[ DFE DM |nputCand $0.00 $0.00 Extmn Electronics HDM| Ultra/6 4KPemium High Speed HQM| U�ra-FlexibleCab|e 8(1.8 m) IZ$46.67 $560.04 (26-653-06) 8 EU] E395119 2002L20"touchscreen $575.00 $4,60000 & so � Sound visual ��unm� AV Proposal QTYDeschption Price PriceBT I Pakedge VVK-2 Pakedge8O2.11ac3x3Dual Band Indoor WAP(Nhke) $400.00 $400.00 l Paked8e P|-05 PakedgePoE+Power Injector $53,33 $53.33 l Cestmn Mobile Pro iPadMobile Control App $132.00 $132.08 8 OFEPC SFF Owner Furnished Small Form Factor PCfor Dias Council Seat $ODO $0.00 I VS| MOOOI Misc. Materials, cable, connectors and small parts $1.533.33 $1,53333 l VS| LQDOl Labor Including Design, Engineering, Installation and Programming $0.00 $0.00 I Creatron TS-1542-B-S l5.6''NDTouch Screen, Wall Mount mrVESA,Black Smooth $3,200.00 $3'200.00 l V5| 1-0001 Programming tonesizefor l5"Touchpane| $0.00 $D�OO l NQTU M2 2x2US8-Caudio interface $226.00 $226.00 l OFEAppie |padPro Client supplied ipadfor control $0.00 $0.00 l VS| L0002 Labortoprovide integration ofaudio Equip, for Phone $0.00 $0.00 I VS| MDUOl Wisc. Ma1eria[sfor phone audio upgrade $50.00 $50.00 QMI6nl8Upgrade Total $76,462.56 ��x �� Visual �� AV Proposal UPS & power control Based on find in gs during the Phase I work, it was discovered that the house power suffered from brownouts and low voltage conditions. To eliminate this issue from the AV system, Visual Sound is proposing the inclusion of a UPS system with AutomaticVohageRegu|adnn' be installed ineach rack, Each rack will contain the main unit aswell asaBattery Expansion unit toprovide abackup run time for ALL devices in each rack to be able to make emergency announcements to evacuate the building ifneed be. Additionally, two remote controlled power outlets wRI be instalied into the system. These are for: 1) for rebooting the Vaddio cameras monthly to reset the auto focus function. This is recommended by the manufacturer. 2) for power to the microphone mute button LED's. The power will be removed from the LED's at the end of an event and turned back on when the system isengaged for anevent, 3-1z-2o2oAdditional scope requested Automatically reboot on a regular basis, the following equipment: or, turn the units off when not in use. (4-24-20, I've added an additinal third A[remote controlled outlet toaccommodate any new requirements) a) ExtrunStreamer b)EN[OClosed captioning computer. 4-24-20 Additional requirements: 1) Through added programming, rebootthe Crestron DM-RMC-SCALERS located at each of the displays (5 tti) during resetsequence. OMM Price Price EXT Z SurgeX UPS-3000-OL 3RU'3000VAOnU�n�U�4Outlet' 30A' On-line Double -Conversion UPS UPS & Power Control Total $6,512.84 Visual Sound AV Proposal Press Feed ff nvnwe-m-m " I to the Youtu be stream in gun it, Exact location forth ewat[ plate TBD. A custom engraved wa I I plate with an XI-Rjack and ground lift switch is specified. The sign a I wit [be ca I ibrated forth e broadcast industry +4dbm. System A QTY Description I Jensen JT-11-0MCF 1:1 600ohm line level audio transformer VSI Custom Plate 1) 2 gang custom plate wl I male XL R jack. Black Anodized Aluminum, White Text, Neutrik style jack MOMMUNIMMITENSTER-M. MMIIM�i . IMMIIM Price Price EXT $114.83 $114.83 $53.85 $5185 $55.07 $55,07 $0.00 $0.00 $299.85 $299.85 $2,930.60 Scope VS|L-0001 Provides iaborto replace existing dual AV racks with a single City of Downey supplied equipment rack including some previous prep work. This will make the equipment room more Fire Code compliant. System A QTY Description Price Price EXT l VS| MOUOl Misc. Materials, cable, connectors and small parts $33333 $33333 I V5| LOOOl Engineering, Management, Integration and Programming $0.00 MOO General AV Work Total $16,961.33 Visual~��u�� mAV Proposal Voting System Visual Sound will design, program, install and test avoting system based onthe version which was demonstrated toCity staff unOctober zl. We anticipate installing and testing a working system with an allowance for some minor modifications once you have been trained on the system. 3/27/20, A second demonstration of a new voting system has been requested by the C4 of Downey to confirm and approve User Interface and functionality. Vbua|Sou ndwill pmvdethe un-cmmpiled ("Souoe")code for thevotngsystem along with alicense that gives you the hghtmmodify but not reuse in other locations or transfer in any way to another entity. System QTY Description Price PricoEXT l V5| LOUOl Engineering, Management, Integration and Programming $0.00 $0.00 ��0�� m��m0��s� AV Proposal Timer +ymer Scope Visua\Sound will program, instaUendtetavisueiomuntdmwntimerwhichwiUbediapbyedonthepublicvideoscreens,inthe|ive video stream, and each touchscreen display at the Dais. Time will bed isplayed in colors during the countdown, transition ing from Green to Yellow and Red asthe allotted time expires. Start, Stop, Pause, Resume, Reset and Add Time (30 see - 1 min. determined by client) buttons will be available to both control surfaces, Draft screens will besubmitted for approval prior tofinal programming. System A / QTY Description Price PhceEXT I VS| LDOOl Engineering, Management, Integration and Programming $0.00 $0.00 Zoom Integration into the AV, a couple of issues arose. M a in iy, "garbb led" audio. After running many tests to try to eliminate the issue, it was determined that the AEC (Acoustic Echo Cancellation) in the zoom software was having a h a rd time can ceiling the audio return path in such a [a rge room. To correct this issue property, The original input cards in the Biamp audio DSP need to be replaced with new SEC-4 cards with AEC (Acoustic Echo Cancellation). There are 6 inputs cards total. BiampSystems TesraSEC4 Tesira4channel mic8ineinput card with acoustic echo canceUation per channel Price Price EXT $494.67 S2,958.02 $OM $M8 $225.00 $226,00 $29.95 -$29.95 Zoom Integration Total $5,994.07 vim VSI Enhanced Warranty One Year p All labor and parts • Z4hour priority m Unlimited on -site corrective maintenance • Preventative maintenance visit • Telephone support (24K7hotline) * Removal and re -installation nfequipment • Travel and Freight • System Orientation Training • Loaner equipment (if available VSI Enhanced Warranty One Year +$3,711.01 0 a . IMMM, I Pay mentSchedule 50% Deposit with order, 40% Net 30 upon equipment arrival at Visual Sound or client site, whichever comes first, 100/6 Net 30 upon completion (first beneficial use). $53,012,25 $66,10115 $4,820,00 Total Sales Tax $5,301.23 Project Total $129,242.63 VSI ENHANCED WARRANTY ONE YEAR +$3,711.00 (ANNUALLY) I accept this proposal and hereby authorize Visual Sou no to proceed with the installation of the inctuded systems at the facilities of City of Downey constructing at 11111 Brookshire Ave Downey, CA 90241 as described in the totality of this document. I further authorize Visual Sound to be granted the facility access that wilt be required to complete this project in a workmanlike and timely manner and for payment to be made to Visual Sound in keeping with the Terms of Payment listed a bove. Project cost and pricing are dependent upon a continua[ flow of work without interruption or detays imposed by City of Downey or their staff, construction, other building trades or any other party. I agree that any additions to and/or deletions from the materials and shall be valid •', after being signed by City of Downey and Visual Sou nd. in the event that Sa [as Tax rates change prior to final invoice, both • agree 06,2020. LN M. & 0=8 Acceptance City Of Downey Print Name Visual on P r� nt R J a, rn e ri " a t4 T�I.jp Muz =. l.Designated points ofcontact for on -site coordination, testing authority, training recipient and sign for contract completion. 2.Completion date and schedule for services and/or equipment provided by the owner or owner's contractors that are required to be in place for integration with Visual Sound provided components. 3. Access to the facility for installation and light construction work during normal business hours. 4. Coordination with the buildings manager for hammer drilling in the floor and ceiling (if required), Access to the facility after normal business hours may berequired for this effort. 5. Clearly communicated schedule with expectation for installation start date, end date, and acceptable duration for installation activities. §. Complete and up-to-date documentation, specifications and plans concerning equipment, furniture, spaces, requirements, etc. which may impact the installation, operation or specification of audiovisual and/or related components. 7. Full access to all necessary site locations during survey, installation, programming, testing, commissioning and training efforts. 8. Direction and notice to all contractors acknowledging and substantiating the AV system coordination drawings and/or requirements. Contractors shall comply with the AV system requirements or notify the owner and Visual Sound inthe event that requirements cannot bemet aospecified. Additional costs tothe owner from any contractors as a result of the AV requirements shall be the owner's responsibility. g.Access toloading docks and freight elevators asneeded during equipment delivery. lO.Provide necessary escort orbuilding passes for Visual Sound toaccess the facilities asneeded. 11. Accept physical security and liability for any equipment installed and delivered to their facility by Visual Sound during the installation. 12. Notify Visual Sound prior to accepting this contract of any asbestos or other known hazardous materials located in the building, around areas for this system installation, or that provide potential obstruction to normal construction efforts. 13. Prior to start of on -site work: a. All cable paths in place (conduit, core drills, etc.) b. Drywall and painting complete - site must be dust fret c. Ceiling grids installed (when applicable) d. Network and Phone lines installed and verified e. Furniture and Millwork installed f. Floor finishes installed g. CATV or SATV cable boxes available and activated l All audiovisual equipment as identified in the attached equipment list z. Small materials anrequired tucomplete this installation 3. All labor required for installation, programming, and delivery for audiovisual equipment as identified in this proposal and attached equipment list. 4. All audio, video, data, networking, anduuntru|oab|inganduonneuorsusedmime,uonnectVisva|soundmpp||odaqu|pmont. 5. Coordination with the owner's contractors and project team to provide the appropriate infrastructure to include: millwork/furniture, HVAC/ventilation, structural support, electrical, cable paths, nnuwu,k/tn|ecum.CATV/oS5.etc. 6. AV Coordination drawings package identifying environmental, operational and infrastructure requirements. 7. Regular attendance atproject meetings inperson n,via electronic means 8. Comprehensive and up-to-date project plan/schedule including milestone objectives and any necessary prerequisites. 9. Regular project status reports. m. Client requirements summary document identifying all major equipment and services to be provided by the client for integration with Visual Sound equipment/systems. ll. Written outline for the control system's programming and functionality for Client's review and approval. 12. Visual Sound will provide original source code for all custom programming of the audiovisual control system. 13. Visual Sound will provide custom user manuals for any custom software -based control systems if requested. 14. Visual Sound will provide engineered system flow diagrams and detailed as -built drawings upon completion. 15. Visual Sound will provide a USBdrive with Porsnfall manufacturers owner's manuals upon completion. lO. Visual Sound will provide a single, 2 hour training session for general users. The session isintended toshow general users how touse the various features and capabilities of the provided systems. This session will not cover advanced system/component operation, system maintenance or detailed/technical aspects of the systems. Additional user training sessions may be provided at a later date for additional costs. System Warranty Visual Sound warrants the system workmanship for aperiod md3Odays from date ofsubstantial cumplmdon(finXbeneUcisluse). The Warranty includes: 1.3Udays Enhanced System Warranty u. Manufacturer's warranties pass -through »oend-user 8.Telephone support 8am-5pm 4. One Year in-house bench repairs Note: Some equipment requires annual Service Agreements ombepurchased tmmaintain the Manufacturer's Warranty nnthose items. Visual Sound will note such items inthe proposal. iupport, and much more. Please refer to the Enhanced Warranty Options in this proposal. The Warranty does not include: 1. Replacement of consumable items such as video heads, optical blocks, plasma screens, LCID panels, CRTs, camera pick-up tubes or chips, projection tubes, lamps and batteries. Cost for such will be billed at current equipment and labor rates unless a manufacturing defect is discovered during the manufacturer's standard warranty period. 2. Requests for service not related to technical problems, but classified as "operator error". 3. Service required as a result of negligence, misuse, failure to observe equipment operational specifications and limitations, or attempted repairs by anyone other than a Visual Sounds representative, damage or for equipment not related to the system supplied and installed by Visual Sounds. 4. Loaner equipment that is in place while the originally installed equipment it has replaced is under repair. 5. Connections to the system (as installed by Visual Sound) made by others. (Under these conditions service charges will be applicable as per our standard repair service policy) 6. Modifications to the system made by others, without prior written permission from Visual Sounds. Under these conditions, the Visual Sound System Warranty shall become null and void and will be subject to our standard repair service policy. 7. Labor to de -install, transport, ship and re -install equipment which is no longer covered under the Manufacturer's Warranty or was not purchased from Visual Sound. AVsystems include many sensitive, costly devices. As such, the physica|environment inwhich they are placed bcritical to their performance, reliability and in some cases, validity of warranty. It is critical to successful completion of projects thatthese benchmarks be considered when schedules are compiled. Depending on the size ufthe project, it isnormal toexpect 5-10 business days from the time all of these conditions are met until the AV systems are completely tested, commissioned and are ready for turn -over and training. Spaces where 4Velectronics ammabeinstalled must meettheseconditions: • Any required support backing has been installed • Wall coverings other than paint have been installed and trimmed out around blocking and any in -wall connection boxes • Free ofconstruction dust • Free of paint oversp,ay • Cable pathways (core dh|h,poke-through devices, conduit, in -wall bad+boxes) must be complete • PmperACpower has been installed many location needing power • Network connections have been installed and are working • Furniture into which AV equipment is to be installed must be clean and completely assembled: o Tab|etopsmust besecured « Cut-outs for any table -installed access points must becompleted o Counter tops over credenzas must be in place and any penetrations be completed and free of dust Some exceptions to this include: • Installation nfceiling speakers • Installation ufpre-wire inceilings orconduit • installation of mounts (both for wail -mounted panels and ceiling mounted projectors • Installation ofin-ceiling screens solong asthe screen opening isprotected • Pre -wire for ceiling mounted microphones