CITY OF HAMLET

AUDIO, VIDEO, AND SOUND SYSTEM UPGRADE CITY COUNCIL CHAMBERS BID PACKAGE

CONTENTS: Bid Notice Instructions to Bidders Project Description, Scope of Work, and Specifications Bid Form / Submittal Information Appendix: Project Area Photos

For questions concerning bid procedures, contact Tammy Kirkley, City Clerk at (910) 582-2651 or tkirkley@hamletnc.us. For questions concerning specifications, contact Gerald Adams, IT Coordinator at (910) 582-2651 or gadams@hamletnc.uc.

INVITATION FOR BIDS

AUDIO, VIDEO, AND SOUND SYSTEM EQUIPMENT AND INSTALLATION:

CITY COUNCIL CHAMBERS

The City of Hamlet is seeking sealed bids for the purchase of audio, video, and sound equipment and installation services at Hamlet City Hall, located at 201 W. Main St., Hamlet, NC 28345.

A complete copy of the specifications and services needed is available at Hamlet City Hall in the Administration wing at 201 Main Street, Hamlet, NC 28345 and on the City’s website www.hamletnc.us. All bids are to be sealed and clearly marked "Bids Enclosed: City Council Chambers Equipment and Installation" on the outside of the envelope. The City of Hamlet reserves the right to reject any and all bids. IFB Contact: Tammy Kirkley at tkirley@hamletnc.us. All sealed bids to be considered must be received at the above address no later than 12:00 pm EST, on Friday, October 7th, 2016, at which time a bid opening will be held. The City of Hamlet is an equal opportunity employer and encourages bidding by small, minority, and female-owned contractors; does not discriminate on the basis of handicap status; and also encourages the use of available job training programs.

INSTRUCTIONS TO BIDDERS.

1. F.O.B.: All prices covered by this proposal will include all costs incurred to the City of Hamlet for this project.

2. Acceptance and Rejection: The City of Hamlet reserves the right to reject any or all bids in whole or part, to accept or reject any items in the bid, and to waive any informalities and accept any bid deemed in the best interest of the City of Hamlet.

3. Manufacturer's Name: Any manufacturer's name, trade name, brand name, information and catalog numbers used herein are for proposes of description and establishing general quality levels. References are not intended to be restrictive of any products that manufacturer may offer. The determination as to whether any alternate product or service is equal shall be made by the City of Hamlet and such determination shall be final and binding among all bidders.

4. Specifications: Any deviations from bid specifications indicated herein must be clearly stated, otherwise, it will be considered that items offered are in strict compliance with the specifications, and successful bidder will be held responsible. Deviations must be explained in detail. *All equipment and products that deviate from specification in this document must be considered to be of better quality or as equal to the quality of the item listed in the specifications.

5. Performance: Efficient service is essential to this contract. Therefore, if determined that the holder of the bid is unable to meet delivery within a reasonable amount of time, it may become necessary to make procurement from other bidders or suppliers.

6. Insurance: Certificate of Insurance and/or Workers Compensation must be furnished where applicable.

7. Submittal: Hand deliver or send all materials by mail clearly marked sealed bids to Hamlet City Hall at PO Box 1229, Hamlet, NC 28345. Interested bidders may also submit electronically by email to tkirkley@hamletnc.us no later than 12:00 pm EST, on Friday October 7th, 2016.

PROJECT DESCRIPTION

BACKGROUND

About the City of Hamlet and City Organization

Located 80 miles southeast of Charlotte, NC, is home to nearly 6,500 active and engaged residents who enjoy a premier quality of life in a dynamic City with small town charm.

Project Summary

The City of Hamlet invites qualified vendors to submit responses to this request for bid proposals for upgrades to the audio, visual, and sound system in our City Council Chambers. Through this process, the City is requesting qualified firms to assist with upgrading the City’s current Council Chambers with upgraded audio, visual, and sound system equipment that will replace the current presentation and broadcasting equipment.

Project Goals:

Installation and implementation of designed audio, video, and sound system solution into the existing City Council Chambers

Improved video display and recording capabilities

Improved audio capabilities

Improved reliability

Increased efficiency capturing voting records and recording decisions

Current City Council Chambers Configuration

Project Area Description

The City Council Chambers located in Hamlet City Hall, is the facility where elected officials, City staff, and the public meet to conduct official City business. The primary use of this facility is to host regular and special City Council meetings, informational meetings, committee meetings, and Planning Board Meetings. Another use of this facility is as a meeting center for other City meetings.

The Council Chambers is approximately 24 feet wide and 45 feet long with a maximum height of 9’1” feet. The room includes a dais for the City Council located in the back at the west end of the room with seating for six (6) people. The ceiling is 7’10” feet tall from the dais. Also included in the room is one staff table centered in front of dais which seats up to four (4) staff members. Audience seating begins towards the center of room and is split by a center aisle. The audience seating area has room for approximately forty (40) people and also includes a speaker’s podium.

SCOPE OF WORK/SPECIFICATIONS

Video

2 or more mounted PTZ High-Definition (1080) cameras – one facing the dais from roughly the center of the room. The other mounted to face the sidebar and the podium area. Camera group must be capable of filming all areas of the council chambers room.

2- 65” wall-mounted LED HD commercial displays

Displays will be wall- mounted on articulating wall mounts at specified points within the council chamber room

1-copy stand installed at the sidebar capable of feeding input to the control unit. Unit to be something similar to WolfVision VZ-8 or similar quality device.

1 laser projector- 4100 lumens or thereabouts- installed from ceiling and all necessary brackets and hardware. The wiring from this will feed into the control unit in the control room.

1 electric, automatic drop-down projector screen; recess-mounted opposite of the projector on side wall, measuring roughly 5’ x 8’.

Input port for both audio and video, slideshow, DVD video, etc. at sidebar. This will include VGA, HDMI, and wired microphone ports at a minimum.

Audio

6 gooseneck-style microphones with bases installed at dais. 4 gooseneck-style microphones with bases installed at sidebar. 2 movable, wired microphones at a movable table opposite of the sidebar tables. 1 wireless microphone at podium. 1 wireless microphone capable of being used in audience. Receivers and transmitters for all wireless signals and allow for future expansion.

Audio ports/jacks installed at sidebar and on opposite side of room roughly under projector screen for connecting wired microphones.

8-10 ceiling- mounted speakers mounted throughout room to completely cover room with quality sound.

All speakers and microphones to be automatically controlled by Audio DSP or equivalent to prevent feedback, control sound levels, balance, and other sound issues.

Individual audio channels shall be controlled with a touch panel or some comparable means.

Controls

All equipment to be controlled from adjacent room when filming. Equipment will also be capable of being used with in-room presentations when not filming. Controls or other method must be provided to prevent use of using improper equipment for the type of use.

Control unit capable of controlling, recording, and storing multiple audio, camera feeds and other inputs, such as Skype video, DVD/Blu-Ray, Cable/Satellite TV, simultaneously with room for future expansion.

Tricaster or some comparable equipment to control the equipment will be installed in control room. All video and audio feeds must be recorded simultaneously and stored for later editing.

Multiple displays for using and controlling all equipment from a rack-type control center capable of being secured. Racks, stands, mounts necessary for proper use of control room equipment is to be included.

All equipment, hardware, wire, etc. must be new. No used, refurbished, etc. equipment shall be used. All equipment, hardware, etc. in this project will be purchased out-right. No leasing of any equipment is allowed.

All non-electrical wiring and mounting to be done by bidder. If electrical wiring is not to be done by bidder, it must be clearly stated in bid. All wiring must be either run within walls or within unobtrusive, surface-mounted raceways, preferably within walls. All cabling is to be labeled at both ends.

Training must be provided on-site for all equipment once all equipment is completely installed and working. Training will be for up to 3 people for a minimum of 6 hours.

Project is “turn-key”. No alterations, work-arounds, or “fixes” will be done by the City to complete the project.

The following is an itemized list of equipment necessary for the project:

VIDEO SYSTEM 1 Vladdio Off-Set Drop-Down Ceiling Mount 1 ClearOne Wall mount for Camera 2 ClearOne PTZ camera - 12X optical zoom, full HD 1080p@60fps – USBk,HDMI, IP streaming and RS-232 control 2 Samsung 65" LED Backlit LCD Display 1 Sony WUXGA 4100 Lumen Projector 1 Chief Universal Projector Adapter 1 Chief 2 X 2 Plate 1 Chief 3" Down Support Pipe 2 Chief Large Display Articulating Wall Mount 1 Samsung WXGA 32" Display - Preview Monitor 1 Samsung Preview Monitor Stand 1 DaLite Electric Screen, 16:10, Matte White, 57.5" X 92" 2 Viewsonic 22" Control Room Monitor 1 WolfVision Copy Stand 1 Extron HDMI DA4 1 Kramer Transmitter 1 Kramer Receiver

AUDIO 1 Biamp Audio DSP with AVB. No AEC built-in. 1 Biamp 4 Channel mic/line input expander PoE+ 2 Icron CAT5e extender, 330 ft. 1 Phihong PoE injector 5 Extron Speaker Pair 2 FSR 75' HDMI Fiber Cable 1 Lab Gruppen E 4:2, 400 watt amplifier 12 Shure Supercardioid 18" Gooseneck Condenser Microphone with Base 1 Audio Technica Handheld Wireless Transmitter with Cardioid Dynamic Element 1 Audio Technica Rack-mount Digital Wireless System

2 Audio Technica Receiver unit for System 10 Pro Systems. 1 Audio Technica Microphone Desk Stand Transmitter 1 Audio Technica Gooseneck Microphone

CONNECTIVITY 1 Crestron 3-Series Card Interface 1 Crestron 3-Series Control Card 1 Crestron Presentation Switcher 4 Crestron DM Transmitters 4 Crestron DM Receiver

CONTROL 1 Crestron 5.7" Wireless Touch Screen Black Smooth w/Wired Tabletop Docking Station 1 Crestron lnfiNET EX and ER Wireless Gateway 1 Xantech IR Emitter for Blu-Ray 1 TPLink POE Switch for Control Panel 1 Newtek Tricaster Mini Editing Suite

RACK 1 MAP 18 Space Rack 1 MAP 9 outlet Rack Power Strip 4 MAP 1 RU Rack Blank 1 MAP Horizontal Lace Bars 2 Middle Atlantic 1 RU shelf

Information Required for Submittal of a Request for Proposal

Tax ID Number: __________________________ Representative Name: Title: ________________________________________ _______________________

Vendor Name: ________________________________________ Vendor Mailing Address: ___________________________________________________________________________ City State Zip Code Phone Number: ______________________________________________________________ E-mail Address: _____________________________________________________________

FOB, Hamlet

1. Total Cost of Project $__________________. (Please attach an itemized breakdown of individual play elements)

2. Estimated Installation/Completion Date: ________________.

I have read and understand the requirements of this request for this proposal and agree to comply except as noted. The proposed fee shall include all labor, material and equipment to provide the services as in this packet. Additional pages must be used to show detail of unit costs and options. Exceptions: Submitted by:

Date: _________________ (Signature of individual listed above)

Appendix: Project Area Photos

View of the Podium, staff table, dais from the front of the room where the audience is seated.

*View of the back wall, podium, and staff table from the back of the room in front of the dais.

*View of the front and side wall from the dais in the back of the room.

* This is a photo of one corner of the conference room adjacent to the Council Chambers, where the controls for the sound and video equipment will be located.

* The map above is from the construction blueprints and they depict the general dimensions of the Council Chambers and adjacent rooms.