The City has received questions regarding the recently distributed RFEI - CPM Council Chambers A/V System Replacement Answers have been provided below supporting documents and photos have also been provided The time frame for design and installation is extremely short and will be very difficult to get all components on time for the completion of August 31 2013. Is there any way that the award and contract can be completed by July 19 th so that there is more time to complete the contract? This doesn t warranty either that the project could be completed by August 31 st but will help. A. The decision will be made as soon as possible after closing July 17th Please provide floor plans and elevations with device locations of the council chamber, overflow area, conference room and head end room? We need the distances to determine if HDMI extenders are needed and have a sense of the rooms layouts. Millwork details will also be very useful. A. See attached document & photos Please arrange for a site visit to review the areas, installation requirements and pathways for cabling? A. Site visit on request Please contact Martin Brown 604 460 6706 Please provide As Built drawings of the existing installation? We need detail information of the equipment that will be reused. Speakers, projector specifications etc A. As built drawings not available As existing equipment is analogue it is assumed that very little will be reused Speakers in council chambers may be reused Current system distributes video to each council seat this is not a requirement in Phase 1 City staff will be removing the video distribution system to each council seat There are many phase 1 infrastructure components that will only be required if phase 2 and 3 will go ahead. Can those components be added as needed as phases take place? This won t initially comply with the minimum requirement listed but will be expandable as the consequent phases are implemented. A. Phase 1 must support future implementation of Phase 2 & 3 Are the council chamber and the conference room AV systems standalone with their own gear and control? Or a single system with an unique control? What is the purpose of bringing an audio feed from the conference room to the council chamber system? A. Single system preferred. Bringing the conference room audio to the council chamber system supports use of overflow area and feed to Granicus encoder What are the technical AV requirements for Granicus and Shaw feeds? Are they taking the feed provided and install their own gear? A. Analogue audio and analogue video from city systems fed to SHAW and produced with live video captured by SHAW Production analogue video fed to Granicus encoder currently place Phase 3 will provide digital audio video to Granicus encoder #113231v1
What is the existing projector s native resolution and aspect ratio? Brand and model are required. Do we need to reinstall it or relocate it? A. EPSON G5750WU http://www.epson.com/cgi bin/store/jsp/product.do?bv_usebvcookie=yes&sku=v11h345920 No reinstall or relocate The existing projection screen is 4:3. It is requested an upgrade to 16:9 (Computer format 16:10 will be better) Do you want a manual or motorize screen? What size? Mounting details? Flus or surface, wall or ceiling? A. Modifications to existing screen for wide screen projection only see attached photos of current screen Are you looking for Commercial grade monitors or consumer grade TV? There is a big price difference. What is the required size? Price difference between 60 and 80 inches is big. Are they wall, ceiling or table top mounted? A. Quote 80 Consumer Grade Viewing distance approx 30 ft Wall Mount For the control console do you require touch screen or keypad? Depending on the number of system to control a touch screen will be better. A. Vendors discretion Please confirm the devices and functions to be controlled by the control console. Turn all system on and off, select the audio and video sources, turn on and off the 3 displays, control motorize screen, turn on and off the Granicus and Shaw feeds, etc.. Is this console must be capable of controlling Phase 2 and 3 systems or will it be a separate control system? A. Phase 1 Council Chambers control a. Council chambers main volume b. Overflow volume c. Select input HDMI source audio video (mixed with voice audio) d. Projector on off e. Large flat panels on off (if function available on consumer grade flat panel display) Phase 2 Conference room control a. Conference room main volume b. Overflow volume Phase 3 AV integration required Separate console for production Specifications for final design to be defined in consultation with City staff We don t see in the tender documents are requirements for old legacy equipment connections such as VGA inputs. We don t see inputs for a potential visitor presenter that may bring their own laptop. A. None required Are the wireless mics part of a proper conferencing system or standalone wireless microphones constantly open to the users. With a conference system the chair will control who speaks and in #113231v1
which order and multiple conversations won t happen. With an open mic system everybody can talk at the same time. An optional portable wireless conference system could be used in the council chamber and in the conference room without buying two different system. (Not at the same time) A conference system can also provide recording for minutes and voting control. A. Separate open mic systems for Council Chambers and conference room Please determine the exact number of microphones required in the council chambers and in the conference room. A. 15 Are there any video displays in the conference room? A. EPSON G5750WU projector Integration to AV system for Phase 3 only Please provide specifications on the cameras planned to use in both areas? How will the PTZ will be controlled and by whom? Is this intended to be a video system with broadcasting production specifications or plain cameras. Where does the cameras of the conference room will be displayed? Please expand on the overlay capabilities and the operational resource requirements. A. All cameras will broadcast live stream to web via Granicus All Cameras may broadcast via SHAW DA conversion required Staff member PTZ and switching control (simple operational requirements to be determined in consultation with City staff) Intro and Title overlay see Council video on City website http://www.pittmeadows.bc.ca/en/main/cityhall/625/granicus.html Who is responsible of the physical modifications of the room and furniture to accommodate the new systems? A. Vendor Major physical modifications should not be required Is there an existing head end cabinet that we could re use? Please provide specifications and location. A. See attached photo Regards Dave Philp Business Analyst, IT Coordinator City of Pitt Meadows 12007 Harris Road Pitt Meadows, BC V3Y 2B5 Phone: 604-465-2494 Mobile: 604-812-7799 PittMeadows FaceBook YouTube CouncilMeetings #113231v1
#113231v1