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Home My WebLink About2/4/2015 - STAFF REPORTS - 2.O. �pALM Sp9 c v a <IF 1F CITY COUNCIL STAFF REPORT IL DATE:DATE: FEBRUARY 4, 2015 CONSENT AGENDA SUBJECT: COUNCIL CHAMBER, LARGE CONFERENCE ROOM AND BROADCAST STUDIO AUDIO VISUAL UPGRADE PLANS AND SPECIFICATIONS APPROVAL FROM: David H. Ready, City Manager BY: Special Projects Coordinator SUMMARY The proposed action is to approve the design and specifications and cost estimate for the replacement of the Council Chambers AV, Large Conference Room and Broadcast Studio. RECOMMENDATION: 1. Approve the Design, Specifications and Budget for the replacement of the audio visual systems in the Council Chambers, Large Conference Room and the Broadcast Studio and authorize bidding of the project. STAFF ANALYSIS: Staff has been working with Triton Technology to develop a design to replace the aging audio visual systems related to the Council Chambers, Large Conference Room and the Broadcast Studio. The basis of the design is the complete removal of the existing systems and replacement with state-of-the-art equipment that will improve the review process at public meetings as well as provide a much higher quality product when televising meetings. The system is being designed as a high definition system for both presentation and broadcast. Some of the highlights of the design are as follows: • Council Chambers Audio System includes the following: a) New Digital Signal Processor (DSP), which is an automatic audio mixer. The DSP controls the audio mixing, feedback and volume control of the system. This system will actually serve both the Council Chambers and the Large Conference Room. ITEM NO. — City Council Staff Report February 4, 2015 Page 2 Council Chambers AV System Upgrade b) New microphone panel that includes the microphone and speakers that allow the participant to adjust their individual volume. (There will also be a plug to allow headphones to be utilized if needed.) c) Assistive listening system that meets the current ADA requirements. d) Single wireless mic system that has the use of either a handheld or lavaliere type microphone. e) New speakers for sound reinforcement with enhanced speech intelligibility. • Council Chambers Video System includes the following: a) Flat panel wall mounted monitors that serve the council, staff and the audience. b) Wireless presenter system that uses USB wireless transmitter that is plugged into a laptop and can send the laptop display to be displayed within the presentation system. c) Inputs into the presentation system that include HDMI, VGA and analog audio located at the podium and the staff desk. d) A document camera allowing paper and other exhibits to be shown on the screens easily. e) Blue Ray/DVD player available for playback into the presentation system. f) Replacement of existing voting system with something similar. g) Control system to control the presentation system including source selection and volume control. • Broadcast and Production System: a) 4 High Definition robotic cameras in the Council Chambers. b) 4 High Definition robotic cameras in the Large Conference Room. c) New HD production switcher and character generator that serves both the Council.Chambers and the Large Conference Room production systems. d) Recording of HD video onto disc type storage device. e) Digital recording of audio for meetings and other events. f) New audio mixer that receives feeds from both the Council Chambers and the Large Conference Room. g) High Definition non-linear video editing system. h) Closed captioning is designed into the system but the hardware is not included in the budget. i) LED Lighting to light the Council Chambers for broadcast. • Large Conference Room: a) New audio system utilizing desktop wireless microphones to eliminate the maze of wires at the table. b) Assisted listening system that meets current ADA requirements. c) Wireless mic system that has the use of a handheld and lavaliere mic simultaneously. d) Addition of two 70" monitors with the use of the existing monitor. Da. City Council Staff Report February 4, 2015 Page 2 Council Chambers AV System Upgrade e) Blue Ray/DVD player available for playback into the presentation system. f) New Speakers for sound reinforcement. g) Control system to control the presentation system including source selection and volume control. • System Aesthetics: a) Wiring currently is running in many locations in the building, it will all be removed and replaced with new in the ceiling and in chases to keep it out of view. b) The large monitors in the dais area of the council chambers will be wall mounted with a finish mount that frames the monitor and hides the wiring. c) The audience monitors will be wall mounted on articulating arms. If the City Council accepts the design the actual bid documents would be compiled for bidding late spring so that the system could be installed in August of 2015. FISCAL IMPACT: The system as designed has an estimated cost of $616,231. Funding for this system upgrade is to come from Public Education & Government (PEG) access funds which may only be utilized for capital upgrades to the system. The current balance in PEG is $635,822 and projected to grow to $800,000 by the end of the current fiscal year. A budget appropriation will be brought forward at the time of bid award once actual costs are known. Rwqz� \ Allen . Smoot . Special Projects Coordinator David H. Ready City Manager Attachment: Schematics i�3 HDMI —HDMI °RYPLM SpP [ O �. Main Dais Interface Lobby Display Interface °•"'' HDB 90" Dais —CFE NET—* CFE Samsung Monitor —CFE NET—► ANLG VGA Lobby Monitor a HDMI AUD HDMI � `. IlIll Staff Display Interface Podium Interfacemm) 65" Staff HDB Monitor .ALM i P Podium HDMIe ANLG Popup AUD HDMI CFE PC Interface HDB Council Display Interface T` —CFE NETJ 65" Council Production Video HDMI Monitor �\ CFE PC at Staff Desk HDB � 16x16 Facility HD Matrix Switcher HDII ' HDB Chamber Bluray Interface HDMI �"p`M" �- c ' 'r �� HDMI—► .PIMJA ,. : �a4sort"� HDMI Left 1x2 HDMI DA Chamber Bluray InterfaceLM 80" Left Rear 9rip0.M`j Ceiling Visualizer atADA HDMI Left Chamber DiS la Irterface Monitor Display 80" Left Front Desk Monitor HDMI aV.iyp.�I�SM y 'lr ` Bluray/DVD in Chamber HDMI Right 1Dx2 HDMI HDM�� Right Chamber Display Interface 80" Right Rear Monitor 80" Right Front Monitor City of Palm Springs City Council Technology Upgrade Chamber Presentation System � v TRITON R IJ Concept by: Brian Rose 12 Wireless Gooseneck stations with Earphone jacks 4 DANTE Ceiling Access Point 1 Handheld Wireless X2 Microphone 1 8 Channel DANTE Bridge X2 Facility DSP 1 Bodypack TX 1 Channel—assisted Listening; 14 Channels-----*C Broadcast Production System_::, POTS Phone Line 1 Channel----*�— New PA System _,.> City of Palm Springs City Council Technology Upgrade Gt pplM ap4,. i TRITON Conference Room Audio System Concept V'Q<1F0 PN�: Concept by: Brian Rose _ 05 Council Chamber I Control Room PA-now Conference Room Presentation HDMI>HD-SDI /,y Conversion Switcher Aux Panel System Program Feed Council Presentation System HDMI>HD-SDI \ Program Feed Conversion Large Conference Room - - I4 I FILL 16 Channel Switcher KEY i Single Channel HD Character Generator I I Camera Controller City of Palm Springs City Council Technology Upgrade ALAI , TRITON Television Production System Inputs �°4t�coaN`% Concept by: Brian Rose 0!a 40�PALM SA4 �c CITY OF PALM SPRINGS MEMORANDUM ry �a * 411:^teo°q OR`9�Px CITY CLERKS DEPARTMENT � James Thompson, City Clerk TO: Mayor and Members of the City Council FROM: James Thompson, Chief of Staff/City Clerk DATE: February 4, 2015 SUBJECT: Item 2.0. Broadcast Studio Upgrades With respect to Item 2.0. on the Agenda (Broadcast Studio Upgrades), City Staff anticipated receiving the plans and specifications prior to the meeting for approval by the City Council along with authorization to bid the project. In the agenda packets is the schematic documents for the project, and City Staff has been informed the City will not receive the plans and specifications prior to the meeting. Staff is recommending this item be pulled from the consent calendar for a Staff update and any direction. Al Smoot, Project Coordinator, will be at the meeting to provide an update and respond to any City Council questions. City staff recommends the City Council receive and file the update, and I will place this item on the next City Council Agenda for approval of the plans and specifications, and authorization to bid the project. The revised action for the City Council is as follows: 2.0. COUNCIL CHAMBER, LARGE CONFERENCE ROOM, AND BROADCAST STUDIO AUDIO VISUAL UPGRADE PLANS AND SPECIFICATIONS APPROVAL: RECOMMENDATION: 1) Receive and file Staff update; and 2) Direct Staff to place the approval of plans and specifications, and authorization to bid on an upcoming City Council Agenda. o2/04,1 ZO15 -yTg;1..4 E.G