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Request for Proposal Town of Monument - Council Chamber Technology and Audio-Visual System Upgrade Background The Town of Monument invites qualified vendors to submit proposals for the assessment and enhancement of the technology and audio-visual (A/V) systems within the Town Council Chamber. The objective is to upgrade the current systems to ensure efficient, user-friendly, expandable, and state-of-the-art technology solutions for councilmembers, town employees and guests. History It is crucial to provide some background on the need to improve our council chamber’s technology. As the Town of Monument continues to grow, we are seeing increased attendance, both in person and virtually. The council chamber’s current technology is lacking efficiency and automation, leaving council session attendees with a less than positive experience. For instance, the audio quality may be poor, the video may be blurry, and the lighting may be inadequate. To address these issues, it is essential to upgrade the chamber’s technology to meet the needs of the attendees. Additionally, it is critical that the town brings all chamber technology in complete compliance with the Americans with Disabilities Act (ADA) requirements. This will ensure that all attendees, regardless of their disabilities, can participate in council sessions without any hindrance. Software The Town of Monument will be using CivicPlus Live Meeting as the agenda management and meeting management software solution. Scope of Services The vendor will be responsible for: A. Environment Assessment Evaluate the current amplifying, audio, and microphone systems. ---PAGE BREAK--- Assess the current audio microphones on the dais, guest podium and other key positions. Analyze the current A/V system for improved positioning and visibility. o This includes Cameras and ceiling mounted speakers Access continued usability of Ceiling mounted Monitors (2 - Vizio – M556-H1) Provide feedback on the potential reuse of existing technologies. B. Enhancements Equip each dais position (10) with microphones featuring noise-canceling capabilities. Additionally, equip director positions with microphones featuring noise-canceling capabilities. It is preferred these microphones are wired. Set up a countdown digital display visible to the speaker at the guest podium. Provide an additional countdown digital display in view of the Town Council and Town Management. A digital name display solution on the dais for 7 positions on the dais. Improve current camera system with multi-camera view that can auto-focus on the speaker. Provide a mobile solution if the Town Council meeting needs to move to an alternate location. This would include - Travel Case - Microphones - Cameras - Display Solution (Projector/Screen or Rolling Monitors) ADA solution that provides audience attendees with a solution to hear the meeting audio. Provide assessment, labor and materials support on the installation/connectivity of 7-Micro PCs, 7-22inch Touch Screen monitors and wireless Keyboards on the dais. C. Additional Requirements All equipment should have a wired connection where possible with a minimum of 1000 MBps. ---PAGE BREAK--- Design, support, and implement all technology equipment, including monitors, projectors, microphones, touch screens, digital displays, projector screens, and amplification systems. To ensure a smooth transition to the new solution, it is recommended to dispose of any current technological equipment that will not be utilized. If any of the hardware being removed can be resold, it is advisable to provide estimates of purchase costs. Provide comprehensive documentation on the use and maintenance of technological equipment. Offer at least 1 year of post-installation support with a clear service level agreement, including response and resolution times. D. Tentative Procurement Schedule June 12, 2024 RFP Release Date June 20, 2024 Bidders Conference, Town Hall Council Room – 1pm (645 Beacon Lite Rd. Monument, CO 80132) June 26, 2024 Deadline to submit questions in BidNet (bidnet direct) June 28, 2024 Response to questions will be posted on BidNet (bidnet direct) July 8, 2024 Proposals due no later than 4:00pm MDT July 15, 2024 Recommendations briefed to the Town Council E. Submission Guidelines Proposals must include: A comprehensive plan for the assessment and enhancement of the A/V systems. A detailed timeline and budget. Qualifications and experience with similar projects. Client references. F. Evaluation Criteria Proposals will be evaluated based on: Understanding of the project requirements. ---PAGE BREAK--- Quality and feasibility of the solution. Experience and past performance. Cost-effectiveness. ---PAGE BREAK--- F. Submission Instructions - Proposals must be submitted via email, clearly identified with the RFP title and the word “Submittal” or “Proposal” in the email subject line, with all attachments, no later than the date and time indicated in the Schedule above, to: Will Williams, Director of Information Technology Town of Monument, Colorado Email: [EMAIL REDACTED] - All proposals must be submitted in Microsoft Word or PDF format. - Submittals without the proper subject line identification may be considered routine emails and may not be considered. - Proposals received after the deadline indicated above will not be considered and will be rejected for lateness. The Town of Monument reserves the right to reject any or all proposals. We thank you for your interest in contributing to the enhancement of our Town Council Chamber.