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HomeMy WebLinkAboutRexburg City AV RFP V3 Updated (1.8.25 VLCM 3170)PROPOSAL Rexburg City Audio/Video Broadcast System RFP V3 City of Rexburg 35 N 1st East Rexburg, ID 83440 United States (208) 359-3020 Presented By: VLCM Revision: 1/9/2025 0 https://www.vlcm.com/ 852 E. Arrowhead Lane Salt Lake City, UT 84107 US 1-800-817-1504 https://www.vlcm.com/ Modified: VLCM-3170 SCOPE OF WORK April 25, 2024 City of Rexburg 35 North 1st East Rexburg, ID 83440 Dear Todd, I am writing to express our keen interest in the Audio-Video Broadcast System Request for Proposal (RFP) recently posted by the City of Rexburg. With our extensive experience and expertise in the field of audio video solutions, we are confident in our ability to meet and exceed your expectations. VLCM has a proven track record of delivering comprehensive and innovative audio video solutions tailored to the unique needs of our clients. Our team comprises highly skilled professionals with a deep understanding of the latest audio visual technologies and methodologies. We pride ourselves on our commitment to providing reliable, efficient, and cost-effective solutions to our clients. In response to the requirements outlined in the RFP, we have carefully crafted a proposal that aligns with your objectives and addresses the specific challenges facing your organization. Our proposal encompasses a range of services, system design, installation, integration, maintenance, and ongoing support. We are dedicated to delivering a solution that not only meets your immediate needs but also provides scalability and adaptability to future requirements. As you evaluate this proposal please keep in mind that we have designed this recommendation with ultimate flexibility in mind. While certain components will be required for the solution to function, others can be “value engineered” to provide a similar (but potentially less robust) solution for less money. We would welcome the opportunity, should you be confident in our abilities, to sit down and further customize the design with your input. We are confident that our proposal will demonstrate our capability to effectively address your audio video needs while delivering exceptional value and peace of mind. We welcome the opportunity to further discuss how VLCM can contribute to enhancing the City of Rexburg. Thank you for considering our proposal. We look forward to the possibility of partnering with you to achieve your audio video objectives. Sincerely, Nick Bell/Paul James VLCM (801) 951-8623 Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 2 of 17 * Price Includes Accessories Requirements Audio/Video Broadcast System The current A/V system is based on aging amplifiers and microphones along with a separate live broadcast streaming platform. Hardware Requirements Multiple Cameras to show Audience and Council Members that are auto positioning and tie into the PC for streaming •The VLCM response includes a camera at the front of the room (allowing remote participants to view the audience and presenter(s)) and a camera at the back of the room (allowing remote participants to view the front of the room, including the dais). Both cameras have PTZ capabilities with the ability to have multiple preset camera positions as well as that ability to “steer” the camera to via custom positions if desired. Ceiling microphones, gooseneck microphones with mute, handheld microphone, lapel Microphone The VLCM response includes 2 ceiling microphone arrays that will allow remote participants to clearly hear the discussions in the room. We believe the Shure MXA920 mic arrays that are quoted are the best in the industry and will ensure remote participants an audio experience similar to being live. Gooseneck microphones, with mute buttons and status LED’s, will be installed at each position at the dais. The microphones at the dais will allow for audio to be broadcast to the speakers in the room as well as to remote participants. VLCM anticipates re-purposing the City of Rexburg existing wireless handheld and lapel microphones allowing for audio to be broadcast to the in room speakers and to the remote participants from these units. Video wall connected to multiple computers to show files to audience •At the back side of the dais (where the city logo is currently located) VLCM has proposed a 110” video wall (wall will be composed of 4 x 55” displays that will work in tandem with each other to provide a single large display) that will allow the audience to view content that is shared to that device. Other options would be a custom direct view LED wall that would be a bit larger but would cost significantly more money, or projectors and screens at either the center of the dais (similar to the location of the proposed solution) or on either side of the center location. VLCM can be exceptionally flexible to meet the needs of the City. •VLCM was asked to remove this capability from the pricing. Small touchscreen tablets/monitors for each council seat to view presentations •Each station at the dais will have a Planar 24” display allowing them to see content that is being displayed to the video wall behind them. The ability to use the display to annotate to the presentaƟon is also shown in our proposal as an opƟon. The ability to annotate can be removed if it is cost prohibitive. •VLCM was asked to remove this capability from the pricing.In addition to removing the displays, VLCM has removed the annotation capability from this solution as well.Annotation capabilities were removed because our understanding is that the city wanted to annotate from these devices. With the screens being removed, council members would have nothing to annotate with. Crestron NVX “decoders” that would have been used for the touch screen connectivity have been Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 3 of 17 * Price Includes Accessories replaced by Crestron NVX “encoders” allowing city council members to connect and present via a laptop or HDMI compatible device. Control system to be able to broadcast live on zoom or other platforms seamlessly •A streaming device from Extron is included in the VLCM response. This device provides the city the ability to live stream meetings to platforms such as YouTube, Twitch, Facebook Live and others. The ability to record meetings can be added to this device if desired. VLCM has used this device for similar applications at ot Integrated recording light •VLCM has included a recording light at the back of the room (or wherever in the room it’s best seen) to ensure that participants that are in the room know when a meeting is being recorded. Multiple HDMI connectivity to allow outside presenters to tie into system •VLCM has included the ability for presenters to connect in the room at up to 3 difference locations (this is in addition to users being able to present from the “back AV room) and from 2 locations at the dais. Main control system will be in back room of council chambers and need a gooseneck mic with mute •In the back room, VLCM has included the following: An AV rack with the required controllers, processors, DSP’s, network switches, etc to power the system; a gooseneck mic with a 24” monitor that would allow a user to participate as if they were at the dais; a Creston 10.1” touchscreen allowing the person occupying this seat to be able to control volume, inputs, etc; the ability to connect a PC allowing this back room operator to launch and run meetings on platforms such as Zoom and Teams as well as giving them the ability to present content. In addition to this functionality in the “back room”, VLCM has provided the ability for up to 2 PC’s at the dais to be able to run Zoom and Teams meetings and present content. Finally, we have included 2 additional 10.1” touch screens (we anticipate 1 at the dais and 1 on a wall) allowing for room control (volume, source selection, etc). Training and Support Training for system administrators. •VLCM engineers will provide for up to 8 hours of onsite system training (this can be increased if desired) along with system documentation. Training will be around all aspects of the system functionality. VLCM will also provide 8 additional hours of remote training throughout the year that can be used as needed. On-going technical support and maintenance. •VLCM warranties all labor for the period of 1-year and passes along all manufacture warranty as is to the customer. Ongoing support agreements can be added after the first year. These support agreements will include things such as: remote support for the system and reduced rates for onsite support; a visit from a VLCM engineer each year to update firmware and give the system a general health check. Support agreements can be customized to include more or less and will be priced out according to what the City wishes to have. Installation The audio video system impacts virtually every department and employee at the City. Proposal includes and implementation and training schedule that mitigates the impact on City staff and their service to the community. VLCM is accustomed to working in “live” environments and we understand the need to be as clean and undisruptive as possible. We would anticipate the need to book the room for 1 week in order to get all the physical work done in the room (this will vary depending on what Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 4 of 17 * Price Includes Accessories functions/features the City decided to implement). All of our installers and engineers are trained and certified and preform the highest quality work. Simultaneously while we are installing the physical gear, our programming engineer will be programming the back end of the systems to ensure they function properly. All of this will be coordinated with the City and the VLCM project manager who will be dedicated to ensuring the project runs smoothly. Integration This system needs to be ADA compliant if possible. It needs to meet the standards for hearing and deaf participants and the ability in real-time to translate into foreign languages such as Spanish. Ideally, the ADA portion would be portable so it can be used in other venues. Elaborate on how your proposed system will integrate with existing systems, hardware, and specify what will be replaced and what will remain. VLCM has included an option for assisted listening devices/applications from Listen Technologies, who is an industry leader in meeting ADA requirements. VLCM was asked to remove this capability from the pricing. Maintenance and Support Describe your recommended maintenance and support services if any. Include details to response times and after-hours availability. Include pricing for multi-year contracts. Response times are as follows: o Critical issues- response within 2 hours o Major issues- response within 4 hours o Minor issues- response within 8 hours The specific issues will be delineated between the City and VLCM upon signing a maintenance agreements. The aforementioned response time serves as a standard guidline. Resolution times are as follows: o Critical issues- 8 hours o Major issues- 24 hours o Minor issues- 48 hours The indicated resolution times may not always be achievable. Situations involving hardware malfunctions, software updates, network issues, or other factors beyond VLCM's control may necessitate extended resolution periods. Estimated pricing is as follows: o Platinum Support $14,000/year o Gold Support $10,000/year o Silver Support $5,000/year Price is a direct function of the equipment installed and as a result, exact maintenance and support pricing would be calculated upon final design. Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 5 of 17 * Price Includes Accessories VLCM’s Audiovisual Team Dwayne Crawford AV Project Manager I am the project manager for the AV team at VLCM, where my role is to support the installation and engineering teams in delivering successful outcomes for our customers. Additionally, I contribute to the advancement of our VCT professional services group by assisting the senior leadership team. With over a decade of hands-on experience as an audio engineer, I bring expertise in various domains such as commercial, home, and studio installations, studio and live audio mixing, as well as programming and optimizing DSP systems for commercial use. Additionally, I have a background in project management within industrial automation, overseeing extensive new construction projects for major retail corporations. Outside of work, I enjoy traveling with my family, exploring the outdoors, and playing the guitar. Originally from Atlanta, GA, I made the move to Salt Lake City, UT over 15 years ago after falling in love with the area during a visit with friends, and I've never looked back since! Chris Ishoy AV Engineer I am a Silver Certified Crestron Master Programmer and Certified Technology Specialist in Design (CTS-D) working as an AV Engineer for VLCM. Working in the AV industry for 25 years I have proven success in implementation and deployment of complex projects while improving customer relationships. I’ve programmed Crestron integrated room systems and/or multi-floor facilities for clients such as Cisco, Microsoft, Adobe, Pfizer, Bloomberg, Standards Bank trading floor, IBM, Ernst & Young, USA Networks, Bank of America, Deutsche Bank, Wharton School Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 6 of 17 * Price Includes Accessories of Business, Harvard, MIT, FBI, US Navy, NYPD, Michael Kors, Aria Casino, SolarWinds, Etsy.com, The University of Utah, Harvard Business School, The Carlyle Group, Comcast, and many others. I am a songwriter and music producer in my spare time. My original songs have aired on Inside the NFL, HBO, NHL on Fox, Saturday Night Live, NBC Movie of the Week, and other worldwide syndicated shows. Jared Greenwald AV Engineer Hello, I'm Jared Greenwald. I was born and raised in Utah and currently live in Morgan. I have been in the industry for just over 20 years. I started in high-end audio and evolved into home automation, where I transitioned into programming Crestron systems 15 years ago. Since then, I have been working on both residential and commercial system programming, specializing in DSPs like Biamp and BSS. I also hold certifications in Vantage and Lutron lighting. I've been married to my wife Jamie for 22 years, and we're blessed with two wonderful children, Kiara (19) and Kelton (17). Outside of work, you'll often find me and my family camping, four-wheeling, and snowboarding, traveling, and just spending time with my family. Mike Patterson AV Design Engineer For over 12 years, I've been weaving my A/V magic, transitioning from the residential to the commercial scene. Before joining VLCM, I honed my skills in Electrical, Structured Cabling, and Civil Engineering, even pioneering a pre-construction department. From boardrooms, arenas to auditoriums, I've installed, configured, and optimized systems, leaving my mark on notable projects like the Hale Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 7 of 17 * Price Includes Accessories Theater and the Delta Center. As an installer, engineer, and a brief programmer, I've worn many hats, ensuring every space I touch is a realm of seamless A/V excellence. Let's bring our customers vision to life, one pixel at a time. Blayne Smith AV Engineer With over 13 years of experience in commercial Audio-Visual (AV) systems, I've contributed to diverse projects across multiple sectors, including college campuses, churches, and tech companies. My expertise encompasses installations ranging from intricate, large-scale systems to smaller conference rooms and LED video walls. Holding the respected Certified Technology Specialist (CTS) certification, I prioritize maintaining professional standards and delivering high-quality results. I'm genuinely passionate about staying updated on technological advancements in the field, as I believe in the value of continuous learning and growth. This commitment ensures that I remain adept at integrating the latest innovations into my work, ultimately enhancing the AV experiences I create. Outside of work, I enjoy spending quality time vacationing with my wife and two daughters, as well as pursuing my passion for hunting. Justen Fedder AV Engineer I started my career as a technician in the entertainment industry in 1996. Spanning just shy of 18 years, I worked in all disciplines of stagecraft with the last eight years as an audio engineer. After moving to Utah in 2013, I transitioned to commercial AV and have been in the industry for the last 10 years. I have experience installing AV in several college campuses, church buildings, and tech companies involving very complex building wide systems down to small conference rooms, and LED video walls. I have earned the industry standard CTS Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 8 of 17 * Price Includes Accessories certification as well as various industry and manufacturer certifications. I enjoy learning new things, being outdoors, photography, playing music and hanging out with family and friends. Jason Turner AV InstallaƟon Engineer I have been working in the commercial AV industry for 6 years. I have experience installing in higher education, technology companies, and many other commercial settings. I have a lifetime of fascination and love for technology. Outside of work I love standup comedy great food and learning new things. Certifications •Absen Certified Engineer •Audinate: Dante Level 1 •Audinate: Dante Level 2 •Biamp Certified Level I •Certified Technology Specialist (CTS) •Crestron Core •CTI-CSD •CTS-D(Avixa) •DMC-D-4K •DMC-E PRE •DMC-E-4K •DMC-T •DMC-T-4K •Essentials Of Crestron Programming •Lutron Lighting •Networking Technology Online(Avixa) •NVX Design and Applications •Q-SYS Certified Level I •Shure Wireless Basics •Silver Certified Crestron Master Programmer •TesiraForte Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 9 of 17 * Price Includes Accessories •Tessira 101 •Vantage Price Includes o VLCM providing and installing the equipment listed in the proposal below. Price Assumes o Network with internet and power are in place and functioning at project site. o Work to be performed during normal business hours (M-F 8:00AM to 5:00PM) unless otherwise specified and excluding holidays. o Travel costs included in this quote are for budgetary purposes only. Actual travel costs will be included as part of the final invoice (receipts to verify travel are available upon request). o Shipping costs included are for budgetary purposes. Actual shipping costs will be included in the final invoice. o VLCM agrees to receive and stage all materials until the project start date. o If customer cancels the order after materials have been received by VLCM, customer agrees to pay for any materials that cannot be returned. o If VLCM has received materials that can be returned, customer agrees to pay restocking fees, handling fees and applicable shipping charges. o Any unforeseen changes in site conditions may result in a price increase. Exclusions Customer Responsibilities o Customer shall provide a contact person to serve as an overall project liaison with the VLCM and shall be available to coordinate scheduling of activities, relay technical questions and answers, and escalate issues as needed. o Availability of other customer personnel or groups shall be made available to VLCM as is required by the project. o Proper electrical power will be made available along with the appropriate rack space (unless VLCM is providing racks) and cooling for any physical equipment. o To avoid any access limitations due to facility security, Customer will provide access to areas relevant to the project. o Customer will notify VLCM in writing of any potential safety or health hazards that may exist at the site and provide any safety procedures to be followed during the project. Project Change Order Procedure o Any changes to the scope of work or assumptions reflected in this Statement of Work may result in changes to VLCM pricing and/or project schedule. Work requested by customer and performed by VLCM that is outside the Scope of Work outlined here, or any work requested to be performed in addition to the above stated will be invoiced separately. If additional effort beyond the scope of this project is required, VLCM will furnish a new estimate and will continue work, subject to availability of material. Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 10 of 17 * Price Includes Accessories Turn-Away Fee o A site not ready turn-away fee of $200.00 per tech/engineer will apply when the project site is within 40 miles of VLCM’s Salt Lake City office. o A site not ready turn-away fee at normal billing rate per tech/engineer will apply when the project site is beyond 40 miles of VLCM’s Salt Lake City office. Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 11 of 17 * Price Includes Accessories Unassigned $0.48Vertical Cable 166-251/P/BL CAT6 Plenum Rated Cable (Blue) 1 $1,500.00VLCM Miscellaneous Hardware 1 $250.00VLCM Shipping Shipping & Handling Estimate (actual amount will be billed) 1 $6,000.00VLCM Travel Related Expenses (airfare, hotel, per diem, etc.). Price May Change Based on Options City Elects to Move Forward With. 1 $480.00Windy City Wire 16 AWG 2 Conductor, 19x29 Strand, Bare Copper Non-Shielded Plenum Speaker Cable [Black] 1 $8,230.48Unassigned Total City Council Inputs $156.00C2G 757120541721 3M USB 3.0 A Male To A Male Cable (9.8Ft) 12 $46.44C2G 757120544630 HUB USBA to 4xUSBA 2.0 W/5V2A Power 2 $6,851.53Crestron Electronics 6511506 * DM NVX 4K60 4:4:4 HDR Network AV Encoder 7 1 Meter B6 Series 4K Ultra HD Premium Certified High Speed HDMI® Cable with GripTek™ 7 SnapAV B6-4K2-1 $7,053.97City Council Inputs Total Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 12 of 17 * Price Includes Accessories Room HDMI Inputs 1 Meter B6 Series 4K Ultra HD Premium Certified High Speed HDMI® Cable with GripTek™ 1 SnapAV B6-4K2-1 $978.79Crestron Electronics 6511506 * DM NVX 4K60 4:4:4 HDR Network AV Encoder 1 $978.79Room HDMI Inputs Total Live Streaming $3,920.00Extron 60-1595-01 SMP 111 - Single Channel H.264 Streaming Media Processor 1 $168.99Sandies SAND-340-REC-24 Model 340 Recording Light 24VDC with LED Strip 1 $4,088.99Live Streaming Total Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 13 of 17 * Price Includes Accessories Room Video $978.79Crestron Electronics 6511507 * DM NVX 4K60 4:4:4 HDR Network AV Decoder (For Video Wall and Projector) 1 1 Meter B6 Series 4K Ultra HD Premium Certified High Speed HDMI® Cable with GripTek™ 1 SnapAV B6-4K2-1 $2,079.00Crestron Electronics HD-USB-2000-C 4K HDMI® & USB over HDBaseT® Extender 2000 2 $2,146.16Lumens VC-B30UB * HD PTZ Camera, Black 2 Mounting Bracket for PTZ Camera, Black 2 Lumens VC-AC03B $5,203.95Room Video Total Control $1,485.00Crestron Electronics 6511816 4-Series Control System 1 $2,156.81Crestron Electronics 6510821 10.1" Tabletop Touch Screen, Black Smooth 1 $3,641.81Control Total Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 14 of 17 * Price Includes Accessories Back Room Displays $1,551.27Crestron Electronics 6511006 * DM NVX 4K60 4:4:4 HDR Network AV Encoder/Decoder 1 1 Meter B6 Series 4K Ultra HD Premium Certified High Speed HDMI® Cable with GripTek™ 1 SnapAV B6-4K2-1 $410.15Planar PCT2495 24" Full Hd Resolution Lcd Touch Screen Desktop Monitor 1 $1,961.42Back Room Displays Total General Audio $3,448.13QSC Q-Sys Core 110F V2 Unified Core with 24 local audio I/O channels, 128x128 total network I/O channels with 8x8 Software-based Dante license included, USB AV bridging, dual LAN ports, POTS and VoIP telephony, no GPIO, 16 next-generation AEC processors, 1RU. 1 $3,448.13General Audio Total Audience Mics $8,192.60Shure MXA920W-S Ceiling Array Microphone 2 $8,192.60Audience Mics Total Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 15 of 17 * Price Includes Accessories City Council Mics $2,920.00QSC FG-901489-00 Q-SYS Peripheral Providing 4 Mic/Line Inputs 4 $2,402.40Shure MX412S/N 12" Gooseneck Condenser Microphone, Attached Preamp with XLR, Shock Mount, Flange Mount, Snap-Fit Foam Windscreen, Mute Switch, LED Indicator (NO CARTRIDGE) 12 $722.40Shure R183B Black Omnidirectional Cartridge for MX- (Microflex®) Models and WL183 12 $6,044.80City Council Mics Total Project Subtotal:$48,844.94 Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 16 of 17 * Price Includes Accessories PROJECT SUMMARY $48,844.94Equipment: $26,863.70Labor: Grand Total: $75,708.64 Date Patrick Jackson Date VLCM Client: Contractor: For Terms and Conditions, please go to this link: https://www.vlcm.com/terms Quote Valid for 30 days Terms of this agreement are 50% down payment with the balance due as determined by the preset terms on your VLCM account. VLCM may require progress payments for any project with a duration of greater than 90 days. Signature below indicate acceptance of this proposal and acknowledges agreement to the terms and conditions found on the hyperlink above and the Scope of Work included in this proposal. Payment Schedule Amount Due Date Initial Deposit $37,854.32 Progress Payment $0.00 Progress Payment $0.00 Final $37,854.32 Rev.0 Rexburg City Audio/Video Broadcast System RFP V3 Project No : VLCM-3170 1/9/2025 Page 17 of 17