The City of Oxford seeks to upgrade the audio/visual (A/V) and technology equipment used in the Oxford City Hall Council Chambers to enhance the audio and video quality to support public meetings, presentations, court proceedings, public events, and virtual participation. This project includes installing equipment in the council chambers to upgrade the existing audio video system and adding new features such as video conferencing, multiple presentation positions, and recording. Proposals should include any and all items to create a functioning turnkey system as described herein, including repair of any building elements that are damaged or destroyed during audio/visual installation. The successful bidder will be responsible for becoming familiar with existing site conditions and shall provide professional design services and shall give consultation and advice to the City during the performance of services. TASK I: DESIGN A/V SYSTEM Evaluate the existing systems, and design a fully-functional A/V system upgrade utilizing current industry standards. Below is information about the room to be addressed, including equipment needs already identified and some system configuration details for the existing system. The proposer should offer a plan that includes the referenced equipment needs and bridges connectivity gaps to provide improved functionality. See attached A/V design diagram included in Exhibit A. VIDEO PRESENTATION Existing projection - the existing main display in the room is a ceiling-mounted projector and drop-down electric projection screen. The projector and ceiling mount is to be removed, and the projection screen abandoned in place. Main Displays – new main displays will be (2) 98” displays placed on the front wall behind the dais. Gallery Displays - A 65” gallery display will be added to each side of the room for audience viewing – (2) total. Dais Displays - On the dais are existing 24” monitors for city council members to view content – these will be replaced with (8) larger monitors and upgraded with HDMI and USB-C inputs. Video Inputs – (1) video input from each podium, and (1) video input from the dais to be HDMI or USB-C for presenting. Wireless Presentation - provide a wireless presentation system that allows council members and the podium to wirelessly share content from laptops or mobile devices...
