HomeMy WebLinkAbout08-20-2013 c7 council chambers audio upgrade
FROM: Wayne Padilla, Director of Finance and Information Technology
Prepared By: Steve Schmidt, Information Technology Manager
SUBJECT: COUNCIL CHAMBERS AUDIO UPGRADE
RECOMMENDATION
1. Approve a purchase order in the amount of $27,947 to Jensen Audiovisual to wire and install
14 digital microphones and the associated AMX audio control equipment.
2. Authorize the appropriation and use of funds from the Information Technology Replacement
Fund Equipment Budget to initially fund this project.
3. Authorize the transfer of Public, Educational and Government (PEG) to the Information
Technology Replacement Fund to pay for this expense.
DISCUSSION
The City Council Chamber’s aged microphone system is becoming very problematic. The current
microphones, wiring and associated audio control equipment was installed several years ago and is
nearing the end of its useful life. Microphone feedback frequently occurs causing a loud background
hiss which indicates that the microphone elements and wiring are deteriorating.
City staff asked Jensen Audiovisual (Jensen) to provide a solution for an upgraded audio system
that is easy to control, easy for the speaker to use and will greatly improve the listening experience
for the live and Channel 20 broadcast audience. Jensen previously handled the broadcast room
enhancement project and therefore is well qualified to address the audio needs of the Council
Chambers. Meetings were held with staff from Jensen attending along with staff from the City
Clerk’s office, Administration and Information Technology to demonstrate several audio systems.
The Sennheiser audio system (see attachment) is recommended for its ease of use, simple controls,
and superior sound quality.
The proposed system will seamlessly integrate with the existing AMX system currently in use in the
broadcast room. The new system will allow the City Clerk as well as the Broadcast Operator to
control (mute) any microphones in the room which will eliminate the ambient noise resulting from
an inadvertently departed open microphone. The system is also equipped with an internal twin
speaker system which will let the speakers better hear their own voice and will help to eliminate
issues related to loud and soft speech. Each microphone is also equipped with a conspicuous light
that indicates if the microphone is on or off.
In short, the new audio system will eliminate unwanted ambient noise, offer more control to the
City Clerk and broadcast operator and will greatly improve the sound quality for both the audience
in Council Chambers and the Channel 20 viewers.
Meeting Date
Item Number 8/20/2013
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Council Chambers Audio Upgrade Page 2
SOLE SOURCE JUSTIFICATION
Staff recommends sole source purchasing and installation from Jensen Audiovisual for the
following reasons:
• Jensen Audiovisual recently completed the broadcast room enhancement project. This project
upgraded all of the AV equipment in the broadcast room to the new industry standard. The new
system provides increased functionality for the broadcast operators as well as providing a more
professional viewing experience for Channel 20 viewers.
• Jensen Audiovisual is highly knowledgeable of the City needs and was the audiovisual vendor
that participated in the Emergency Communication Center project. They also have installed
audio visual equipment at Fire Station 1, Ludwick Community Center, Water Reclamation
Facility administration building, Corporation Yard, Bus Barn, Parks & Recreation, and the
Finance and IT conference room. Each of these installations conforms to the same City
standards which makes it much easier for staff to troubleshoot problems. Through this process
Jensen Audiovisual has acquired a great deal of knowledge and experience about the City’s
system and has helped make it more user friendly for both the operators and staff.
• Jensen Audiovisual has completed the recent broadcast upgrade project, replaced the character
generator and Nexus program scheduling equipment in the broadcast room as well as upgrading
the overhead projector systems in both the Council Chambers and Council Hearing room.
Jensen Audiovisual is currently under contract to maintain all of the broadcast room equipment
as well as other City audiovisual equipment. They have the ability to remotely access the
broadcast room equipment and have resolved many audio and video problems remotely over the
years. Their technicians have knowledge of the City’s existing equipment and the experience to
know what equipment needs to be upgraded to enhance the City Channel 20 broadcasts. Their
technicians have experience in the broadcast industry and are very familiar with commercial
broadcast systems.
CONCURRENCES
The City Clerk’s office, Administration and IT staff concur with the product selected as well as
contracting the project to the City’s audiovisual consultant, Jensen Audiovisual.
FISCAL IMPACT
In San Luis Obispo, Public Access Television is grouped with public, educational, and government
access television channels, by the acronym PEG. PEG Channels are typically only available on
cable television systems. The City is currently using PEG funds to purchase and maintain
broadcasting equipment and to pay for the cost of the broadcast operating staff.
Monies held in the PEG Fund will be transferred to the I.T. Replacement Fund in an amount equal
to the cost of the equipment being purchased. The purchase of this equipment represents an
allowable use of PEG monies.
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Council Chambers Audio Upgrade Page 3
The City receives approximately $7,000 per quarter, or $28,000 a year, in new government PEG
funds each year and currently there is a balance of $29,914 which is sufficient to cover the cost of
this audio upgrade request totaling $27,947.
ALTERNATIVES
1. Select a different vendor or send the proposal out to bid. This is not recommended. Jensen
Audiovisual is currently under contract to maintain the City’s broadcast room equipment.
Dividing responsibilities as to which vendor takes care of which part of the system would be
confusing and make it difficult to troubleshoot problems. Additionally, the vendor has extensive
experience working with the City’s broadcast system operators and staff and knows how to
make the system more user friendly for the operators as well as enhance the viewing experience
for citizens.
2. Do not move forward with this enhancement at this time. This is not recommended. The
operators and City Clerk will continue to have trouble efficiently using the current audio control
system and not moving forward with this project will result in further degradation of the Council
Chambers audio system.
ATTACHMENTS
1. Chambers Microphone Solution 7-16-13.pdf
2. SLO Mics.docx
T:\Council Agenda Reports\2013\2013-08-20\Council Chambers Audio Upgrade (Padilla-Schmidt)
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City of San Luis Obispo
Chambers Microphone Solution
Presented By:
210 E. Cota St.
Santa Barbara, CA 93101
P: (805) 962-0110
F: (805) 963-2543
CONFIDENTIALITY NOTICE: This message and all attachments are intended solely for the use of the intended recipient or entity and
may contain legally privileged and confidential information. If the reader of this message is not the intended recipient, you are
hereby notified that any reading, disclosure, dissemination, distribution, copying or other use of this message or any attachments is
strictly prohibited. If you have received this message in error, please notify us immediately by replying to the sender of this message
and delete this message and all attachments, including all copies or backups thereof, from your system.
Michael Dominguez
PROPOSALCONFIDENTIAL
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PROPOSALCONFIDENTIAL
Scope of Work
Executive Summary
The City of San Luis Obispo City Council Chambers microphone system is problematic. The
microphones were installed several years ago and the microphones and infrastructure are beginning to
degrade. Loud hiss can often be heard, microphone feedback occurs frequently, and some of the
microphone elements are wearing out. The City approached Jensen Audio Visual to provide them with a
better solution that is easy to control, easy to speak into, and greatly improve the microphone experience.
After meeting with the City and demoing several conferencing systems, the Sennheiser conferencing
system was chose for its ease of use, simple controls, and sound quality.
System Description:
ITEM 1: Jensen Audio Visual will provide and install (14) new conferencing microphones.
(1) Chairperson microphone installed at the Mayors location
(1) Delegate microphone will be at the podium for the general public
(11) Delegate microphones for the Council and City Staff.
(1) Spare microphone
ITEM 2: The base station will be installed near the City Clerk and will have a single volume control for the
speakers built into the microphone. A monitor and keyboard will be installed at the clerk’s station to view
the open microphones, speaking requests, and other controls including individual microphone mute.
ITEM 3: Jensen Audio Visual will program the OFE AMX to work with the conference base station giving
the broadcast operator similar control as the clerk.
ITEM 4: Jensen Audio Visual will remove the existing microphones, wiring, and terminal boxes and
provide them to the City of disposal.
Customer Considerations:
1.) Once the project has been approved, another meeting with the City of San Luis Obispo will be
required to discuss the operation of the system and the preference of the users.
Jensen Audio Visual is pleased to have the opportunity to supply this proposal for your project:
Chambers Microphone Solution
Below you will find a detailed scope of work and our terms and conditions. Read through the entire
document carefully. Please initial all pages, sign the end of the terms and conditions section and sign the
last page of the proposal. Then, return entire signed document to us by email, postal service, or fax so
we can begin working with you.
Jensen Audio Visual will provide the following work:
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PROPOSALCONFIDENTIAL
2.) Operation of the microphone system in the control room will be reduced from control over all of the
microphones to one control over all the microphones.
3.) Their will be a maximum number of open microphones allowed for system stability to prevent
feedback.
NOTE: If noted, term "OFE" stands for "Owner Furnished Equipment".
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PROPOSALCONFIDENTIAL
Provided by others
Terms & Conditions
agree that others will provide the following, (unless otherwise noted in the exclusions portion of
the scope of work).
Jensen AV and the client,City of San Luis Obispo
120V AC Power
Jensen AV will require 120 VAC duplex receptacles at the head end and any display. All
motorized screens/mounts shall require 120 VAC non-outlet connections. A dedicated 20
amp circuit may also be required; this must be provided by others and all locations must be
coordinated with Jensen AV.
Coring and other pathways
Jensen AV will not create or core any pathways. All locations for equipment are assumed to
be accessible when we arrive to pre-wire or install. If not, additional time and materials may
be necessary at an additional cost to the customer, including asbestos related work.
Mill work, acoustical ceiling repair, patching and painting
Mill work, acoustical ceiling repair, patching and painting is not considered the responsibility
of Jensen AV and must be provided by others.
Installation
Jensen AV will provide the following: all necessary junction boxes, wall plates, low voltage
power/control/audio wiring, cable pulls in free air, above ceiling, and concealed walls as well
as mount, terminate, and test all equipment provided in our scope of work. Jensen AV will
also provided supervisory labor at the job site if and when required. Idle time incurred by
Jensen AV employees due to escorts, clearances, inability to enter workspace and other
factors beyond our control will be invoiced at our current labor rates.
Plenum installation
Jensen AV will not provide plenum rated wire unless specified in writing.
System training
Jensen AV will provide a qualified trainer for the key personnel at the end of the installation.
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PROPOSALCONFIDENTIAL
Additional or repeat training sessions are available at an additional rate.
Drawing and documentation
Upon request, Jensen AV will supply one (1) set of as-built drawings per installation.
Price protection
All prices quoted are valid for thirty (30) days from the proposal date.
Terms
A 50% deposit is due at the time of proposal acceptance and 50% due upon completion. Jobs
with a completion date beyond 30 days will be billed monthly with progress payments less
the deposit due upon receipt. Progressive billing will include invoicing of materials stored at
Jensen AV or its subcontractors and for engineering, labor or programming prior to on-site
installation. Payment is due upon receipt of invoice. Extension of credit for billing is subject to
approval by our credit department in writing. Finance charges will be computed by applying a
periodic rate of 1.5%, which is an annual percentage rate of 18% to that portion of your
balance which has not been paid at the end of 30 days following date of invoice. To avoid
incurring the finance charge, your bill should be paid in full within thirty (30) days after date
of invoice.
Returns
Standard stock items purchased from Jensen Audio Visual may be returned for any reason
within (14) fourteen days. Custom orders are non-returnable and non-refundable. All original
packaging, accessories and documentation must accompany the item and be in unmarked
condition. Items must be shipped via at least 2nd day freight with insurance for the full value
of the item. Returned items are subject to a 25% restocking fee. Though rare, a customer
may need to return a defective product. Defective product returns are not subject to the 25%
restocking fee and will be exchanged in accordance with the manufacturer’s policy within 30
days of purchase.
If you need to return an item for any reason, please contact our customer service
department at (805) 962-0110 BEFORE you ship.
Standard one-year warranty
Jensen AV certifies that all equipment and materials furnished shall carry a ninety (90) day
warranty on parts. Further, Jensen AV guarantees to furnish any qualified service personnel
(during normal business hours, Monday - Friday 8:00 AM – 5:00 PM) to the installation site
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for the period of one (1) year from the date of installation to repair or replace defective items
installed or provided by Jensen AV exclusively. Further, all equipment purchased from Jensen
AV in our installed system is subject to a manufactures warranty. This warranty and
instructions will be furnished to the end user as part of the installation agreement.
Jensen AV will not honor any other warranty, implied or otherwise. In no event shall Jensen
AV be liable, or in any way responsible for damages, or defect in the system, which were
caused by neglect, vandalism, misuse, acts of God or by repairs or attempted repairs
performed by anyone other than a Jensen AV service technician. Nor shall Jensen AV be liable
or in any way responsible for any incidental or consequential economic or property damage.
Solutions made simple
Our award winning service builds lasting relationships.
JensenAVprovidesmeaningfulsolutionstoourclientsbyimprovingthequalityofperformance
andinformationenvironments.Wearevisionaryleadersrecognizedforoursolutions.Weadapt
toourclients'timeandbudgetconstraints.Ourmarketincludesabroadspectrumofsmalland
large clients in business, industry, education, government, worship and entertainment fields.
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210 E. Cota St.
Santa Barbara, CA 93101
(805) 962-0110
http://www.jensenav.com
Jensen Audio Visual
City of San Luis Obispo
Chambers Microphone Solution
Presented By:
990 Palm St.
San Luis Obispo, Ca 93401 USA
Qty Description Price
ChambersLocation:
01 AudioSection:
1 $13.20FEMALE XLR CONNECTOR
1 $12.45MALE XLR CONNECTOR
4 $14.32CATEGORY 6 SHIELDED RJ45 CONNECTOR
250 $100.00BULK PLENUM 22 AWG 2-CONDUCTOR WITH DRAIN - WHITE
200 $232.00BULK SHIELDED CAT6E CABLE BLACK
1 $549.00THE DIGITAL CHAIRPERSON UNIT ADN C1 OFFERS HIGH
SPEECH-INTELLIGIBILITY IN A MODERN DESIGN. THE GOOSE-NECK
MICROPHONE IS EQUIPPED WITH A SUPER-CARDIOID CAPSULE THAT
ATTENUATES UNWANTED AMBIENT NOISE EFFICIENTLY. A
TWIN-LOUDSPEAKER SYSTEM GUARANTEES A HOMOGENOUS
SOUND LEVEL IN THE MEETING ROOM.
1 $3,658.78THE DIGITAL DISCUSSION CENTRAL UNIT ADN CU1 POWERS AND
CONTROLS UP TO 40 (DEPENDING ON CABLE LENGTH) CONNECTED
DELEGATE AND CHAIRPERSON UNITS. IT OFFERS FULL
CONFIGURATION IN A QUICK AND EASY WAY OVER THE MENU
DISPLAY IN SEVERAL LANGUAGES.
PROPOSALCONFIDENTIAL
14 $7,259.00THE DIGITAL DELEGATE UNIT ADN D1 OFFERS HIGH
SPEECH-INTELLIGIBILITY IN A MODERN DESIGN. THE GOOSE-NECK
MICROPHONE IS EQUIPPED WITH A SUPER-CARDIOID CAPSULE THAT
ATTENUATES UNWANTED AMBIENT NOISE EFFICIENTLY. A
TWIN-LOUDSPEAKER SYSTEM GUARANTEES A HOMOGENOUS
SOUND LEVEL IN THE MEETING ROOM.
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Qty Description Price
ATTENUATES UNWANTED AMBIENT NOISE EFFICIENTLY. A
TWIN-LOUDSPEAKER SYSTEM GUARANTEES A HOMOGENOUS
SOUND LEVEL IN THE MEETING ROOM.
14 $888.16SDC CBL RJ45-2 -6.6'
04 HardwareSection:
1 $75.64RACK MOUNT UNIT.
06 Misc.Section:
1 $250.00MISC. MATERIALS AND ACCESSORIES
1 $200.00STANDARD SHIPPING RATE
07 LaborSection:
1 $4,860.00CONTROL SYSTEM PROGRAMMING AND TOUCH PANEL DESIGN.
INCLUDES INSTALLING FIRMWARE UPDATES, PRODUCT
CONFIGURATION, SYSTEM TESTING AND DEBUGGING.
1 $792.00A/V SYSTEM TRAINING
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Client:Miguel Guardado Date
$13,252.55Equipment:
Project Summary
$13,650.35Labor:
Sales Tax:$1,044.20
Grand Total:$27,947.10
Attachment 1
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Attachment 2
Overview
The digital chairperson unit ADN C1 offers high speech-intelligibility in a modern design. The
goose-neck microphone is equipped with a super-cardioid capsule that attenuates unwanted
ambient noise efficiently. A twin-loudspeaker system guarantees a homogenous sound level in
the meeting room. The cabling of the units, which is done by CAT5 cables and hidden
connections can be optionally secured with strain reliefs for fixed installations.
Features
• Gooseneck microphone with Sennheiser super-cardioid capsule
• DSP limiter
• Modern industrial design, hidden cable connections
• High-performance twin loudspeakers
• Convenient cabling via RJ45 sockets
• Strain relief available for fixed installations
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Attachment 2
Overview
The digital discussion central unit ADN CU1 powers and controls up to 40 (depending on cable
length) connected delegate and chairperson units. It offers full configuration in a quick and easy
way over the menu display in several languages. Alternatively the integrated software package
'Conference Manager' can be used directly on the CU1 by connecting a screen, mouse and
keyboard. The intuitive workflow of the conference manager allows a fluent monitoring and
control of the conference. With its low-noise fan the central unit can be used directly in the
meeting without disturbing it.
ADN CU1 KIT
ADN central unit for up to 40 conference mics , bundled with RMB2 rackmount kit
Features
• Supplies and controls up to 40 discussion units
• Integrated PC with pre-installed control software
• Graphical user menu in seven languages
• Electronically balanced XLR In- and Ouput
• Ethernet, USB, and VGA interfaces
• Permanent malfunction monitoring and error diagnostics
• Low-noise fan for in-room use
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Attachment 2
Overview
The digital delegate unit ADN D1 offers high speech-intelligibility in a modern design. The
goose-neck microphone is equipped with a super-cardioid capsule that attenuates unwanted
ambient noise efficiently. A twin-loudspeaker system guarantees a homogenous sound level in
the meeting room. The cabling of the units, which is done by CAT5 cables and hidden
connections can be optionally secured with strain reliefs for fixed installations.
Features
• Gooseneck microphone with Sennheiser super-cardioid capsule
• DSP limiter
• Modern industrial design, hidden cable connections
• High-performance twin loudspeakers
• Convenient cabling via RJ45 sockets
• Strain relief available for fixed installations
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Attachment 2
Overview
With the ADN digital conference system, organizing a successful conference is child´s play.
After connecting the monitor, keyboard and mouse, the system can be controlled almost
intuitively – whether you use an external PC or the central unit itself, the conference manager
software provides an extremely clear user interface that is very easy to use: producing a custom
seating plan, adding a picture of the conference room as a background, adjusting the volume
level, setting the conference mode, etc. – you can control everything simply and reliably.
Features
• Intuitive workflow
• Ethernet network compatible
• Direct access to all parameters
• Multi-language user interface
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