1 1
1 RESOLUTION NO. R-2022-077
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH PBR ENTERPRISES, INC., DBA WIP, FOR THE INSTALLATION OF
AUTOMATED COUNCIL CHAMBER AUDIO-VISUAL PRODUCTION EQUIPMENT IN THE AMOUNT OF $127,245.47 IN FISCAL YEAR 2023, AND MAKING RELATED
BUDGET ADJUSTMENTS
WHEREAS, the City's long-time cablecasting operations vendor recently declined to renew its contract with the City, at which time staff evaluated options for continuity of live broadcasting for City Council and Planning Commission meetings; and WHEREAS, staff has found that qualified and available vendors and staff are not readily available to perform these services, and therefore investigated the possibility of switching to an automated audio-visual production system in order to assure the ability to continue to broadcast legislative meetings in the Council Chamber; and WHEREAS, the City issued an RFP to locate a vendor qualified to procure, install, and provide staff the necessary training on an automated system, and one responsive proposal, from WIP, Inc., was received; and
WHEREAS, an automated audio-visual production system will provide meeting viewers and participants with the closest possible approximation of the City's current production standards, given the present limitations on the availability of both staff and contract operators; and
WHEREAS, staff has determined that WIP possess the necessary experience, qualifications, and project understanding, for successful implementation of the system.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute an agreement with PBR Enterprises, Inc., DBA WIP, Inc. (scope and cost proposal provided as Exhibit A) for the installation of Automated Council Chamber Audio -Visual Production Equipment in the amount of $127,245.47 in Fiscal Year 2023.
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates $27,246 in the Public, Educational, and Governmental (PEG) Fund Council Chamber Automated Camera System Project from the PEG Fund available fund balance in Fiscal Year 2023.
UPON MOTION OF Council Member Guthrie, seconded by Council Member Newton, the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 6th day of September 2022, by the following vote:
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R-2022-077
AYES: 4 Guthrie, Newton, Reiss, Waage
NOES: 0
ABSENT: 1 Blake
ABSTAIN: 0
RECUSED: 0
Approved: Attest:
Ed W ge, Mar ) —.i
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R-2022-077
Exhibit A
S'UiU�f
SCOPE OF WORK
EXECUTIVE SUMMARY
The City of Pismo Beach has a subcontractor that operates the production system for the City Council meetings in the Council Chambers. The contract is up for renewal at the end of July and the contractor has elected not to renew. This will leave the City without an operator until a new operator can be found or a different production solution can be implemented.
WIP has recognized that this situation is becoming more and more common for munici- palities. The engineering team at WIP has been exploring options for local government clients for some time to develop alternatives solutions to help eliminate the need for operators during a live meeting.
The frequency of meetings, the time at which meetings occur, and the associated tasks to prep and finalize a meeting; does not warrant a full-time staff member. This is typ- ically why this job is subcontracted to a third -party. During the pandemic, City Council meetings could not be held in the same manner as before and subcontracted operators were not needed. The subcontractors staffing these meetings needed to downsize and/ or eliminate these positions to remain in business if they managed to survive at all. This made the return to chambers much more difficult for municipalities. With no one to op- erate their meetings, they typically relied on the IT staff to perform these duties but it is not ideal and not sustainable. Another solution would be needed.
Over a year ago, WIP was introduced to 1 Beyond who makes an automated production system that is voice -activated. Operators were not needed to switch cameras, overlay graphics, and run a meeting. WIP immediately identified that this system would be an acceptable alternative to live operators and began promoting the solution to its existing customers. WIP wasn't the only organization that recognized the potential of this system.
Crestron, the world leader in audiovisual distribution and automation purchased 1 Be- yond and is bringing the solution to the masses.
WIP believes this will be a great solution for the City of Pismo.
Based on an initial site visit and evaluation of your existing hardware, your existing audio system is compatible with the 1 Beyond system and integration should be straight forward.
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R-2022-077
Exhibit A
The 1 Beyond system will utilize your existing gooseneck microphones and audio DSP to identify when a person is speaking and will automatically aim an available (non -live) camera at that person, then take the camera live. The system can even include basic lower -thirds graphics for delegate naming.
The new system will replace the video switcher and existing cameras. Up to (7) sources can be added to this system, for this project, (6) cameras plus (1) content input will be used.
WIP will work with the City to review previous meetings and will develop on -screen graphics such as dual box layouts, picture -in -picture layouts, and lower thirds graphics for delegate naming.
Optionally, WIP has included the cost to replace the microphone system. These compo- nents are on VERY long back order and as such have their own labor for a future return trip. It is not necessary to upgrade the microphone system for the main project, however if the City is interested in upgrading the microphone system, it is best to get the items on order now. Discussion systems include built-in speakers at each mic to make it easier for each delegate to hear the others along with program audio.
It's important to note that a staff member will still be necessary for channel program- ming which includes trimming recorded video once a meeting is finished, adding the recording to your channel programming, and scheduling regular playback. Depending on your internal policies and legal requirements, this can be performed the following day during regular business hours.
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R-2022-077
Exhibit A
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DESCRIPTION OF WORK
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Before installation, WIP will provide the City with submittals including: GUI sam-ples, shop drawings, and operational documentation to finalize the system design and operation.
WIP will remove the existing PTZ cameras and production switcher and provide them to the City for storage, re -purposing, or disposal.
WIP will clean up all audio cabling connected to the QSC DSP and its compo-nents. The existing terminations are very messy and based on the photos taken at the site, could short out. WIP will re -terminate all connections to the device and re -dress the cables.
WIP will provide and install (6) new PTZ cameras in place of the existing cam -eras. The 6th camera will be new and be installed directly next to the center PTZ camera that captures the wide shot. Two cameras are necessary for this position.
WIP will provide and install a Crestron control system to operate the room `modes' and for room audio controls. Since no operator will be present, a staff member will need to adjust room volume as needed. WIP will also enable several automatic level controls in the audio system to manage microphone levels and program audio levels to broadcast. The system should run 95% automated with minor interaction needed for starting a meeting, mode selection, and manual au-dio overrides as needed.
WIP will provide and install a new iPad GUI for a person such as the clerk to select the appropriate `mode' based on the agenda. For example, during public comment; a mode for public comment can be made that would utilize a dual box that would show the podium and the delegates they are interacting with. This is a web -based GUI that can be run from any PC or mobile device. The iPad makes it fast and easy to select a mode. This quote includes a tabletop charging station that will be installed next to the clerk and a wall mounted charging station that
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R-2022-077
Exhibit A
will be installed in the booth for securely storing the iPad, both will charge the tablet. WIP will work with the City to determine how many modes would be need- ed and how they would operate to produce a show that would mimic or improve their previous productions.
FINAL CONSIDERATIONS
1. The Crestron system will be programmed to start a recording on the Nexus and switch the video routes to take the control and send live video to the public. However, it will not handle channel programming, filenames, etc.
Someone will still need to manage the video files and schedule playback.
2. This system will be built with remote support and assisted operation in mind.
The cameras and switcher will all be NDI capable should the booth need to be relocated to another location. Full remote operation is available via network for the future.
3. The Crestron GUI will include a desktop application so that the system can be remotely controlled.
4. WIP strongly recommends dedicating a small PC in the rack for remote support. This PC would be loaded with all application and files needed to make changes or operate the system remotely as needed.
5. Some user interaction will still be necessary during a meeting. • 'Start a meeting' button will exist on the iPad. This will start a recording in the nexus, switch video to take control and send live video to the public. • 'Stop meeting' - will stop the recording in the Nexus and switch to the virtual channel.
• 'Mode selection' - will change how the system presents video to the pub- lic. Changing modes will not be necessary all the time, but this will pro- vide some additional options as you advance through the agenda. • Manual Audio Override — some sliders will be present to make minor ad- justments should the system require it. The auto -leveling blocks in the DSP have limits that are set to prevent too much automatic adjustment on the systems behalf. A very quiet talker or a person speaker very far away from a microphone may need minor adjustments made.
6. Last, this is a new technology that is custom integrated. As with any new custom system, a debugging period should be anticipated to work out the kinks, address design flaws, and smooth out operation.
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R-2022-077
Exhibit A
BILL OF MATERIALS
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Manufacturer
CRESTRON
Model
REQUIRED
IV-SAM-VXP-1B
Short Description
COMPONENTS
AUTOMATED MULTI -CAMERA SOLUTION WITH VOICE -ACTIVATED SWITCH- ING
Price
$10,995.00
1 CRESTRON
IV-PROSERVICE-18
1 BEYOND PROFESSIONAL SYSTEM COMMISSIONING
$2,000.00
6 CRESTRON
IV-CAMPTZ-20-SLVR-1B
HIGH -QUALITY PTZ CAMERA WITH POE+
$ 14,970.00
1 WINDY CITY WIRE
'556600
BULK - CAT6E PLENUM - WHITE
$216.00
1 WINDY CITY WIRE
RG6HDP-BLK
BULK - RG 6/U PLENUM FOR VIDEO - BLACK
$558.00
1 MAGEWELL
'32070
HD -SDI TO USB SIGNAL CONVERTER
$332.22
1 WINDY CITY WIRE
RG6HDP-BLK
BULK - RG 6/U PLENUM FOR VIDEO - BLACK
$18.60
1 Liberty Wire & Cable
E-USB3AB-06
6 FT USB 3.0 A TO B CABLE - BLACK
$7.60
2 1 BEYOND
1 BAAC-MCJ
1 SHAPED CEILING MOUNT FOR AUTOTRACKER/AUTOFINDER OR PTZ
CAMERAS
$270.00
1 APPLE
IPAD 10.2IN 32GB WIFI
IPAD 10.21N 32G8 WIFI - 7TH GENERATION
$329.00
1 (PORT
'71017
(PORT - LUXE - CASE FOR IPAD IPAD PRO 10.5-INCH I IPAD AIR 10.5-INCH (3RD GEN) - WHITE
$350.00
1 (PORT
'71002
LUXEPORT BASE STATION WHITE INCLUDES POWER SUPPLY
$435.00
1 IPORT
'71005
LUXEPORT WALL STATION WHITE
$375.00
1 LUXUL
XPE-2500
SINGLE PORT GIGABIT POE/POE+ INJECTOR 30W WITH US POWER CORD
$56.18
1 WINDY CITY WIRE
'556600
BULK - CAT6E PLENUM - WHITE
536.00
1 APPLE
(TUNES GIFT CARD
CRESTRON IPAD APP
599.00
1 BLACKMAGIC DESIGN
Mini Converter HDMI to SDI 6G
MINI CONVERTER HDMI TO SDI 6G - CONVERT FROM HDMI DEVICES TO SDI VIDEO IN SD, HD AND ULTRA HD VIDEO FORMATS.
$195.00
1 WINDY CITY WIRE
RG6HDP-BLK
BULK - RG 6/U PLENUM FOR VIDEO - BLACK
57.44 I
LIBERTY AV SOLUTIONS
Z100HDEO6FT
6 FT - STANDARD HIGH SPEED HDMI CABLE - 18 GBPS
59.60 1
CRESTRON
RMC4
4-SERIES CONTROL SYSTEM
$785.71
1 C2G
'00728
6 FT CAT6E SNAGLESS CABLE - BLACK
$15.99
1 BLACKMAGIC DESIGN
BMD-CONVMSDIDA4K
HD -SDI DISTRIBUTION AMPLIFIER
$315.00
1 BLACKMAGIC DESIGN
BMD-CONVMBSH4K6G
SDI to HDMI 6G CONVERTER
$199.00
1 SNAPAV
OVRC-300-PRO
OVRC PRO LIFETIME UCENSE + GIGABIT HUB
$871.95
1 SNAPAV
KIT-UPS-IPVMI 2-1500
WATTBOX UPS + SURGE CONDITIONER KIT 1500VA, 1 2-OUTLET
$1,687.62
1 BLACKMAGIC DESIGN
BMD-CONVMASA
MINI CONVERTER - SDI TO ANALOG
$215.00
MISC. MATERIALS AND ACCESSORIES
$2,827.99
SHIPPING AND FREIGHT
$2,120.99
SERVICE PLAN
$4,602.24
SALES TAX
LABOR
STANDARD ADMIN LABOR
$2,958.79
5160.00
REQUIRED
ADMINISTRATOR LABOR
DOCUMENT FEE
DOCUMENT CREATION, DUPLICATION, AND PRINTING FOR SHOP DRAW- INGS
$95.00
D&E - HOURLY
DESIGN AND ENGINEERING
$7,000.00
PROJECT MANAGEMENT - HOURLY
PROJECT MANAGEMENT
$880.00
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R-2022-077
Exhibit A
ismallOns-
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-431
-4911
Qty Manufacturer Model Short Description
Price
PROGRAMMING - DSP
AUDIO SYSTEM EQUALIZATION AND PROGRAMMING
$2,800.00
LEAD TECH - DAY RATE
LEAD TECH LABOR - DAY RATE
$3,240.00
TECH LABOR - DAY RATE
STANDARD TECH LABOR - DAY RATE
$5,040.00
DEBUGGING
SYSTEM DEBUGGING DURING OR POST INSTALLATION
$2,800.00
LODGING AND PER DIEM
HOTEL AND FOOD DURING INSTALLATION
53,750.00
TRAVEL - HOURLY
TRAVEL - HOURLY
$ 1,080.00
PROGRAMMING - CONTROL SYSTEM
CONTROL SYSTEM PROGRAMMING
$7,000.00
TRAINING
TRAINING LABOR - (2) HALF DAY SESSIONS
$880.00
$34.725.•�
$82,58•.'
OPTIONAL
COMPONENTS
- REPLACEMENT MICROPHONE SYSTEM
1 SHURE
MXCWAPT-A
WIRELESS ACCESS POINT - POE - UP TO 125 CONF UNITS
$3,752.86
13 SHURE
MXCW640
WIRELESS CONFERENCE UNIT (INCLUDES SB 930 BATTERY)
$19,500.00
1 SHURE
SB930
SPARE RECHARGEABLE BATTERY FOR MXCW640
$2,247.14
1 SHURE
MXC420DF/C
CARDIOID DUAL -FLEX GOOSENECK MICROPHONE (20 in/50 cm)
$2,692.86
2 SHURE
MXCWNCS
10-BAY BATTERY CHARGER
$2,207.14
1 CRESTRON
IV-PROSERVICE-1 B
LEAD TECH - DAY RATE
1 BEYOND PROFESSIONAL SYSTEM COMMISSIONING
LEAD TECH LABOR - DAY RATE
$2,000.00
$2,160.00
TECH LABOR - DAY RATE
TECH LABOR - DAY RATE
$1,680.00
LODGING AND PER DIEM
HOTEL AND FOOD DURING INSTALLATION
$1,500.00
TRAVEL - HOURLY
TRAVEL • HOURLY
MISC. MATERIALS AND ACCESSORIES
5720.00
$1,620.00
SHIPPING AND FREIGHT
$1,944.00
SALES TAX
$2,636.55
•
GSA R T..�„?T,,�,. 1. WW1QPIIAjI.IEMS
Si 27,245.47
PAYMENT SCHEDULE (NO OPTIONAL ITEMS)
EQUIPMENT DEPOSIT
SUBSTANTIAL COMPLETION
FINAL
$44,901.13
$33,915.41
$3,768.38
PAYMENT SCHEDULE (WITH OPTIONAL ITEMS)
EQUIPMENT DEPOSIT
SUBSTANTIAL COMPLETION
FINAL
$80,865.13
$41,742.31
$4,638.03
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R-2022-077