The term Owner refers to the directors and managing staff of the District of Saanich.

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1 1.0 General This specification covers the provision and installation of Audio, Video and Control systems for the District of Saanich, Council Chamber facility at 770 Vernon Avenue in Victoria, BC. Direct all communications to the Project Manager. The term Broadcast Technician refers to the person operating the Media System. This may be Owner s staff or outside personnel, pending acceptance of the Separate Price Item 1. The term Owner refers to the directors and managing staff of the District of Saanich. The term System Completion means that the System Contractor has furnished the Owner with all products and services within the contract, including completion of commissioning, and walked through the venue with the Owner confirming their acceptance of all matters. The term System Contractor refers to the firm, employees and contractors of the firm authorized to furnish the Work. The term Work refers to the total elements of the audio, video and control system ( Media System ) including but not limited to such items as supply, installation, testing, adjustment, training, programming, documentation, coordination and maintenance. The term Web Streaming Platform refers to the propriety hardware, software, and cloud-based data storage provided by Granicus. The Owner will directly purchase and enter into agreement with the Service Provider (Granicus) for all required components. 1.1 Work and Services Included Furnish new Media System and support power and distribution equipment for the Council Chamber room as specified herein. Furnish all labour, materials, tools and services for the supply, delivery, installation, programming (including all required software), testing, commissioning, five-year labour and material warranty, and initial training on operation of the Media System. As Separate Prices, the System Contractor may be responsible for:.1 providing technicians for the operation of the complete Media System for weekly, evening Council Meetings and other scheduled events (refer to Attachment 6); and, Refer to Section 1.15, Media System Specifications and Tender Appendix 1, Pricing Table for more detailed information Bidders must provide their own transportation to and from the site and include living out expenses or accommodations within their Tender and Separate Price items. A two-hour minimum call-out will be provided for services rendered to the Owner under the provision of services outlined under the Separate Prices. A 24-hour no penalty cancellation policy will be in effect for warranty services provided as part of the Work, or as part of the Separate Prices when deferred or cancelled by the Owner for the duration of the Contract or the term of the Separate Prices. Cancellations within the 24-hour period will be subject to a two-hour minimum call-out. No overtime will be provided for services rendered to the Owner. FINAL Dec. 02, 2016 Page 1

2 Take full responsibility for the design and installation of the Work to meet with current BC electrical and seismic code and safety issues related to the site. Provide audio, video and control signal flow diagrams to be reviewed and approved by the Project Manager prior to installing any new wiring. Supply shop drawings indicating the equipment rack layout and methods of installation for any equipment affixed to the structure of the facility. Post a copy of your BC electrical permit on site during the installation process. Provide engineered stamped drawings for any uncertified custom overhead rigging or supporting equipment. Coordinate with others on the project as required in all matters, particularly for correct placement of equipment, hardware, software, conduits and wiring including Owner supplied items and related service providers. Furnish a five year product and service (labour and material) warranty on all equipment and services. Leave the site clean at the end of each work session. All packaging and unused materials shall be removed from site and recycled in an environmentally responsible manner. 1.2 Site Conditions Installation shall not to begin until all equipment is in the possession of the System Contractor and has been pretested and validated. Equipment is to be brought to site as required for same day installation by the System Contractor. System Contractor is not to rely on secure on site storage. Once Work commences onsite it is to reasonably continue until completed. This facility is currently wired with audio inputs and speaker outputs and added wiring should follow the same routes and paths as the existing wiring wherever possible. New electrical conduits will be provided for known wiring routes to new equipment locations. This is not currently a full booked meeting space and installation time will be blocked off for the integration process. The System Contractor is expected to carry out the Work during standard District of Saanich Municipal Hall business hours unless prior arrangement is made with the Owner. 1.3 Standards The equipment, workmanship, documentation and technical performance shall be to the specification and the satisfaction and approval of the Owner. Good workmanship is expected for the Media System installations. Speakers will be mounted squarely and evenly with the proper mounts or brackets and safety restraints. Equipment will be rackmounted or fastened to shelves in the equipment cabinets. System inputs and controls will be of robust design and securely mounted so as not to increase the possibility of breakage or damage by the users of the facility. All equipment will be clearly labeled and identified to simplify the operation of the system. Wiring will be coded and clearly marked to make for easy re-patching or configuring. Structural wiring will be neatly bundled and affixed in accordance to the BC electrical code and terminated with appropriate slack for servicing or reconfiguring. All systems will be set up and optimized for best performance. Where applicable, security covers will be installed on complex and/or sensitive components to prevent tampering of settings or controls. FINAL Dec. 02, 2016 Page 2

3 1.4 Acceptability All equipment and materials are to be approved and accepted by the Owner prior to commencement of the project. Consideration of alternate equipment after the Tender is awarded may be permitted at the sole discretion of the Owner. Equipment, installation and fabrication quality, testing, commissioning, and operation must be to the satisfaction of the Owner. If the System Contractor should fail to provide acceptable performance or should fail to complete the Work in compliance with the agreed schedule, or should for any reason abandon the Work, the cost of completion in compliance with the specification and project requirements by any means shall be borne entirely by the System Contractor. 1.5 Qualifications All Work is to be carried out by contractors and personnel having demonstrated qualification, experience, and knowledge required for furnishing the Work. Bidders must have the ability to take out a BC Electrical Permit to cover their wiring and installation work. 1.6 Safety Including Hazardous Materials The Owner is in possession of a current Hazardous Material Report for the Council Chambers, which is included in Attachment 5. For the purpose of this contract, the System Contractors is deemed Prime Contractor, and shall be responsible for the necessary abatement procedures and actions required where Hazardous Materials are encountered as part of the Work. It is the System Contractor s responsibility to review the available report and plan the Work accordingly. Any Hazardous Materials that are impacted as a result of the Work are to be handled and or abated in accordance with WorkSafeBC and Occupational Health and Safety requirements. Contractors must be responsible for the safe and secure placement and installation of all equipment, materials, and wiring that is provided and shall employ all measures to protect against injury to personnel and patrons from displaced or failing equipment, materials, and wiring. 1.7 Regulations and Standards Obtain all permits, licenses, and approvals required by local, regional, provincial and federal governing agencies. Such costs are to be included in the contract price. All equipment, materials, and work quality to satisfy governing codes, regulations, standards and certifications; BC Building Code Structural Section (15) or newer. Ensure that equipment and material bears evidence of special certificates and safety approvals as they apply to local building codes and authorities. CSA or ULC ratings are the minimum standard required. 1.8 Damage The System Contractor shall be responsible for restoration to original finished condition any damage to the structure, material, finishes, fixtures and equipment caused by Work of the System Contractor. FINAL Dec. 02, 2016 Page 3

4 Where necessary, the System Contractor shall employ experienced professionals for such restoration work and shall absorb 100% of the cost. 1.9 Additional Equipment, Materials, and Wiring Provide all other equipment, materials, and wiring not identified in the specifications but required to provide complete the Work. Provide all loudspeaker protection, impedance matching, and signal processing products required for proper and reliable operation and equipment protection Pre-start Meeting and Schedule Attend a meeting with the Project Manager and the Owner prior to the commencement of site work to review the requirements, intent, and procedures involved in furnishing the Work. Supply requirements for electrical power for system rack components or other items requiring AC power so that needs can be assessed. In collaboration with the Project Manager and Owner supplied Service Providers, agree and adhere to a construction schedule to carry out the installation, testing, adjusting, commissioning, and initial training on operation of the Work prior to the start of Work Manual Prior to acceptance of completed Work, provide one printed copy of the Operation and Maintenance Manual to the Project Manager. This manual shall include but not be limited to the following sections: table of contents; written operating procedures; operation and service assistance names and phone numbers; manufacturer s operation and service manuals; shop as-built drawings and wiring diagrams; equipment settings, digital processing data and system test results. Once the manual has been approved, a second hard copy manual as well as a digital copy manual of information must be submitted. All drawings are to be provided in CAD and PDF format on the digital manual. A USB flash drive of any equipment software and associated operating files, passwords or any required access information are to be included with the Manual Warranty The warranty will cover all equipment, material, and service provided by the System Contractor for a period no less than five years from the completed date of System Completion. The warranty requirements will be set to the performance of the Work post-commissioning at System Completion, which will be the set standard of performance for the term of the warranty. Supply a maximum 2-hour response time for emergency service to the Media System allowing uninterrupted system usage for the duration of the warranty period. Provide loan equipment with technical performance equivalent to installed system equipment where immediate repair or replacement of defective products or wiring is not possible for a term of five years after the completed date of installation. System Contractor to be available for three months following System Completion to assist the Owner with the proper operation and control of the equipment. System Contractor to adjust speaker zones or source inputs for the system as required as the Owner learns the best way to have the system work for the internal needs of the Owner. FINAL Dec. 02, 2016 Page 4

5 System Contractors are to supply the Owner with their current hourly rates for additional service to the Media System outside of this contract. Include standard rates Future Service and Maintenance Agreement A separate service and maintenance agreement will be made available for review by the System Contractor and the Owner for services following the five-year warranty period. This agreement will be separate from the Work Inclusions and Software Rights This Specification is based on the Work supporting the Granicus webcasting platform. The Granicus hardware and software will be procured by the Owner and provided for installation, set-up, and commissioning by the System Contractor. It is expected that the System Contractor will coordinate and liaise with the Web Streaming Platform s Project Manager as required to facilitate the Work. The System Contractor will work with the Owner, the Owner s Project Manager and the Web Streaming Platform s Project Manager to set up passwords, user identification, security keys and any required information or access codes must that be included in the operating manual and submitted, in writing, to the Owner before System Completion will be signed off Separate Price Description Separate Price scopes of work are additional to the basic Stipulated Price scope of work for the supply and installation of the Media System described in the Specification. The Separate Price items are for the consideration of the Owner and may be selected at the Owner s sole discretion..1 Separate Price Item 1 (Section B) Media System Broadcast Operations Bidders to provide, for the Owner s consideration, a labour rate to operate the Media System and webcast Owner events from the Council Chambers using the specified platform. It is anticipated that broadcast services will include approximately 45 webcasts a year, approximately 4 hours in duration each. Refer to Attachment 6. It is anticipated that broadcast services will include for each webcast, on-site presence 2 hours prior to schedule start time to allow for liaising with Owner staff and system trouble-shooting/testing. This is in addition to the approximate duration noted above. It is anticipated that broadcast services will include for each webcast, real time media control and servicing for optimal webcasting performance, recording, and archiving. After each webcast the Broadcast Technician is to supply the Owner with one copy of the webcast on a USB flash drive in addition to online or cloud storage/archiving through the webcasting platform. Bidders to provide, for the Owner s consideration, labour required to operate the Media System for scheduled webcasts. This shall include liaising with Owner staff, on-site trouble-shooting and support, and storage/archiving of webcast. Rate to include all costs to the Owner, including benefits, mark-up and disbursements. FINAL Dec. 02, 2016 Page 5

6 2.0 MEDIA SYSTEM SPECIFICATION Minimum technical performance and typical functional, mechanical, and electrical parameters for each item of equipment specified shall be as published specifications issued by the manufacturer for each item named in this section unless otherwise modified or specified herein. Figure 01: Media System Layout 2.1 Media System Overview The Council Chamber room at the District of Saanich municipal hall requires a complete new retrofit of the technical Media System to operate their various internal meetings and weekly evening Council meetings. The System Contractor shall provide all equipment, installation materials and labour services to provide fully working Media System, refer to Figure 01. The Media System and associated network will be completely separate from the Owner s existing network. Access to the Owner s network will not be provided. Included with the Media System is an audio reinforcement system, a conference microphone system, a video distribution system, a production PTZ camera capture system and necessary control systems to easily operate all systems from a minimum of two central locations within the Chamber room. This Tender includes equipment procurement, delivery and integration services as well as ongoing services to manage and maintain the delivered Media System. A Separate Price is included with this Tender for the operation of the Media System as required by the Owner. This is to be a turn-key FINAL Dec. 02, 2016 Page 6

7 operation. The System Contractor takes full responsibility of the Media System. Excluding the purchase of the Web Streaming Platform s hardware and software, all other computer hardware and software including licenses, and labour and materials required for the Work shall be provided. All equipment, hardware and software, whether Owner or System Contractor provided, must be maintained, updated and upgraded as a part of the Work. Updates and upgrades are the responsibility of the System Contractor. All software shall be maintained to within one version of the most current supported software version while maintaining full compatibility and interoperability with the Web Streaming Platform and all other aspects of the Media System. Security patches are to be applied on a regular basis by the System Contractor unless the System Contractor identifies a risk of incompatibility with the Web Streaming Platform or the Media System. The System Contractor is to provide the Owner with an annual summary report of software provided, including versions running and patches that have been installed. This summary report is to include a comparative list of the most current versions of each software provided, including updates and patches available. It is expected that the Owner s internal staff will be trained by the System Contractor to operate the basic Media System for their own internal meetings without the need for contractor supplied Broadcast Technicians being present. This excludes the operation of the PTZ capture and streaming systems which will not be required for internal meetings. Colour and placement of cameras, speakers or any permanently attached AV fixtures not shown on the drawings will be selected by the Owner so as to best match the décor of the surroundings. This space is designated a Heritage building and requires special attention with modifications and alterations. Cameras are to be wall mounted at the required height to achieve a front viewing angle of all meeting participants. 2.2 Audio System A sound reinforcement system is required to reproduce and disperse sound generated by microphones and audio/video playback devices to evenly cover the Council, Gallery and Media areas within the Council Chambers. Speakers must be zoned and wired in accordance with the provided schematic drawings so as to allow for separate control, equalization and processing for each area. This audio system is to provide music quality sound for media playback and to reproduce high vocal intelligibility from the council microphone system and wireless microphone into all areas of the space. This includes the remote audio stream for weekly Council meetings and the recordings of internal meetings. The existing Gallery speakers are to remain in the new system although these speakers will require remounting due to changes in the existing overhead bulkhead assembly they are currently affixed to. Contractors will be responsible for rewiring the existing speaker runs to the new amplifier location in the back area of the Council Chamber and for installing new speakers and wiring for the Council area which currently has no speakers for sound reinforcement. One additional speaker is required at the main entrance area of the room to enhance listening for the Broadcast Technician and any attending media or news reporters. A new 4-channel digital switching power amplifier will be required to replace the existing amplifier and drive the new and existing speaker zones. This amplifier will be fed by four outputs from a Biamp TesiraFORTÉ VI AVB digital sound processor (DSP) which will be the main audio processor for the new Media System. In addition to the 4 speaker zone audio outputs, the audio DSP requires outputs for a local digital audio recorder, a network AV streaming server and a set of three XLR audio jacks for Electronic News Gathering (ENG). An isolation transformer is required for the ENG outputs to physically remove potential voltage differences or ground noises from entering the sound system from connected audio recording devices. A Crestron DMPS3 video and control processor will manage all of the Video media audio signals and output them via two stereo audio busses to the TesiraFORTÉ. Remote AV inputs are available from a FINAL Dec. 02, 2016 Page 7

8 flip-top box at the presentation podium to allow system users to connect computer laptops or AV output devices to the system. Local AV inputs are available in the main AV system equipment rack for optional digital cable/satellite boxes, network streaming media servers or any other AV playback devices. A wireless conference microphone system is required for capturing audio from the Mayor, Council and Staff speaking subjects during council and staff meetings. This system must be capable of operating as a stand-alone system using station pushbutton control and as a remotely controllable system through an Android Tablet or PC Laptop. A Chairman conference microphone station is required for the Mayor so that they can control the microphone system. In addition, 14 delegate stations are required for Councilors and Staff. Two additional stations, one for the presentation podium and one as a spare to immediately replace a broken or malfunctioning station are to be included with this system. All stations with exception to the podium station are to have LCD touch screens with voting capabilities so that the Mayor and Council may vote on discussion topics. All conference stations are to have a minimum of 50mm gooseneck condenser microphones with LED halo ring indicators showing the condition of use for each station. The conference microphone system uses two Wireless Access Points (WAP) to communicate with the various microphone stations and to connect directly with the audio system. These WAPs also connect to the local area network for remote control and for connection to the camera capture computer. One WAP is included for redundancy as a failover if required. A video following audio camera switching system is to be built into the conference microphone system software so that the live camera streaming system automatically switches to the speaking subject using the microphone system without the need for manual selection. This system must also have the capability of manually switching and controlling the cameras to override the auto-switching function. More information on this can be found in Sections and To allow for additional voice sound reinforcement in the Council Chamber, a dynamic handheld wireless microphone system is to be included in the audio system design. The wireless receiver will be installed in the main equipment cabinet and requires antennae that will allow the microphone transmitter to work without interference or audio drop out in all areas of the Chamber room. This microphone will operate by simply switching on the handheld transmitter and a volume control fader will be needed on the Crestron controllers to adjust the audio level in the space. We have purposely chosen a TesiraFORTÉ VI AVB processor to have the future ability of both audio and video conferencing in the Chamber room and to allow for future audio expansion via the included AVB network bus. This processor must be installed, set up and programmed to easily operate sound within the Council Chamber with as few controls and configuration pre-sets as possible. A Denon digital audio network recorder will be installed for recording and archiving Council meetings. This device will be controlled and operated via the Broadcast Technician s laptop computer and also controlled by RS-232 communication with the Crestron control system for simple transport control (record, stop, play, rewind, fast-forward, etc.). After each webcast the Broadcast Technician is to supply the Owner with one copy of the webcast on a USB flash drive in addition to online or cloud storage/archiving through the webcasting platform.. The audio recording system is to have a dual level of redundancy. In the event of a system failure, scheduled Council Meetings will not be adjourned and a fail-safe back-up recording device is required to be operational at all times. Refer to Attachment 4, Drawing A-4 for a detailed view of the Media System and all necessary connections. 2.3 Video Capture System FINAL Dec. 02, 2016 Page 8

9 To capture live video of Council and Staff meetings in the Council Chamber, a four camera production video system is required. Computer generated video is also required to be captured at the presentation podium for in house presentations or to be added to the camera video stream system to view meeting agendas or PowerPoint presentation or to displays graphics from the presentation podium laptop computer. The four PTZ cameras will be installed and programmed in a way as to clearly capture video images for all Council and Staff desk positions as well as the presentation podium and the Gallery audience area. One camera is to be affixed to the ceiling behind the presentation podium aiming north while the other three cameras are to be be mounted on the walls of the Council Chambers allowing one camera each to aim south, east and west. Each camera is to capture multiple Staff and Council positions so that each desk location with a conference microphone station could be viewed by more than one camera allowing for easy switching and control by the Broadcast Technician. A six input video capture PC computer will be required to select and control the four PTZ 1080p HD- SDI video cameras to be output to the web-streaming media server or select the computer video feed from the presentation podium. This computer will be installed in the main AV equipment cabinet and have one 22 video monitor, fed via a pair of HDMI extenders, located at the Media System production station. This feed will display the live broadcast output of the video streaming system so that the Broadcast Technician can operate the camera system. The video production equipment is to be fully wired and programmed with preset camera positions so as to allow the Broadcast Technician to easily operate the video capture system. The broadcast video monitor, Crestron controller and laptop computer required at the Media System production station are to be secured to the Media System production station with keyed, locking cables. Keys are to be handed over to the Owner upon completion of the installation. At the presentation podium, a Crestron DM-TX-302-C digital video transmitter shall be installed to provide high definition video inputs for one VGA connection plus 3.5mm audio and two HDMI connections to the system. A flip-top Extron cable cubby will be required to house these connection cables to be easily connected to laptop computers or other video playback devices. Cables are to be provided of a suitable length so as to reach anything on the podium needing connection and so not to get tangled up when pulling or restoring the cables before and after use. Additional video connections at the equipment storage rack will be available from the DMPS3 Crestron video processor for SHAW cable boxes, DVD or BluRay players or any other video devices that could be required in the future. Refer to Attachment 4, Drawing V-4 for a detailed view of the camera capture system and all necessary connections. 2.4 Video Distribution System A video distribution system will be required in the Chamber room to view video presentations generated by laptop computers or to view the camera capture system. This distribution system consists of two existing 80 video displays for the Gallery and one existing 43 display for the Mayor, Council, and Staff. System shall be expandable to allow addition of two additional 43" video displays at a later date. The two 80 displays are currently installed on the walls to the left and right of the staff desks however these are to be raised to a higher position on the walls so as to get the displays well above head level and out of the way from staff trying to adjust them. These displays are to be aimed for the best viewing by the Gallery and locked into position to prevent the displays from moving. Seismic cables are also required in keeping with local building code. The 43 display is to be installed on custom floor FINAL Dec. 02, 2016 Page 9

10 mount brackets that provide upward adjustment to the displays for easy viewing by the staff and council and secured from being moved or stolen. The 80 Gallery displays will be driven by two DigitalMedia (DM) outputs of the Crestron video processor while the 43 display will be driven by one HDMI output from the same processor. All video outputs are to have scaling which will automatically adjust the resolution of all displays to work with whatever video signal is provided at the input. A twisted pair encoder and decoder is required to get the video output signal from the Crestron video processor to the 43" display at the Mayor and Council table and a second pair of twisted pair interfaces is needed to get the video distribution output to a 22" monitor at the Media System production station. An HDMI distribution amplifier is needed to allow the two 43" displays to be connected to a single video output. The heart of the video system is the Crestron DMPS3-300-C processor. This component will accept all video inputs and switch and distribute these signals to the various in-house video monitors and to the live streaming server for remote viewing and record archiving. This processor has the ability of matrixing the individual inputs to separate outputs however or as an all in one distribution system to deliver the same video image out all outputs simultaneously. Both abilities will be required for this application. This processor also handles the embedded audio within the HDMI transmission as well as audio for any VGA input. It also contains a full series 3 control processor to manage and control all of the AV system components via two wired touch screen control panels or by future wireless control equipment. 2.5 Control System A custom control system is required to easily control and operate the new AV system equipment. The Crestron DMPS3 processor will control the majority of equipment using TCP/IP based LAN control, RS-232 serial control, and relay contact closure to switch and manage the various Media System equipment components. The conference microphone system requires its own Android Tablet so that the Mayor can wirelessly control the microphone system and a Laptop computer for the video producer to control the PTZ cameras for the live video stream and for archival audio recording of meetings and Council sessions. Provide a second identical laptop and tablet in the equipment package for backup purposes. Spare equipment shall be securely stored with the racked equipment. Two 7 touch screen control panels will be needed as the human interface to turn on and operate the new Media System. One touch screen panel is to be located at the Mayor s desk and one at the Media System production station. The Broadcast Technician requires control of the volume of the microphones and audio from video presentations to adjust the levels of audio in the live stream and for archived recordings from the conference microphone system. The Mayor s desk control panel will turn on or off the system and switch simple audio and video functions for internal meetings and other room uses. A custom control layout and page structure for each panel is to be developed and submitted to the Owner for their feedback and/or approval before the control system programming is implemented. Features such as auto switching the video inputs versus providing individual selection buttons on the touch panels need be discussed and weighed to arrive at the best final control structure for the space. This system is to be as simple and intuitive as possible with the fewest pages and control icons to adequately provide full control of the systems and their components the way it is requires. A concise control system structure is imperative to a successful user experience by all staff and system operators as well as the contractor who provides the system. Attachment 4, Drawing C-4 shows the control system structure and how the components are to be connected. Individual audio, video and camera systems are to be controlled separately and switched FINAL Dec. 02, 2016 Page 10

11 on or off as required for each different functional use of the space. For example, a staff meeting may only require the audio system to work for voice enhancement over the speakers from the conference mic system, podium and wireless microphone so this needs its own on/off capabilities so as not to switch on all of the video monitors and cameras which are not required. Staying with this same example, during the audio only meeting, someone requested a reference to a digital computer document and then switched on the video monitor system to show that document on the various inroom video displays. When they were done, they switched off the video system and continued with staff discussions. Some individual components may require their own custom control abilities. Bidding Contractors are to include all necessary switching and control equipment, software and firmware so as to furnish the Owner with a complete and fully functioning Media System. 2.6 Additional Equipment Additional equipment is required in this Tender to support and work with the systems already described. A 27-space metal locking equipment cabinet is required in the storage room adjacent to the Council Chambers as indicated in Figure 01. This wall mounted cabinet is to be installed for easy operation and service to the equipment and requires matching 27-space rear rackrail for wire management and to affix additional hardware and remote power supplies. All equipment is to be rack mounted. Two 15-amp AC electrical circuits for the new equipment will be provided by the Owner. One of these circuits is to be connected to a remote power switching relay to turn on or off equipment components that are not required to be powered 24/7. The Crestron DMPS3 and Cisco PoE network switch are to remain on at all times to remotely turn on or off audio and video systems from the two Crestron control panels. This cabinet is to include AC power conditioners with adequate power filtering to protect the sensitive digital processing components. Proper cooling and ventilation is required for the equipment cabinet and appropriate vented and blank panels are to fully cover the front of the cabinet, leaving space for a 3-space cable and accessory storage drawer and any equipment shelves that may be needed for devices that are not of standard 19" mounting size. Two laptop computers are required with the new Media System. One to display video presentations from the presentation podium and a second as a means of controlling several components in the system from the Media System production station. All computers are to have all necessary software installed to operate and monitor the council microphone system, digital audio recorder and any audio or video equipment with PC connectivity and the associated software application. All laptops are to have Microsoft Office software suite and Adobe Reader for loading and displaying any standard business documents that may need to be displayed on the in-house video displays. A streaming video server is to be included to connect to the Internet for live streaming and archived video. Dedicated internet service is to be provided and maintained by the Service Contractor through the duration of the warranty period. Dedicated internet service is to be sufficient to support high definition live streaming and all requirements of the Web Streaming Platform. A firewall, restricting access to outbound connections and providing protection for the webcasting technology is required. The Web Streaming Platform, its proprietary hardware and software and subscription services will be provided by the Owner to remotely store and manage web access to the live streaming video content. The System Contractor is to work with the Owner and the Service Provider to setup necessary accounts in the Owner s name to hold the appropriate software licenses and ownership of external subscription service contracts and software licensing. FINAL Dec. 02, 2016 Page 11

12 The storage system and storage equipment is to be appropriately sized for future expansion of the system, including but not limited to a Shaw digital cable terminal, DVD player or other AV media playback device. Strong password protection is to be provided on all technology where capabilities exist. Each user of the Media System shall have their own unique user ID and password. All users of the Media System are responsible for changing their password at 90 day intervals. If any person with access to system, employed by either the Owner or the System contractor, leaves their organization (regardless of reason), an immediate removal of their user ID and password is required. All system administrative passwords and their updates are to be provided to the Owner s delegate prior to the change taking place. Each device shall be protected with virus software installed where applicable. The System Contractor is to ensure the virus software has current virus definition files and is running the most current software. 2.7 Wire and Cabling Installation The Council Chamber requires new wiring for the new systems as well for the reuse of some of the existing equipment. Conduit and EMT to each location will be provided by the Owner outside the Work. Refer to Figure 01. Conduits terminate at the ceiling, and will require wall mounted wiring to final equipment locations. Conduits are not required for low voltage hidden wiring unless deemed so in the BC Electrical Code. A professional looking installation with hidden wiring and little to no exposed wiring is required. Any exposed wiring is to have proper wire covering so as to best blend into the mounting surface. Ethernet network wire to all processors and equipment is to be fire code rated and CSA approved. Electronic grade PVC jacket 24 gauge (minimum) 4-pair CAT5e unshielded copper wire will be installed. DigitalMedia 8G+ video wiring is to be Crestron CAT5e or CAT6e shielded wiring or meet Crestron specifications for DM transmission protocol. Any speaker wire installed is to be two-conductor 16 gauge stranded unshielded wire with an FT-4 rating and CSA approval. Electronic grade PVC jacket 22 gauge two-pair stranded shielded copper wire will be used for any remote audio locations if required. Wire is to be of the same class and code as speaker wire however, lighter gauge wire shielded in individual pairs is required. Audio and Video interconnection cables and wiring to signal source and processing equipment is to be shielded and of suitable grade and quality for the intended application. Connectors must be of metal construction and soldered to the cable ends. No molded plastic cable ends will be accepted for RJ45 connections. All connections at the equipment cabinet are to be provided with minimum extra ten feet of cabling. Surplus cabling is to be neatly coiled and restrained for future use. A BC electrical permit is required for the addition of any wiring into any Municipal Hall building. 2.8 Service, Maintenance and Operation Once all AV systems are properly installed and working to the acceptance of the Owner, we require ongoing maintenance and operational services to run these systems and keep them functioning and FINAL Dec. 02, 2016 Page 12

13 ready. A five-year service and maintenance package, concurrent to the labour and materials warranty, is to be provided. The PTZ camera system requires the Broadcast Technician to control and switch the cameras and audio to produce a live video feed for the streaming web server. The Broadcast Technician is required for weekly evening Council meetings as scheduled by the Owner. Currently this meeting is on Mondays however this could change due to internal scheduling conflicts or with a change of Mayor and Council. A sample 2016 Schedule of Meetings is provided in Attachment 5 for reference. Owner designated internal staff are to be trained to operate the basic Media System for their own internal meetings without the need for a contractor supplied Broadcast Technician being present. Emergency service could be required during council meetings or for special staff meetings or events to return systems to proper working order. The Broadcast Technician may not be able to get away from their video production duties and could require an additional technician to troubleshoot other issues with the Media System. FINAL Dec. 02, 2016 Page 13

14 3.0 MEDIA SYSTEM EQUIPMENT (Major Components List) Qty Item Description Wireless Conference Microphone System with Voting 2 DCNM-WAP Bosch - DICENTIS Digital Network Wireless Access Point Bosch - DICENTIS Wireless Digital Multimedia Conference Station; voting 10 DCNM-WDE model 8 DCNM-WD Bosch - DICENTIS Wireless Digital Multimedia Conference Station 18 DCNM-MICL Bosch - DICENTIS multimedia long stem microphone Bosch - DICENTIS Battery Pack for Wireless Digital Multimedia 18 DCNM-WLIION Conference Station 4 DCNM-WCH05 Bosch - DICENTIS Charger for 5 Battery Packs 1 DCNM-APS2 Bosch - DICENTIS Multimedia Audio Powering Switch 1 DCNM-LSYS Bosch - Multimedia System Server Software 1 Arbor Media Arbor Media - Multimedia System Camera Control Software 1 Arbor Media Arbor Media - Software Package, Cloud Management, Mic Control, Seat Assignment, Request-to-speak, Android device support, Rights management, Voting results 18 Arbor Media Bosch Station Seat Licensing 1 Arbor Media Click & Save BYOD presentation software Audio System 4 DS100SE-W Bose - FreeSpace Series 100 Watt Surface Mount Loudspeaker - White 1 DS40SE-W Bose - FreeSpace Series 40 Watt Surface Mount Loudspeaker - White 1 TesiraForte VI AVB BIAMP Systems - TesiraFORTÉ DSP fixed I/O server with 12 analog inputs, Automatic Echo Canceling, VoIP conferencing, 8 analog outputs, 8 channels, configurable USB audio and 128 x 128 channels of AVB bussing, 4-pin GPIO, RS232 serial port 1 DA-250FH CU TOA - DA Series Digital Multi-Channel Commercial Power Amplifier (4 x 250W, 70V), Single Rack Space. 1 DN-700R Denon - Network SD/USB audio recorder; dual SD card slots and USB in MP3 or WAV formats; file archiving via FTP (automatic or timed); web remote for setup and control; AES/mic/line in bal/unbal; network connection required for network features 1 ATW-2120aI Audio Technica - Diversity UHF Wireless handheld microphone system 1 TX-10B RDL - 10K Bridging Interface Transformer Module Video Distribution System 1 PLT-BLK Peerless - Desk/floor Mount for 32-50" Displays 1 PLP-V2X2-LG Peerless - Universal Display Mounting Plate for VESA 200x MB38D-B LG - 22" LED Video Display, Full HD 1920x1080, 5ms Response, DVI-D and VGA 1 HD-DA2-4K-E Crestron - 1-to-2 4K HDMI Distribution Amplifier and Audio Converter, EDID and HDCP management FINAL Dec. 02, 2016 Page 14

15 2 HD-EXT3-C-B 1 DMPS3-300-C 2 DM-RMC-Scaler-C 2 HD-Scaler-HD-E Video Distribution System (Cont.) Crestron - 4K HDMI over Shielded Twisted Pair Extender. RS-232 and IR control, Up to 100 meters, includes HD-TX1-C transmitter and HD-RX1-C receiver. Crestron - DigitalMedia Presentation System, HDMI, VGA, RGB Mulitiinputs with audio, DM 8+ digital distribution, HDMI Outputs, On-board video scaling and audio processing, 2x Microphone inputs, HDCP & EDID Compatible, Multiple Control protocols plus IR. Crestron - DigitalMedia 8G+ Receiver & Room Controller with Built-in Video Scaler, HDMI, RS232, IR and RJ45 Connections Crestron - HDMI to HDMI Video Scaler, HDMI & DVI Input, Full HD 1080p and WUXGA 1920x1200, Audio embedding 1 PW-4818DU Crestron - 90W PoDM Power Pack for DMPS 4 SGR-300SE 1 HP-Z240 2 Decklink Duo 2 1 DM-TX-302-C 1 CableCubby 202US Video Capture System Sony - Digital HD Colour PTZ Camera, 1/3-inch CMOS Image Sensor, 1080p, Full HD-SDI Out, High Speed, Wide Range Pan/Tilt, 30x Optical Zoom Ratio, Six-position Presets with Battery Back-up, RS-232C Ethernet and IR Control Rackmount Video Capture PC - HP Workstation Z GB RAM GB, SSD BlackMagic Design - Decklink 4-Input 3G-SDI Capture Card, Dual purpose I/O, configuration for all 4 channels Crestron - DigitalMedia 8G+ 4K Video Transmitter, HDMI, DisplayPort, HD15/VGA Inputs, 3.5mm Audio, USB HID device port, Stereo Audio, Box Style, Black Extron - Furniture-Mountable Enclosure for Cables, AAPs, and AC Power Outlets: Black Anodized - US Power Module included 1 AC+USB Power Extron - AC and USB power plate for Cable Cubby series pockets 1 SF110D-16HP-NA 2 TSW-750-B-S 2 TSW-750-TTK-B-S 2 A E560 1 RLM-15-1CA Media Control System Cisco - 16-Port Gigabit Unmanaged Network Switch, 8-Port POE Output, CSA 22.2 Crestron - 7-inch Widescreen Active Matrix Surface Mount Touch Panel, Core 3 UI graphics, 800 x 480 resolution, Illuminated buttons, Gloss Black Smooth Crestron - Tabletop Enclosure Kit for TSW-750 Surface Mount Touchscreen, Black Smooth Lenovo - Android Tablet, 10.1", Quad-Core, 16-GB, WiFi wireless connectivity Lenovo ThinkPad E560 Laptop Computer, 15.6" display, 8 GB RAM, 192- GB, SSD, including power supply Middle Atlantic 15-Amp Stand-Alone Remotely Controlled Power Module, 12volt or Contact switch, LED status indicator, power cord Additional Equipment 1 DWR-24-22PD Middle Atlantic - 24 SPACE (42') Data wall rack with plexi door 1 DWR-RR24 Middle Atlantic - DWR 24 space rear rack rail kit (pair) 1 LBP-1A Middle Atlantic - 'L' Shaped Lacing Bar, 10 Pc. FINAL Dec. 02, 2016 Page 15

16 Additional Equipment (Cont.) 2 VT1 Middle Atlantic - 1 SPACE (1 3/4') VENT PANEL, LARGE PERFORATIONS. 1 UTR1 Middle Atlantic -1 Space Universal Rack Shelf 1 UD3 Middle Atlantic 3 Space utility drawer, black powder finish 2 QFAN Middle Atlantic 4.5-inch Quiet Fan with Guard, Cord and Hardware 1 FC-4-1C Middle Atlantic Proportional Fan Control Module, 4x Fan Plugs, 120VAC with 5ft. Cable 1 D3LK Middle Atlantic 3 Space Storage Drawer with keylock Furman - 120V/15A Power Condition. 8 rear & 1 front AC outlets, 2 pullout 1 PL-8C dimmable front panel LED lights, rear panel BNC lamp connection. 1 SA-1810 Surgex - 10 Receptacle circuit protection 15A, 120V 1 12G-HI LittLite 12" Individual BNC detachable gooseneck lamp (high intensity) 1 Lot Digital storage media and recording accessories as required 1 Lot Installation and mounting hardware 1 Lot Connection cabling for all equipment NOTE: Furnish this equipment and any other components, materials or labour services required to supply complete and fully working systems in all specified locations. --- END --- FINAL Dec. 02, 2016 Page 16