COLUMBIA COUNTY, WISCONSIN COURTROOM VIDEO CONFERENCE & AV SYSTEMS REQUEST FOR PROPOSALS

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1 COLUMBIA COUNTY, WISCONSIN COURTROOM VIDEO CONFERENCE & AV SYSTEMS REQUEST FOR PROPOSALS Optional Pre-Bid Conference: June 7, 2017, at 1:00 p.m. CST Columbia County Administration Building 112 E. Edgewater Street Meeting Room #1 Portage, WI Proposals Due: June 15, :00 p.m. CST Columbia County Clerk s Office Attn: Susan M. Moll, County Clerk and Administrative Coordinator 112 E. Edgewater Street Portage, WI

2 1.0 INTRODUCTION: Columbia County is seeking proposals from qualified vendors to acquire, install and configure a video conference and audio video presentation system for the County s three courtrooms as well as to reinstall pre-existing video conference equipment into a hearing room. The proposed solution will be a core technology within each courtroom and must provide highly secure, reliable and intuitive video conference and presentation capability. Columbia County is undertaking a remodeling of courthouse building. This remodel will provide for three courtrooms and one hearing room. Columbia County wants to deploy digital audio and video conferencing and audio/video presentation capabilities in the remodeled rooms. The conferencing systems will be used during trails to connect participants from remote locations such as the local jail. There is the additional desire to have the capability to connect the audio and video presentations with a meeting space in the lower level of the building to any of the courtrooms for overflow purpose. 2.0 BID REQUIREMENTS: Interested vendors are to submit a sealed proposal to Columbia County as required by this RFP. Due Date: Location: Attn: Bid form: June 15, 2017, at 2:00 p.m. CST Columbia County Clerk s Office Susan M. Moll, County Clerk and Administrative Coordinator 112 E. Edgewater Street Portage, Wisconsin All bids must be submitted in sealed envelopes, bearing on the outside the name of the bidder, the bidder s address, and the Scope of Work for which the bid is submitted. Number of Copies: Three (3) Tax Exempt: Performance and Payment Bond: Bid Bond: Miscellaneous: Awarding Authority: Columbia County is tax exempt and will not pay sales tax. A tax exempt certification will be provided to the awarded vendor. 100% of Contract Amount 10% of Bid Amount Bid price to remain for sixty (60) days following bid. All bids received after this time will be rejected Bids will be publicly opened and read at the Columbia County Courthouse, 400 DeWitt Street, Portage, Wisconsin on June 15, 2017 at 2:00 PM C.S.T. 2

3 Columbia County reserves the right to reject any bid, or all bids. The County Ad Hoc Building Committee will make a recommendation and the County Executive Committee will select the bid determined to be in the best interest of the County. The bidder understands that the bids shall be submitted to Columbia County and upon approval and award, the successful bidder shall contract with Columbia County for the execution of the work. 3.0 INSTRUCTIONS Compliance: Contractor shall have a minimum of $1,000,000 in liability insurance, $1,000,000 General Aggregate Insurance, Professional Liability Insurance, Workers Compensation Insurance, and shall provide payment and performance bonds as noted in Bid Delivery and Submission Requirements. Compensation: The winning proposal will result in a contract between the Vendor and Columbia County. There will be only one (1) contract with the winning bidder for all services outlined in its proposal. The winning bidder will be responsible for paying all subcontractors for the project. Schedule: The construction schedule is still being finalized. However, it is expected that the work on this portion of the project will be 100% completed by approximately May 1, Rejecting Proposals: Columbia County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interests of Columbia County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County s best interest. Notification: The County Ad Hoc Building Committee will evaluate all the proposals and recommend the winning contractor for approval by the County Executive Committee. All contractors will be notified of the selected contractor by within fourteen (14) days of the proposal deadline. 3

4 4. PROJECT SCOPE: The selected vendor will install an integrated digital audio and video conference system in each of the courtrooms and the hearing room. The selected vendor will also provide two mobile video conference systems for use at the Columbia County jail. Lastly, the selected vendor will provide a transport for audio and video to the lower level meeting area for viewing and listening to a connected courtroom. Each courtroom will be outfitted with two large digital displays and a digital projection system for those in the courtroom to be able to observe the distant participants and local presentation of evidence. Each courtroom will have two controllable cameras that will display the courtroom activities to the distant participants. Each courtroom will have microphones to pick up the audio in the room for local voice lift, distant participants connected via an audio or video conference, and recording. Each courtroom will have an integrated audio amplification system with in-ceiling speakers to be able to hear the court proceedings and the distant participants. Each courtroom will have the capability to connect a laptop and/or document camera at various locations for presenting information and evidence. Each courtroom will have the ability to process the camera images to display the cameras side by side to distant participants. Each courtroom will have sound masking capability to make side bar conversations more private. Each courtroom will have a courtesy audio output plate for authorized third party recording in the courtroom. Each courtroom will have an audio kill button to stop audio transmission from the distant participant. The integrated digital audio and video conferencing systems will be controlled by a touch screen user interface located at the clerk s workstation. All courtrooms and the hearing room will be interconnected so the proceedings in one courtroom and be viewed in the others. The hearing room has the same functionality as the courtroom, but will not employ a digital projection system. The hearing room will re-use equipment from the County s existing digital HD courtroom system where applicable. The audio, video and control distribution equipment required to operate the courtrooms and hearing room will be located in AV equipment racks on the third floor in the IT room. The jail video conferencing system will consist of a mobile cart with a video conference codec, large display, and camera and microphone/speaker system integrated into the cart. The cart will be self-contained. The lower level meeting room for overflow will allow any courtroom or hearing room to send a digital audio and video signal (HDMI) to a wall plate in the lower level meeting room. An owner furnished display with internal speakers can be connected to the wall plate for remote viewing. The selected vendor shall be responsible for the system design, supply, installation, configuration, testing and staff training of the completed system as well as post installation service and support for twelve (12) months following the completion of installation. 4

5 SCOPE OF WORK COURTROOMS 1, 2 & 3 DISPLAYS There will be a vendor provided 80 hi-resolution display mounted from the ceiling for the judge, witness and clerk to view evidence presentations and distant participants during conferences. The display will also be used as a confidence display for adjusting camera positions. There will be a vendor provided 80 hi-resolution display mounted on the front wall near the witness for the attorneys to view evidence presentation and distant participants during conferences. In courtrooms #1 & #3, there will be a vendor provided hi-resolution projection system mounted for the jury viewing. The jury will view evidence presentation and distant participants during conferences. The projector will be ceiling mounted. The projection screen will be an electric recessed type screen sized to display a 96 wide by 60 high image. In courtroom #2, there will be a vendor provided 80 (or greater) hi-resolution display mounted from the ceiling opposite the jury box for jurors to view evidence presentation and distant participants during conferences. SOURCES There will be a provision for a bench computer to be displayed on the courtroom displays for presentation. There will be a provision at two attorney tables to connect a laptop to be displayed on the courtroom displays for evidence presentation. The tables will be able to connect various digital outputs from a laptop through a connector adapter ring, as well as analog VGA and audio laptop outputs. The connectors will be stored in a cable well on the table top. There will be an input wall plate on the side of the bench for connecting auxiliary digital sources, such as a document camera, to be displayed on the courtroom displays for evidence presentation. The wall plate will be able to connect various digital outputs from a digital source through a connector adapter ring, as well as analog VGA and audio source outputs. There will be a vendor provided robotic type camera mounted near the front wall display for broadcasting the attorney tables to the distant participants through the video conferencing system. The camera will be routed through a multi-image processor. 5

6 There will be a vendor provided robotic type camera mounted near the ceiling mounted display for broadcasting the bench to the distant participants through the video conferencing system. The camera will be routed a multi-image processor. There will be a vendor provided video conference codec that will be connected to the owner s video IP network. The proposal shall include an optionally priced Elmo system for locally presented materials. DISTRIBUTION There will be a vendor provided 20-port IP managed switch to route multicast hidefinition video from courtroom sources to courtroom displays. The sources content will be encoded through encoders to IP traffic and the displays will use a decoder to decode the IP traffic to be presented. There will be a vendor provided audio digital signal processor that receive audio from an IP decoder and transmit audio to an IP encoder for distribution through the multicast hidefinition video system. There will be a vendor provided multi-image processor for combining the two courtroom cameras to a side by side image for distant participants to view whole courtroom on one display. The video codec will be able to present the local courtroom participants and evidence sources to distant participants. The courtroom audio and video will be routable to the lower floor meeting room, when activated by court staff, for overflow purposes through the multicast hi-definition video system. There will be a vendor provided 10 port IP managed switch located in the lower floor IT room. AUDIO There will be a vendor provided distributed speaker system in the courtroom for voice re-enforcement, presentation and conferencing. The distributed system will a twelve speaker four zone system. The four zones will be assigned as bench, attorney, jury and gallery. Each zone will be setup in a mix minus configuration for optimal voice clarity. There will be a vendor provided amplified speaker at the reporter s desk to augment the courtroom audio. There will be a vendor provided audio record plate at the reporter s desk for connecting a recording device. There a four audio outputs for individual recording. The outputs are assigned; judge, witness, plaintiff, and defense. 6

7 There will be a vendor provided audio output courtesy plate located in the rear of the galley section for authorized third party recording devices. The output signal type will be a balanced line level signal. There will be two connectors for two devices. The vendor will provided six desk microphones with mute switches located throughout the courtroom. The microphones will be assigned for the judge, witness, clerk, and attorney tables. The mute switch will be programmed for push/hold to mute. There will be a vendor provided wireless microphone for use by an attorney during the proceedings if freedom of movement is required. There will be a vendor provided IP audio encoder and decoder for interfacing the source audio in the courtroom to the audio digital signal processor. There will be a vendor provided audio digital signal processor (DSP) for audio routing, audio balancing, and volume control and telephone conferencing. The DSP will have a VoIP interface for interfacing with the owners IP telephone system. There will be a vendor provided attorney audio kill button that when pressed will stop all incoming audio from the conferencing systems. The assisted listening system will be an owner provided system. There will be white noise (sound masking) that can be active by the control system for side bar conversations to increase privacy. This item is to be itemized as optional. CONTROL The control system will control the audio video equipment in the courtroom. The control system will be connected to the IP multicast hi definition video network. The UI will be a 10 touch screen located at the clerk s desk. The control system can also be controlled via a computer that can reach web pages served up by the control systems controller. The control system will be able to power on and off the lights over the projection screen and the lowering and raising of the projection screen. The listed equipment and the control functions will be able to be controlled from the touch screen at the clerk s desk and the controller s web pages via a computer on the control network. Displays: Power Projector: Power Projection Screen: Position Lights: On/Off, Presets Cameras: Power, Motion, Focus 7

8 Sources: Routing, Input Multi-Image Processor: Picture Layout Video Codec: Dialing, Call Operations, Presentation Audio DSP: Routing, Audio Level, Audio Conference Call Dialing and Operations Attorney Audio Kill Button: Mute PHYSICAL There will be a vendor provided rack for the courtroom audio video distribution equipment located in the 3rd floor IT room above the 2nd floor Hearing Room. There will be covered floor boxes for audio, video and control cable management. The boxes will be located at the bench and at the attorney tables. There will be cable storage wells in the attorney tables for connecting laptops and various evidence sources at the table. HEARING ROOM DISPLAYS There will be an owner furnished 70 hi-resolution display mounted from the ceiling for the judge, witness and clerk to view evidence presentations and distant participants during conferences. The display will also be used as a confidence display for adjusting camera positions. There will be an owner furnished 70 hi-resolution display mounted on the front wall near the witness for the attorneys to view evidence presentation and distant participants during conferences. SOURCES There will be a provision for a bench computer to be displayed on the hearing room displays for presentation. There will be a provision at two attorney tables to connect a laptop to be displayed on the hearing room displays for evidence presentation. The tables will be able to connect various digital outputs from a laptop through a connector adapter ring, as well as analog VGA and audio laptop outputs. The connectors will be stored in a cable well on the table top. There will be an input wall plate on the side of the bench for connecting auxiliary digital sources, such as a document camera, to be displayed on the hearing room displays for evidence presentation. The wall plate will be able to connect various digital outputs from a digital source through a connector adapter ring, as well as analog VGA and audio source outputs. 8

9 There will be an owner furnished robotic type camera mounted near the front wall display for broadcasting the attorney tables to the distant participants through the video conferencing system. The camera will be routed through an owner furnished multi-image processor. There will be an owner furnished robotic type camera mounted near the ceiling mounted display for broadcasting the bench to the distant participants through the video conferencing system. The camera will be routed an owner furnished multi-image processor. There will be an owner furnished video conference codec that will be connected to the owner s video IP network. The proposal shall include an optionally priced Elmo system for locally presented materials. DISTRIBUTION There will be a 20-port IP managed switch to route multicast hi-definition video from hearing room sources to hearing room displays. The sources content will be encoded through encoders to IP traffic and the displays will use a decoder to decode the IP traffic to be presented. There will be audio digital signal processor that receive audio from an IP decoder and transmit audio to an IP encoder for distribution through the multicast hi-definition video system. There will be an owner furnished multi-image processor for combining the two hearing room cameras to a side by side image for distant participants to view whole hearing room on one display. The owner furnished video codec will be able to present the local hearing room participants and evidence sources to distant participants. The hearing room audio and video will be routed to the lower floor meeting room for overflow purposes through the multicast hi-definition video system. There will be a 10 port IP managed switch located in the lower floor IT room. AUDIO There will be a vendor provided distributed speaker system in the hearing room for voice re-enforcement, presentation and conferencing. The distributed system will be an owner furnished eight speaker three zone system. The three zones will be assigned as bench, attorney, and gallery. Each zone will be setup in a mix minus configuration for optimal voice clarity. 9

10 There will be a vendor provided amplified speaker at the reporter s desk to augment the hearing room audio. There will be a vendor provided audio record plate at the reporter s desk for connecting a recording device. There are four audio outputs for individual recording. The outputs are assigned; judge, witness, plaintiff, and defense. There will be a vendor provided audio output courtesy plate located in the rear of the galley section for authorized third party recording devices. The output signal type will be a balanced line level signal. There will be two connectors for two devices. There will be six owner furnished desk microphones with mute switches located throughout the hearing room. The microphones will be assigned for the judge, witness, clerk, and attorney tables. The mute switch will be programmed for push/hold to mute. There will be a vendor provided wireless microphone for use by an attorney during the proceedings if freedom of movement is required. There will be an owner furnished IP audio encoder and decoder for interfacing the source audio in the hearing room to the audio digital signal processor. There will be an owner furnished audio digital signal processor (DSP) for audio routing, audio balancing, and volume control and telephone conferencing. The DSP will have a VoIP interface for interfacing with the owners IP telephone system. There will be an owner furnished attorney audio kill button that when pressed will stop all incoming audio from the conferencing systems. The assisted listening system will be an owner provided system. There will be white noise (sound masking) that can be active by the control system for side bar conversations to increase privacy. This item is to be itemized as optional. CONTROL The control system will control the audio video equipment in the hearing room. The control system will be connected to the IP multicast hi definition video network. The UI will be a 10 touch screen located at the clerk s desk. The control system can also be controlled via a computer that can reach web pages served up by the control systems controller. The listed equipment and the control functions will be able to be controlled from the touch screen at the clerk s desk and the controller s web pages via a computer on the control network. Displays: Power Cameras: Power, Motion, Focus 10

11 Sources: Routing, Input Multi-Image Processor: Picture Layout Video Codec: Dialing, Call Operations, Presentation Audio DSP: Routing, Audio Level, Audio Conference Call Dialing and Operations Attorney Audio Kill Button: Mute PHYSICAL There will be an owner furnished rack for the hearing room audio video distribution equipment located in the 3rd floor IT room above the 2nd floor hearing room. There will be covered floor boxes for audio, video and control cable management. The boxes will be located at the bench and at the attorney tables. There will be cable storage wells in the attorney tables for connecting laptops and various evidence sources at the table. LOWER LEVEL MEETING ROOM DISPLAY There will be a wall output plate with an HDMI connector for use of an owner furnished display. The owner furnished display can be setup temporarily and connected to the wall plate for viewing any of the courtrooms or hearing room when there is a need for more observers. SOURCES There will be a device with the capability to present MP4 video materials on both monitors simultaneously or individually. DISTRIBUTION AUDIO There will be a vendor provided 10 port IP managed switch in the lower floor IT room for routing multicast hi definition video from any of the courtrooms or hearing room to the lower level meeting room. There will be a vendor provided audio and video decoder to convert the IP multicast signals to audio and video for the wall output plate. There will be a vendor provided audio embedder to embed audio into the HDMI stream so that the display speakers may be used. There will be a wall output plate with a balanced line level audio connector for use of an owner furnished sound system or an authorized third party recording device. The owner furnished sound system can be setup temporarily and connected to the wall 11

12 CONTROL plate for hearing any of the courtrooms or hearing room when there is a need for more listeners. The control of the audio and video feed will be selected in the courtrooms or hearing room. Additionally, some local materials such as MP4 videos are to be controlled locally. PHYSICAL There will be a vendor provided small wall rack in the lower level meeting room for the audio and video distribution equipment. JAIL VIDEO CONFERENCE SYSTEM SETUP The camera, microphone and monitor are mounted on a portable cart that is moved into a small meeting room for use. The distance between the monitor/camera and the user is typically about 6 feet. DISPLAY There will be a hi-resolution display mounted on a County provided portable cart for viewing. The monitor should be no larger than 42. SOURCES There will be a fixed type camera mounted on the portable cart above or below the display for broadcasting the participants video image. There will be a video conference codec that will be connected to the County s video IP network. The video codec will be mounted on a portable cart. DISTRIBUTION AUDIO There will be a County provided video conference VLAN on the network for the portable system to use. There will be a microphone integrated with the camera. There will be amplified speakers integrated with the monitor mounted in the cart for hearing distant participants. CONTROL 12

13 There will be a video codec hand held IR controller that will control the codec, camera, and volume of the conference. A mute button is essential. The display will be powered on and off by way of the display power switch. PHYSICAL There is a County provided pre-existing portable video conference cart that will house all the jail side audio and video conference equipment. 13

14 5 Floorplans Courtroom #1 14

15 Courtroom #2 15

16 Courtroom #3 16

17 Hearing Room 17

18 6. CORRESPONDENCE: For questions related to this RFP please contact: John Hartman, Columbia County IT Director 120 West Conant Street Portage, WI Phone: (608)

19 COLUMBIA COUNTY COURTHOUSE VIDEO CONFERENCING & AUDIO/VIDIO PRESENTATION SYSTEM RFP BID FORM Itemized Project Bid Tab Each portion of the project must be itemized below as well as a total project cost. Consulting Services: Hardware: Software: Support: Total Bid: Alternates: 19

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