City Council

LODI CITY COUNCIL AGENDA – Special Meeting Carnegie Forum Date: September 15, 2020 305 West Pine Street, Lodi Time: 7:00 a.m. Streaming Links: www.facebook.com/CityofLodi/ or https://zoom.us/j/94149116757?pwd=QUd QL3RwNStjc1A4Z1JjckltV09rZz09 SPECIAL NOTICE Effective immediately and while social distancing measures are imposed, Council chambers will be closed to the public during meetings of the Lodi City Council. The following alternatives are available to members of the public to watch Council meetings and provide comments on agenda and non-agenda items before and during the meetings. Viewing: Members of the public may view and listen to the open session of the meeting by clicking the below links or pasting the link into a browsers https://zoom.us/j/94149116757?pwd=QUdQL3RwNStjc1A4Z1JjckltV09rZz09 Password: 227189 Or iPhone one-tap: US: +16699009128,,94149116757# Or Telephone: Dial: US: +1 669 900 9128 or +1 346 248 7799 Webinar ID: 941 4911 6757 Or on Facebook at https://www.facebook.com/CityofLodi/ Public Comment: Members of the public may provide public comment via Zoom video conferencing at the following link: https://zoom.us/j/94149116757?pwd=QUdQL3RwNStjc1A4Z1JjckltV09rZz09 Public Comments are limited to five minutes per person. Members of the public may submit written comment prior to or during the meeting. Comments should be submitted to councilcomments@lodi.gov (or via mail sent to: City Clerk’s Office, P.O. Box 3006, Lodi, CA 95241). Written comments received two hours prior to the start of the meeting will be provided to the City Council and posted on the City website as part of the official record of the meeting. Five minutes of each written comment, received before the Mayor or Chair announces that the time for public comment is closed will be read into the record. IMPORTANT: Identify the Agenda Item Number in the subject line of your email. Example: Public Comment for Agenda Item Number C-17. Pursuant to the Americans with Disabilities Act (ADA) and Executive Order N-29-20, if you need special assistance to provide public comment in this meeting, please contact the Office of the City Clerk at (209) 333-6702 or cityclerk@lodi.gov at least 48 hours prior to the meeting in order for the City to make reasonable alternative arrangements for you to communicate your comments. If you need special assistance in this meeting for purposes other than providing public comment, please contact the Office of the City Clerk at (209) 333-6702 or cityclerk@lodi.gov at least 48 hours prior to the meeting to enable the City to make reasonable arrangements to ensure accessibility to this meeting (28 CFR 35.160 (b) (1)). SPECIAL TELECONFERENCE NOTICE Pursuant to Executive Order N-29-20:The Brown Act, Government Code Section 54953, contains special requirements that apply when members of a legislative body participate in a public meeting by telephone. Certain of these requirements have been suspended by Paragraph 3 of Executive Order N-29-20, executed by the Governor of California on March 17, 2020, to mitigate the spread of Coronavirus (COVID-19). In particular, the Executive Order suspends that provision of the Brown Act that requires noticing, posting of agendas, and public access to each location where a member will be participating telephonically, as well as provisions that require physical presence of members of the legislative body or the public for purposes of a quorum or to hold a meeting. Executive Order N-29-20 allows an agency to conduct a teleconference meeting that provides members of the public telephonic or other electronic participation in place of making a physical location for the public to observe the meeting and provide public comment, consistent with other provisions of the Brown Act. \\cvcfilv01\administration$\Administration\CLERK\Agenda\COUNCIL\2020\09-15-20agnSM w-Lodi CCTeleconference.docx 9/10/2020 2:31 PM  CITY COUNCIL AGENDA SEPTEMBER 15, 2020 PAGE TWO For information regarding this Agenda please contact: Jennifer Cusmir City Clerk Telephone: (209) 333-6702 A. Call to Order / Roll Call B. Regular Calendar B-1 Provide Direction to Staff Regarding Upgrade of Audio, Visual and Broadcast System in Council Chambers (IT) C. Adjournment Pursuant to Section 54956.2(a) of the Government Code of the State of California, this agenda was posted at a place freely accessible to the public 24 hours in advance of the scheduled meeting. ______________________________ Jennifer Cusmir City Clerk All staff reports or other written documentation relating to each item of business referred to on the agenda are on file in the Office of the City Clerk, located at 221 W. Pine Street, Lodi, and are available for public inspection. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation contact the City Clerk’s Office as soon as possible and at least 72 hours prior to the meeting date. Language interpreter requests must be received at least 72 hours in advance of the meeting to help ensure availability. Contact Jennifer Cusmir at (209) 333-6702. Solicitudes de interpretación de idiomas deben ser recibidas por lo menos con 72 horas de anticipación a la reunión para ayudar a asegurar la disponibilidad. Llame a Jennifer Cusmir (209) 333-6702. Meetings of the Lodi City Council are telecast on SJTV, Channel 26. The City of Lodi provides live and archived webcasts of regular City Council meetings. The webcasts can be found on the City's website at www.lodi.gov by clicking the meeting webcasts link. Members of the public may view and listen to the open session of this teleconference meeting at www.facebook.com/CityofLodi/ or https://zoom.us/j/94149116757?pwd=QUdQL3RwNStjc1A4Z1JjckltV09rZz09.  AGENDA ITEM B-01 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Provide Direction to Staff Regarding the Upgrade of Audio, Visual and Broadcast System in the Council Chamber. MEETING DATE: September 15, 2020 PREPARED BY: Information Technology Manager RECOMMENDED ACTION: Provide direction to staff regarding the upgrade of audio, visual and broadcast system in the Council Chamber. BACKGROUND INFORMATION: Staff will present options for upgrading the audio, visual and broadcast technology within the Council chambers. FISCAL IMPACT: Current estimate for the project is between $350,000 to $400,000 FUNDING AVAILABLE: Funding for the project is through fees collected from the Digital Infrastructure and Video Competition Act of 2006 (DIVCA) ______________________________________ Andrew Keys, Deputy City Manager ___________________________________________ Benjamin Buecher, Information Technology Manager APPROVED: ________________________________________ Stephen Schwabauer, City Manager  City of Lodi REQUEST FOR PROPOSAL REMOVAL AND REPLACEMENT OF AUDIO AND VIDEO EQUIPMENT IN THE CITY COUNCIL CHAMBER FOR THE CITY OF LODI Response due Date & Time Sometime in 2020 3:00 p.m. (PST) SUBMIT RESPONSES TO: Office of Information Technology City of Lodi 221 W. Pine Street Lodi, CA 95240 1. Introduction 1.1 PURPOSE The City of Lodi is soliciting proposals from qualified Audio Video System Integrators to provide a new Audio/Video/Lighting/Broadcast/Control (AVLBC) system for City of Lodi’s Council Chambers and adjoining conference room. 1.2 THE CITY OF LODI The City of Lodi (City) is located in the Central Valley of California. It has a population of approximately 66,000 and is a full-service city providing a variety of services (including community development, police, fire, public works, engineering, water, wastewater, electric utility, parks and recreation, library, and general government activities). The City has approximately 500 full-time employees and part-time employees with a total annual budget of approximately $190 million ($47 million General Fund). 1.3 OBJECTIVE The objective of this RFP is to identify an Audio Video System Integrator capable of providing all services and equipment for producing high definition (HD) audio and video broadcast and recordings to integrate the latest technology in council chambers, adjoining conference room and A/V control room. • Update audio and video components to HD quality to stream to service providers including AT&T, Comcast, and Granicus. • Integrate methods for council members and board members to participate remotely. • Introduce technology that allows members to interact using the latest digital mediums (i.e. voting systems, touchscreens, personal screens at each seat) • Updated technology that gives the audience an improved digital experience during meetings (i.e. viewing presentations) • Integrate methods to stream meetings online through social media and allow citizen participation through enterprise virtual communications 2. Scope of Work 2.1 General Work Scope The scope of work set forth in this RFP represents an outline of the services in which the City will require the successful Proposer to perform. The scope of work will be incorporated into the Professional Services Agreement. All existing A/V equipment removed from council chambers and control room will become the possession of the proposer. It shall be disposed of in accordance of local, state and federal requirements. The City staff will have 30 days from the award of the contract to specify any equipment they wish to maintain control of that will no longer be used in the system following the removal by the installer. The TV Production System upgrades include cameras, video switcher, recording systems and distribution equipment for local monitoring and viewing as well as web streaming and video transport to the City’s Cable TV channel. City of Lodi RFP for Website Redesign Page | 1 2.2 Project Requirements with pictures of example sites • The AVLBC upgrade should include but not be limited to: o Digital voting for council members o Large AV presentation monitors mounted to wall or ceiling o An A/V control system with touch screen controls at multiple locations o A/V matrix switcher o Multiple HD A/V source inputs o Video and audio formatted for cable TV broadcast o New HD PTZ cameras o Compatible with Granicus or other similar platforms o Upgraded sound system for chambers and adjoining rooms with independent volume control o Capability to stream over the web using mediums such as Facebook and/or YouTube o Speaker timer o Interface for enterprise virtual communications to facilitate public interface o Interface for teleconferencing and VoIP phone system • Dias o Each of the five voting and two non- voting stations at the dais will receive a touch screen for video display, voting and speaker queue (request to speak) functions. o Each member will be able to view the meeting agenda o The Mayor’s screen will display the speaking order and have a “next speaker function o Each dais seat will have a gooseneck microphone with a halo light to indicate on/off status o All dais and staff microphones will have a mute button to drop voice recording without releasing permission to speak. • City Clerk o The clerk location will receive a touch panel for Audio, Visual and lighting system and room control. o The A/V touch panel will also control the speaker timer functions. o Control for the council voting system o The clerk will also have a gooseneck microphone with a halo light to indicate on/off status. • Podium City of Lodi RFP for Website Redesign Page | 2  o The podium location will receive a longer gooseneck microphone to address the fact that the speaker will be standing, speaker timer lights and clock display. o The podium will have accessible power and AV connections with VGA and HDMI connections for presentations • Staff Table o Each of the four staff seats will have a gooseneck microphone with a halo light to indicate on/off status. o Individual touch screen for viewing presentations and agenda o All dais and staff microphones will have a mute button to drop voice recording without releasing permission to speak. o Each position will have access to power and AV connections with VGA and HDMI for presentations • Chamber Room o Remove the existing projector and projection screen. o On the wall behind the Dais, large format displays for allowing audience to view presentations. In addition to meeting presentations, agenda items or voting results will appear on the displays. These three displays should also be able to split to show a separate source on each. o Appropriate hearing assistance units are to be included to comply with ADA requirements. Include charging station and rechargeable batteries as appropriate. o Additional audio inputs will be available in the microphone system for separate microphones, computers, and other devices. o Wireless presentation gateway that allows users to conduct a visual presentation wirelessly from any device, throughout the Council Chamber and large conference room. o The microphone system will allow individual microphones to be configured with a timer to be active or not active throughout the meeting, as configured by staff or council members. o The video displays will show remaining time for the podium speaker. The displays will be clearly visible to the speaker, audience, and dais seats. o Installation of a microphone cut off switch accessible by staff and/or council members • Chamber Lobby o Install a screens for view of presentations in the lobby o Upgrade audio in lobby for audience over flow • Large Conference Room o Upgrade audio and video, wired, and wireless feed • Broadcast control room o Video switcher, control over all PTZ cameras in the chambers.  Ability to plug in other video sources for broadcast over PEG channels o Live graphic generator for onscreen display during broadcast City of Lodi RFP for Website Redesign Page | 3  o Audio mixer with multiple audio inputs o Control of broadcast to stream on social media o Intercom or method to communicate with clerk in chambers • Provide any combination of additional equipment, cabling, and configuration necessary for the system to function properly. Recommend any additional improvements to the AVLBC system that are not mentioned in the request for proposals. 2.2 Other Requirements • While the Video Booth will house all the controls for the video technology and streaming capabilities, a separate control site for ease in handling the presentation, audio and video functions needs to be installed at the City Clerk’s desk for switching between components during a meeting. • “Request to Speak” button or option on touchscreen would be beneficial. • Identify a program or solution that will allow the City Clerk to electronically communicate with the Mayor during the meeting. • Integration of the AV Technology into a podium/lectern which is flexible enough to support a wide range of presentation; easy for anyone to operate, and functions consistently without technical issues. Will include a touch‐screen panel to easily switch and control devices and is integrated with pretested AV equipment that ensures reliability. 2.3 Current Equipment and Configuration The City has determined that much of the existing system(s) are end-of-life, obsolete and/or no longer supported in the industry. This hardware and software obsolescence requires the City to replace the existing systems with new products. City of Lodi RFP for Website Redesign Page | 4 City of Lodi RFP for Website Redesign Page | 5 3.0 Vendor and Project Requirements 3.1 IMPLEMENTATION The proposal should include a comprehensive timeline for each phase of the project, including meetings with City staff, redesign, procurement, presentation, implementation and training. The City's goal is to launch the new design by first quarter of 2021. Project work to be coordinated with City staff as to not impact regularly scheduled City Council meetings and Commission meetings. The preferred project completion would be no later than the end of January 2021. 3.3 SUPPORT Firm shall provide ongoing support and be available to assist City staff troubleshoot and resolve problems associated with the redesign. Lodi City Hall business hours are Mondays through Thursdays from 7:30 a.m. – 5:30 p.m. PST and on the City’s alternating Fridays from 8:00 a.m. – 5:00 a.m. PST. 3.4 PROJECT STATUS MEETINGS AND TESTING A series of meetings, including an initial kick-off meeting, are required between the firm and the City’s design team. The purpose of the meetings is to ensure periodic updates on the progress of the project and may include visual demonstrations. This must also include at least a one (1) week QA/QC testing period during which the new equipment is available to designated core test City of Lodi RFP for Website Redesign Page | 6 users. The firm will supply as-builds for the new systems that will included wiring diagrams, electrical, and components installed. 3.5 TRAINING Firm shall provide training on the new AVLBC system. Training should be onsite for administrators and core users. The firm must also provide a written “owner’s manual” with step- by-step instructions for all features. 4.0 SUBMISSION AND REVIEW 4.1 REGISTRATION OF INTENT TO SUBMIT RESPONSE Each vendor who plans to submit a completed response must register (by email) an intent to bid with City of Lodi by ______________. This registration will allow the City to notify all vendors of any changes, questions, concerns, and any other matters related to this RFP. All questions must be directed via email to Benjamin Buecher, IT Manager, bbuecher@lodi.gov. Contact with other City departments, commissioners, councilmembers or other officials is expressly prohibited without prior consent and will result in disqualification. 4.2 SUBMISSION OF RESPONSES: An original and two (2) copies of the response shall be enclosed in a sealed envelope clearly marked “City Council Chambers Project” and addressed as noted below. Any deviation from this requirement may result in the response being considered non-responsive, thus eliminating the company from further consideration. An electronic copy can be emailed and must be included as part of the proposal. The electronic copy can be emailed to the Information Technology Manager, Benjamin Buecher, bbuecher@lodi.gov. Responses must be received in the office of Information Technology no later than 3:00 p.m. Pacific Standard Time,_______________. Late responses will not be considered. Mailing Address: City of Lodi Benjamin Buecher IT Manger 221 W. Pine Street Lodi, CA 95240 Email only and facsimile responses will not be considered. Vendors shall have sole responsibility for the delivery of responses on time and to the proper location. A response received by the City after the established deadline will be returned, unopened, to the vendor. 4.3 KEY DATES* Event Tentative Dates RFP Issuance Registration of Intent to submit response Bidders’ Conference Vendor Responses Due Review of Submissions City of Lodi RFP for Website Redesign Page | 7 Vendor Interviews Selection of Vendor Contract Negotiations Begin upon notification of selection * Dates subject to change 4.4 EVALUATION AND SELECTION City of Lodi intends to enter into a contract with the vendor organization that in the City’s opinion best meets the responsiveness and budget for the City. However, this RFP does not commit the City to select or enter into a contract with any organization, and the City reserves the right to reject any and all proposals. 4.5 ADDENDA The City will notify properly registered vendors if there are any addendums to the requirements. Vendor shall be responsible for ensuring that all addenda are included in its response. 4.6 EVALUATION OF COMPLIANCE IT will determine whether the proposals comply with this RFP, and we will reject late proposals. Failure to meet other requirements will affect our evaluation and may result in rejection. 4.9 EVALUATION OF PRICE IT reserves the right to disqualify proposals having prices that appear unrealistic or significantly understated for the services offered. 4.11 RESPONSE COSTS Those submitting responses do so entirely at their expense. There is no expressed or implied obligation by the City to reimburse any individual or firm for any costs incurred in preparing or submitting responses, providing additional information when requested by the City, or for participating in any selection interviews. 5.0 RESPONSE FORMAT In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their responses in accordance with the instructions outlined in this section. Each vendor is required to submit the responses in a sealed package. Vendors whose responses deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the City. Responses should be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to satisfy the requirements of the RFP. All components in this section must be included with detailed information that can be substantiated by the vendor. Each response shall be signed by an individual who has authority to obligate the company. 5.1 FORMAT FOR SUBMISSION This section defines the proposal format to be used by respondents. All proposals shall be submitted in the format outlined below. Any proposal that does not, in the sole opinion of the City, comply with the requirements, may be rejected. The City of Lodi will receive competitive proposals from firms having specific experience and qualifications in the areas identified in this City of Lodi RFP for Website Redesign Page | 8 RFP. Under competitive negotiation procedures, the terms of the service contract, the price of the service, the method of service delivery, and the conditions of performance are all negotiable. A negotiated contract will be awarded to the firm that best meets the proposed needs at a reasonable price, not necessarily at the lowest price. The content and sequence of the information contained in each copy of the proposal shall be as follows: 1. Letter of Transmittal: Include your firm’s understanding of the work to be performed. In addition, state why your firm believes it to be the best qualified to perform the services requested. Also, state the Management Contact (representative authorized to sign an agreement for your firm) and Project Manager (person responsible for day-to-day management of the project). 2. Table of Contents: Include a clear identification of the material by section and by page number. 3. Summary Sheet: This section of the proposal must include a fully completed copy of the Summary Sheet included with this RFP (Appendix B). Provide the name, title, experience, and qualifications of the personnel who will be assigned to the project. 4. Project Team Description: Provide the name(s) of the Project Manager and the personnel that will be assigned to the project, including their names and contact information. Include brief resumes for all team members, as well as their tenure with the firm. Indicate the organization structure of the team an outline key roles and lines of authority, as well as the percentage of total time (verses other concurrent projects) each member will spend on the project. Describe your in-house skills with design, programming, cabling and hardware selection. Please indicate any needed subcontracted services (and their role) required to meet the needs of the proposal or clearly indicate what portion of the services are not included as part of your proposal. 5. Firm Experience: Provide background on the firm and its experience in designing and installation of audio/visual systems for municipalities/council chambers/board of supervisor chambers or other type of public meeting space used by City or County government. Provide a summary of five (5) projects completed in the past five (5) years that are similar in scope, including client name, description, project team, the date the project began and completed, and costs. 6. Process: Provide a narrative describing the approach the firm would take to facilitate input from the City's team members and a detailed work plan describing your approach to designing, managing, and coordinating this project. 7. System Design: Describe the design process, especially as it pertains to meeting the requirements of the system, proposing of new technology and process of selection of hardware vendors. 8. Costs: Provide a detailed cost breakdown that includes a comprehensive schedule of fees for all items set forth in Section 2.1. The items must also be addressed in the order in which they appear in Section 2 of this RFP. Additional information, in your opinion, should be clearly identified. Cost proposal must also include annual maintenance costs, technical support, and software upgrade fees, as well as any fees for any additional work or consulting that may be required above and beyond the scope of work. Please also include billable rates for all personnel assigned to the project, licenses, sub-contractors, materials, etc. and break out costs (on a “not-to-exceed” basis) for components and phases of the project. All hourly rates and fees, charges, costs, and anticipated reimbursable costs must be clearly stated. 9. References: Each firm must list similar services performed (as the prime firm) for all similar organizations/entities in the last five years and when performed. Show names of organizations, and names and telephone numbers of persons who can be contacted with regard to the services you have provided. In addition, list all similar public agencies for City of Lodi RFP for Website Redesign Page | 9  which contracts were terminated in the last three years. Firms may provide a brief explanation of the reason(s) for termination(s). 6.0 EVALUATION OF RESPONSES 6.1 EVALUATION METHOD: The City shall review all proposals to determine which vendors have qualified for further consideration. The initial review will evaluate all submissions for conformance to stated specifications to eliminate all responses that deviate substantially from the basic intent and/or fail to satisfy the mandatory requirements. Proposals will be evaluated based on the following evaluation criteria: • Quality, clarity, and responsiveness of proposal • Ability to provide an AVLBC that meets the current and future vision and needs of the City • Proven ability to plan, design, implement and support the AVLBC • Demonstrated ability to work in a cooperative and collaborative manner with clients • Proposed timeline • Anticipated value and price • Perceived risk or lack thereof • References for each of the primary product(s) and service(s) proposed • Ability to prepare and execute a contract in a timely manner The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all vendors. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluations of proposals are complete. If clarifications are made as a result of such discussion, the vendor shall put such clarifications in writing. 6.2 ACCEPTANCE: Submission of any response indicates acceptance of the conditions contained in the RFP unless clearly and specifically noted otherwise in the response. 6.3 REJECTION: The City reserves the right to reject any and all responses, in whole or in part, to waive any and all informalities, and to disregard all nonconforming, non-responsive or conditional responses. PUBLIC RECORDS LAW: Pursuant to California Government Code Section 6250, public records may be inspected and examined by anyone desiring to do so, at a reasonable time, under reasonable conditions, and under supervision by the custodian of the public record. All submitted responses are subject to this code section. Financial statements submitted in response to a request by the City are confidential and exempt from disclosure unless otherwise publicly available. Data processing software obtained under a licensing agreement that prohibits its disclosure is also exempt. City of Lodi RFP for Website Redesign Page | 10 CITY OF LODI COUNCIL CHAMBERS UPGRADE Replacement of audio / visual and broadcast system  CURRENT SYSTEM • Over 15 years old • Components that make up the A/V system are end of support from manufactures and are expensive to repair • Current system will not accept modern laptop connections • It’s incapable of using even HDMI video • The system is strictly analog and does not have the flexibility to broadcast or record in current digital formats • Upgrading the system will allow for better integration of modern A/V and broadcast technology • Moving to a digital platform will allow for broader options to meet modern methods of public interaction • Zoom meetings • Streaming media • A new system will help improve the public’s experience during meetings, allowing for the public to view the meeting using his/her preferred technology • Modern technology to allow for streamline personal interaction at the Dias • Touchscreen request to talk • Digital voting systems • Personal monitors to view agenda and presentations • Larger, brighter monitors for public viewing of presentations • Screens positioned for public to easily view presentations, voting results, etc. • Improved technology to manage presentations and talks from the podium • AV controls for presenters to show presentations from the podium • AV controls for City Clerk / Mayor to control the content from the podium Examples of how technology is used in other chambers. Examples of how technology is used in other chambers. Examples of how technology is used in other chambers. Examples of how technology is used in other chambers.  ESTIMATED TIME LINE • Plan to release the RFP by the week of September 21 with a deadline for responses by October 9. • Review of proposals completed by October 30 • Staff notification to bidders and verbal award given to the most competitive bid by the week of November 2 • City Council approves Contract at the December 2 meeting • Procurement for products could take up to 30 days • Implementation could start as soon as the first week of January 2021 with final completion expected between February and March 2021. • Staff is seeking Council input on the project prior to issuing the RFP • The RFP is written to be broad enough to allow proposers to present best options for that meet the City’s needs and work within the available architecture of Carnegie Forum • Funding for the project is supported by past fees collected through Digital Infrastructure and Video Competition ACT (DIVCA) • Estimated cost between $350,000 and $400,000