HomeMy WebLinkAboutR-2024-022 Authorization to Waive Competitive Bidding and Purchase AV System from BIS DigitalRESOLUTION NO. 2024-~
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE PURCHASE OF AUDIO AND
VIDEO PRODUCTION AND BROADCASTING EQUIPMENT AND
PROFESSIONAL SERVICES FROM BIS DIGIT AL, WITHOUT COMPETITIVE
BIDDING AND WITHOUT ADVERTISEMENT FOR BIDS, UTILIZING TIPS
CONTRACT NO . 230901 ; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III , Article 3, Section 4,
Subsection U), authorizes the City Manager to purchase supplies, services , equipment and
materials for the City government in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids if he /she is authorized to do so in
advance by a resolution adopted by the City Commission and if such purchases are made pursuant
to a competitive bid obtained within the last eighteen (18) months by other government agencies ,
such as the federal government, state of Florida or a Florida municipality or county; and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10 ,
"Monetary thresholds for certain purchases and payment disbursement authorizations", Subsection
(a), sets the monetary threshold or limitation at $50,000.00; and
WHEREAS, currently the only meeting room that can be used for official public meetings
and workshops is the City Hall Commission Chamber due to meeting production, broadcasting,
and streaming considerations; and
WHEREAS, the City has obtained a proposal BIS Digital for the purchase of audio and
video production and broadcasting equipment and professional services (the "AV System") to be
installed in the City Hall Northwest Conference Room, providing an alternative location to conduct
City Commission meetings, workshops , and other public meetings and allow for professional
production, broadcasting, and streaming to the public; and
WHEREAS, on February 27, 2024, the City Commission adopted a Resolution
authorizing a mid-year budget amendment to provide funding for the purchase of the AV System;
and
WHEREAS, the City Administration recommends that the City Commission waive formal
bidding and authorize the AV System purchase in the amount of Fifty-Eight Thousand One
Hundred Eighty-Four and Fifty Cents ($58,184 .50).
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the foregoing "Whereas" clauses are ratified and confirmed to be true
and correct, and they are made a part of and are incorporated into this Resolution by this reference.
Section 2. That the proper City officials are authorized to execute the necessary
documents for the purchase of an AV System exceeding the annual vendor threshold of Fifty
Thousand Dollars ($50 ,000.00) under TIPS contract no. 230901.
Section 3. That the proposal totaling Fifty-Eight Thousand One Hundred Eighty-Four
and Fifty Cents ($58,184.50) is funded by a mid-year budget amendment approved by the City
Commission on February 27, 2024 in the amount of Seventy-Five Thousand Dollars ($75,000.00)
appropriated to Information Technology Fund Account No. 507-17-04-516-64-00, and that the
additional funds shall serve as contingency for unforeseen AV System costs.
Section 4. That the City is authorized to exceed the proposal amount for minor changes
to the scope or price increases, subject to the availability of funds .
Section 5. That the proposal from BIS Digital is made a part of and incorporated into
this Resolution by this reference as Exhibit "A".
Section 6. That all resolutions or parts of resolutions in conflict with this Resolution
shall be repealed to the extent of such conflict.
Section 7. That this Resolution shall be effective 10 days after passage .
PASSED AND ADOPTED on F-eJ?fllft(lj 27 , 2024.
Motion by \J\({1 t'\~61 llwe llixl , second bl Coomi.~ Jamt}~
FINAL VOTE ON ADOPTION: Unanimous ✓
Yes No
Commissioner Joyce L. Davis
Commissioner Tamara James
Commissioner Marco Salvino
Vice Mayor Lori Lewellen
Mayor Archibald J. Ryan IV
2 RESOLUTION #2024-ffl2-
IV
APPROVED AS TO FORM AND CORRECTNESS:
RNEY
3 RESOLUTION #2024-~
(CBISDIGITAL
0
City of Dania Beach
Proposal
City of Dania Beach Conference Room AV Proposal
02-05-2024
Darryl McFarlane
Street Address : 100 W Dania Beach Blvd.
1350 NE 56th Street, Suite 300
Ft. Lauderdale, FL 33334
City: Dania Beach
State: Florida
Zip Code : 33004
Phone : (954) 924-6800
Email: dmcfarlane@daniabeachfl.gov
e Sales: (800) 834-7674
Support: (800) 715-1234
(C BISDIGIT AL
Proposal Information
Title of Proposal:
City of Dania Beach Conference Room AV Proposal
Proposal Total:
$58,184.50
Proposal Due Date:
Intended Recipient Name {Attention To):
Darryl McFarlane
Delivery Address:
100 W Dania Beach Blvd.
Dania Beach, Florida, 33004
Submitting Organization Information
Name:
Business Information Systems, Inc. DBA: BIS Digital
Address:
1350 NE 56th Street, Suite 300
Fort Lauderdale, FL 33334
Email:
sales@bisdigital.com
Website:
www.bisdigital.com
Account Manager:
Josh Stephens
BIS Digital Proposal Reference ID:
P-2300706
Drop-off Location (Building Name):
City Hall
Contract Number:
TIPS Contract 220704 -Audio Visual Equipment,
Supplies, and Services
Phone:
(800) 834-7674
(954) 493-7377
Account Manager Phone:
(800) 834-7674 X. 4040
Fax:
(877) 858-5611
Date:
February 5, 2024
(C BISD IG IT AL
February 5, 2024
Darryl McFarlane
100 W Dania Beach Blvd.
Dania Beach, Florida, 33004
dmcfarlane@daniabeachfl.gov
Dear Darryl McFarlane,
Thank you for considering BIS Dig ital for your audio and v ideo needs . We are pleased to subm it our proposal
in response to your request.
Attached to this proposal, you will find detailed information about our products and services, as well as
pricing and terms . We believe that our proposal represents the best value for City of Dania Beach, and we look
forward to the opportunity to work w ith you .
If you have any questions or would like to discuss this proposal further, please do not hesitate to contact us .
Sincerely,
Josh Stephens
Account Manager
j osh .stephens@bisdigital .com
{( BISDIGIT AL
Company Overview
BIS Digital has been in the audio and video industry since 1982 and possesses a wealth of experience in
providing integrated solutions for entities of all sizes. Headquartered in Ft. Lauderdale, Florida, the company
has over 90 employees with direct sales and service representatives throughout the US.
Our primary business is the sale, service, and support of multi-channel digital audio/video recording software
for the judicial and courtroom systems; city/county governments; public safety and interview rooms; and
private enterprises. Other areas of expertise include software-based enterprise room control, AV electronic
hardware and software integration, video presentation technology and tv broadcast systems, and digital
sound/audio reinforcement.
In addition to our comprehensive AV solutions, we provide a range of video conferencing options for remote
video arraignment and other court conferencing needs, in either hosted or non-hosted formats. We also offer
remote language translation connectivity and digital dictation, as well as meeting agenda automation, live
streaming, web hosting, and on-demand systems. From concept to completion, we have provided these
technologies to over 6,000 customers.
The strategic direction for BIS Digital has been to develop solutions that operate in an open architecture
environment, are user-friendly, and can be accessed on PCs, tablets, and smartphones. We work with award-
winning manufacturers to design fully integrated AV capabilities for optimal workflow and efficiency. All our
solutions are developed to work seamlessly with our core DCR audio and video recording software and any
current case management software being utilized in the courts and other spaces today.
As such, our team has a deep understanding of the unique requirements in these settings and the importance
of reliable and effective AV systems. Our priority is to work closely with our clients to ascertain their specific
needs and design a system that meets them. With that said, to us, technology integration and support is more
than a project. It's a partnership. It's why we also offer ongoing maintenance and support for our AV systems,
as well as providing training and technical assistance to users. We strive to build long-lasting relationships
with our clients and exceed their expectations at every opportunity.
(CBIS DIGI TA L
Corporate Data
Years in Business
42
Number of Employees
90
Geographic Reach
US + 6 Countries
Financial Information
BIS Digital is a privately held corporation .
Submission of confidential financial
information can be delivered upon request.
Certifications
BIS Digital is a Certified Reseller and
Authorized Support Agency for the following
manufacturers (including but not limited to):
• ASC
• Ashly
• Atlona
• Audio-Techn ica
• Axis
• Biamp
• Dante
• Extron
• Philips
• QSC
• Shure
• Sony
• Telev ic
• Williams Sound
• WolNision
Owner I CEO
Steve Coldren
Vice President
Kirk Ambrose
CFO
Isabel Valle
Manager of Operations
Gary Jones
Sales Director
Jade Coldren
Account Manager
Josh Stephens
System Engineer
Matt Chetcuti
Project Manager
Rosie Socolovitch
(C BISDIGIT AL
Installation (1) -BIS-3001608
City of Dania Beach
Conference Room
Will this Scope of Work apply to multiple rooms?
No -This scope does NOT consider multiple rooms.
Josh Stephens
josh.stephens@bisdigital.com
Is the client planning to record with DCR?
Yes -the client is using DCR and needs the current version.
Network Approval Process?
No
Will an IT Administrator or someone with knowledge of the network be available at the time of installation?
N/ A -Network infrastructure is not needed for the scope of this system.
Will any BIS Digital provided equipment need to match existing equipment?
No -All BIS Digital provided equipment can be standalone and does not need to match any existing
equipment.
Were the end-to-end workflows of the r9om, the existing system, and how the new system will be installed to
satisfy workflow needs documented for client review and approval?
Yes -A full description has been documented below.
Will system training be required?
Yes -BIS Digital Technicians will train end users on using the installed system.
Installation (I) Description / Notes:
Client is looking into the possibility of recording video (cam/presentation/Video
conference/live streaming) and audio for meetings held in their conference room.
They currently have a Logitech Rally Bar system w/ (2) ceiling microphones, which
does not allow for audio to be output for recording.
We are proposing a Wolfvision Cynap Core Pro that will facilitate getting camera
video and room audio into video conferencing for recording and sound
reinforcement, it will also handle streaming with the inclusion of the Capture
package. In addition, we will upgrade the audio mixer that will allow for proper
signal processing for recording and seamless integration of external phone calls
which will eliminate the need for a separate polycom device. We are proposing (2)
QSC PTZ cameras for voice activated tracking to replace the Logitech Rally, they will
use the (2) new ceiling array microphones for camera tracking during video
conferencing and recording. The existing (8) wired microphones are being replaced
by (8) wireless units.
Staying from the original instllation are the clients existing TCL monitor, amplifier,
and (6) Bose speakers.
A new installation of DCR2 is proposed to replace the old version of OCR that they
currently have, and the client will need to provide a desktop/laptop to run the
software as we currently have the system designed (we are able to provide as
(CBIS DIGI TAL
necessary).
We are including a light switch control module for meetings to be recorded on-
demand without the need to access the DCR computer by flipping a switch on the
wall (can be placed on Wall B close to Logitech touchscreen controls on the right
side of wall monitor). Bringing up the Cyap webpage will also access embedded
room control.
**Labor to remove Logitech system included in this scope of work . We will give
equipment to the City of Dania Beach for use elsewhere**
System Video Teleconferencing:
Teams, Zoom
{( BISDIGIT AL
General Scope of Work Description for Installations
BIS Digital is committed to delivering high-quality AV systems that meet the needs of our clients; our Scope of
Work process is an integral part of this commitment. Please note that this document is intended as a preliminary
assessment only and may be subject to a final technical assessment of your requirements. Its use is limited to
the purpose of allowing you to verify, via signature, whether the listed equipment, software, and installation
needs were accurately recorded. The final implementation of equipment and functionality may vary due to
factors including but not limited to: budget, infrastructure, and manufacturer constraints. This document does
not provide any implied or express warranties, and BIS Digital accepts no liability for any reliance on the
information contained within it beyond its intended purpose as an initial work assessment. Unless otherwise
specified, the following section lists BIS Digital and client responsibilities for a standard installation.
BIS Digital will be responsible for the following:
• Provision of all necessary labor, supervision, tools,
equipment, materials, services, testing, and other
expenses for the successful installation and delivery of
a complete and operable A/V solution.
• Performance of all work as described in the scope of
work, including installation and testing of specified
equipment and final circuit terminations in the head-
end equipment racks.
• Project management, personnel, supervision, staff,
labor, installation planning, scheduling, documentation,
installation quality, and testing devices as required to
complete the work.
• Furnishing of specified equipment, with the caveat
that BIS Digital reserves the right to bill for equipment
as stored materials when delivery or installation is not
possible.
• Recommendation for the installation of dedicated
electrical power at the head-end, end-user equipment,
or at the location of final control(s).
• Production of deliverables and any substitutions on a
schedule established under a purchase agreement.
The client will be responsible for the following:
• Preparation of the installation site, including but not
limited to carpentry, network connection installation,
and electrical work.
• Provision of scaffolds, ladders, or high-reach
equipment for installation work in ceilings over 14 feet.
BIS Digital will quote rental equipment as needed or
upon request.
• Responsibility for any external noise or factors
creating noise within the systems not exposed by
installed electronic equipment.
• Ensuring that installation structures will support the
weight of equipment, including but not limited to wall-
mounted displays, hanging loudspeakers, and
equipment racks.
• If required, customer-provided contractors will be
responsible for the provision, hanging, and installation
of all rigid electrical junction boxes, AC power, relay
switches, conduits, and any structural reinforcement
means as required for the proposed systems.
By signing below, I certify that I am an authorized signer for City of Dania Beach and have reviewed and approve
the Scope of Work provided by BIS Digital. I understand that this Scope of Work defines the equipment
requirements for the project, and certify this document accurately captures the needs of my organization. I also
acknowledge that any changes to the Scope of Work must be approved in writing by all parties involved.
Client Name ____________ Signature ____________ Date ___ _
(C BIS DIGIT AL
Disclaimer: Shipping and Handling
Shipping Information and Requirements
By engaging in our shipping services, customers are obligated to provide precise shipping contact information.
This includes the first and last name, title, phone number, and email address of the individual designated to
oversee shipping logistics . Customers must also explicitly state whether their location possesses a designated
dock for receiving sh ipments . This information is crucial for planning to ensure the most efficient and timely
delivery method .
Direct Shipments from Manufacturers
BIS Digital reserves the right to dispatch particular items, such as monitors and specific components, directly
from the manufacturer. While this approach may result in separate arrivals from bundled systems, it is essential
to secure timely deliveries and the uncompromised cond ition of individual components . Rest assured , we
manage this process to minimize any potential disruption to your project.
Shipping Costs
The expenses associated with shipping and handling will be determined according to project-specific
requirements . Customers will receive a set price for these costs included in a Bill of Materials prior to proceeding
with any sh ipment. Our objective is to mainta in cost-efficiency while upholding the highest standards of care for
your equipment.
Shipping Schedule and Tracking
BIS Digital collaborates closely with customers to establish a shipping schedule that aligns with project
t imelines. Timely delivery is a paramount commitment, and customers will be kept informed of the shipping
status through proactive communication . Additionally, when applicable, customers will be granted access to
tracking services and notifications, affording them the means to monitor the status of their shipments, thereby
facilitating appropriate preparation for the arrival of their AV equipment.
Disclaimer and Contact Information
This Shipping and Handling Disclaimer serves as a general guideline for our shipping and handling procedures .
BIS Digital is firmly committed to addressing specific inquiries or concerns regarding shipping in a prompt and
efficient manner, all with the overarching goal of ensuring a seamless and expedient shipping experience for
your AV equipment. Should you require further clarifications, have concerns, or need additional assistance, we
encourage you to reach out to our dedicated support team.
Does the delivery site include lockable storage?
N/ A --Lockable storage not needed for this scope .
Is the delivery site equipped with a loading dock?
N/ A --Loading dock not needed for this scope .
By signing below, I certify that I am an authorized signer for City of Dania Beach and have reviewed and approved
BIS Dig ital's Shipping and Handling Disclaimer. I understand that this disclaimer provides a general overview of
shipping expectat ions and agree to hold BIS Digital harmless from liability ar ising from third -party carr ier errors,
damages, or delays. Furthermore, I acknowledge that if specific shipping instructions, such as address details,
carry-in delivery, or attention-to information, are required, I wi ll promptly forward these instructions to the
designated account manager for implementation . I also re c ogn ize that any delays in providing accurate shipping
information may resu lt in project delays, and I accept responsibility for mitigating such delays by promptly
addressing any shipping -related requirements .
Client Name _____________ Signature ____________ Date ___ _
((BISDIGITAL
Disclaimer: Client-Initiated Modifications and Post-Installation Changes
This document serves as a disclaimer by BIS Digital, Inc. to address concerns regarding client-initiated
modifications and changes made to audiovisual systems during or post-installation. We urge all clients, their
respective staff, and any applicable third-parties, to carefully review and understand the following points.
Responsibility for Modifications
BIS Digital takes pride in delivering high-quality audiovisual systems and solutions that are carefully designed,
installed, and configured according to the client's specific needs and requirements. Any modifications,
alterations, or changes made to the installed systems by the client or their staff after the completion of
installation are outside the scope of our original service and responsibility.
Risk and Implications
Clients are advised that making unauthorized modifications to the audiovisual systems, including hardware and
software, may result in compatibility issues, operational errors, and system malfunction. BIS Digital shall not be
held responsible for any issues or damages that may occur due to these client-initiated modifications.
Client Decision-Makers
We encourage clients to designate responsible individuals who will oversee and approve any changes or updates
to the audiovisual systems, and who understand the potential consequences of unauthorized modifications.
Client Communication
In the event that clients intend to make changes or upgrades to the installed systems, we kindly request that they
notify BIS Digital in advance. This will allow us to assess the proposed changes for compatibility and potential
impacts on the system.
Warranty and Support
Our standard warranty and support services apply to the audiovisual systems as they were originally installed
and configured by BIS Digital. Any client-initiated modifications may void these warranties and may incur
additional charges for repair or maintenance.
Dispute Resolution
In the event of disputes arising from client-initiated modifications and their impact on the audiovisual systems,
BIS Digital is open to engaging in a constructive dialogue to find mutually acceptable solutions. However, the
ultimate responsibility for such modifications rests with the client.
Acknowledgment
By continuing to use or make changes to the audiovisual systems installed by BIS Digital, clients acknowledge
their understanding and acceptance of this disclaimer.
Contact Information
For any questions, concerns, or inquiries related to this Disclaimer, please contact BIS Digital through our official
channels.
Please note that this disclaimer is a fundamental aspect of our service agreements. BIS Digital is committed to
delivering exceptional AV solutions and ensuring the longevity and functionality of our installations. We
appreciate your cooperation in preserving the integrity of our work.
(CBISDIGITAL
Client Site Preparation Checklist
As part of delivering a seamless experience, there are a few things clients can do ahead of time that greatly
impact the speed and efficacy of an on-site or remote installation . In either instance, BIS Digital highly
recommends reviewing the client checklist provided below and completing all applicable items within the
timeframes listed should you choose us as your technology partner. If you have any questions about the items
on this list, please don't hesitate to contact your account manager or call us directly at (800) 834-7674 .
At least 30 Days Prior to Installation Date:
□ Identify the location where the AV equipment will be
installed and ensure that it meets the necessary
specifications, including proper power and electrical
outlets, HVAC, lighting, and structural support.
□ Provide BIS Digital with a comprehensive list of all
existing AV equipment and systems that will be
integrated with the new equipment, including make and
model numbers .
□ Ensure that all necessary software and firmware
updates have been performed on existing equipment.
□ Ensure that all required permits and licenses have
been obtained, including those related to construction
or renovation work as applicable.
□ Ensure that any necessary network infrastructure is
in place, including existing routers, switches, and
firewalls.
□ Provide BIS Digital with any applicable IP addresses
to ensure that the AV equipment is properly configured
to integrate with the network .
□ Ensure that the appropriate personnel are present
during the installation, including facilities personnel, IT
personnel, and any other key stakeholders .
□ Establish a clear communication plan with BIS
Digital to ensure that any issues or concerns that arise
on-site are promptly addressed.
□ Coordinate with BIS Digital to schedule any
necessary training sessions for end -users to ensure
that they are familiar with the AV equipment and its
functionality.
If Archiving Recordings to a Network Path:
□ Create a dedicated folder on the network for
recording files .
□ Ensure the Universal Naming Convention (UNC) path
is available for that folder.
□ Ensure each recording PC will have network access
to this path .
□ Ensure user logging into a recording computer will
have read/write access to this path.
Day Before Installation:
□ Provide BIS Digital with any necessary access codes
or keys to the installation site.
□ Ensure any pre-shipped equipment is accounted for
and accessible to the technicians on site .
□ Ensure any existing computers will be in proper
working order, free of viruses, have internet access, and
be in the place where they will be used .
□ Provide BIS Digital with any necessary user
credentials and network access information to ensure
that the AV equipment is properly integrated with the
network. If this cannot be provided, please ensure
someone with administrator rights will be available
during the installation.
Note on Recording Storage:
The DCR recording software can write files to multiple
locations simultaneously. BIS Digital will create a
C:\DCR Recordings folder on the local recording
computer as the primary storage method . A mirror
copy can be written to a network, external HD, flash
drive, SD card, or CD/DVD. Mirroring to a network
location is the preferred method . When mirroring to a
network path, any user that intends to record
audio/video will also need read/write/modify access to
this network path so that the files can mirror
successfully. When considering storage methods, BIS
Digital recommends revisiting state or local
government requirements for long-term storage.
If Archiving Recordings to a CD/DVD:
□ Ensure any existing CD/DVD burners meet BIS
Digital specifications, function properly, and be
installed at each recording computer.
□ Ensure any applicable CD/DVD writing software is
installed unless purchasing from BIS Digital.
□ Provide a sample of writable media for
testing/training and going live with the system. CD-R
and DVD +R are the supported disk types .
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Disclaimer: Standard Training
The scope of training provided by BIS Digital is limited to the standard operation and maintenance of the
equipment as outlined in this scope of work and in accordance with the manufacturer's requirements. Training is
intended to equip end-users with the knowledge necessary to independently and effectively operate the
integrated audiovisual systems.
Our training sessions are conducted by an installing technician who is most knowledgeable about the specific
system, especially in cases where adjustments or modifications have been made due to unforeseen conditions
on-site. This ensures that users receive tailored, accurate, and up-to-date information regarding their AV system.
The estimated total hours of training, as listed in the table below, are calculated under the assumption that each
user will be trained individually. This approach is adopted because BIS Digital recognizes that end-user
availability for training may vary significantly. However, we can accommodate group training sessions for
efficiency. Please note that group sizes are generally limited to no more than five (5) people to ensure the quality
and effectiveness of the training.
Please be aware that our training sessions are standardized and may not accommodate specific learning
disabilities or impairments. Our technicians are not certified trainers and are unable to provide specialized
training for such cases. If any subset of client users requires special accommodations due to learning
disabilities or impairments, we strongly encourage a "train-the-trainer" approach with the client. This means that
the client should designate an individual or individuals within their organization to receive the standard training
and then provide tailored training or support to those with specific needs.
While every effort is made to provide comprehensive training, BIS Digital shall not be held liable for any errors,
omissions, or issues arising from the use of the integrated audiovisual system following training. Users are
encouraged to seek additional support or clarification if necessary.
By proceeding with training services provided by BIS Digital, you acknowledge that you have read and
understood this disclaimer, and you agree to abide by the terms and conditions stated herein. If you have any
questions or concerns regarding our training services or this disclaimer, please do not hesitate to contact us.
Estimated Hours Number of Users
DCR
DCR-VC
DCRPlayer
Web Access / Network Monitor 1
Room Control
Evidence Presentation
Other (see notes) 2
Total 2
Estimated Number of 8 Hour Training Days in Addition to Installation (as Facilitated by 1 Technician}:
0.08
(CBIS DIGIT AL
Optimal Specifications for BIS Digital Recording PC Systems (v8.5)
PC Requirements:
2/4 Channel Audio Only
-8GB RAM
-256 GB Hard Drive/ 8 MB Cache/ 7200 RPM
-Intel Core iS Processor
-Ethernet RJ-45 Network Interface 100/1 000
-USB 3.0 Ports
-Microsoft Windows 7-11 Professional
4/8 Channel Audio w/ 4 Video Channel Max
-16GB RAM
-1 TB Hard Drive/ 8 MB Cache/ 10,000 RPM
-Intel Core iS Processor
-Ethernet RJ-45 Network Interface 100/1000
-USB 3.0 Ports
-PCle Slot (For Non-IP Video Solutions Only)
-Microsoft Windows 7-11 Professional
8/16 Channel Audio w/ 8 Video Channels
-16GB RAM (32GB Recommended for DCR-VC and
Broadcast)
-2TB Hard Drive/ 8 MB Cache / 10,000 RPM
-Intel Core i7 Processor (i9 Recommended for DCR -VC
and Broadcast)
-Ethernet RJ-45 Network Interface 100/1 000
-USB 3.0 Ports
-PCle Slot (For Non -IP Video Solutions Only)
-Microsoft Windows 7-11 Professional
Location
Status
Type
Existing Audio Channels
Existing Video Channels
New Audio Channels
New Video Channels
Primary Storage
Secondary Storage
DCR Access
DCR Control
DCRPC
Network Room
Provide 1 New
Desktop
2
Local PC Hard Drive
Networked Drive
OCR Player
Re cording PC Only
Will recordings be mirrored to a secondary location?
No -Local Storage Only (not recommended)
At time of walk, client confirmed recording storage
will support files that are produced using system
video resolution(s) and frame rate(s):
Yes --Client confirmed storage WILL support resolution
and frame rate .
Will there be other locations BIS Digital needs to
install OCR Player on-site?
No -DCR Player will only be installed on the recording
PC .
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Audio Sources
Location Status
A1 Ceiling Provide 2
New
A2 Rack Room Provide 8
New
A3 WallB Provide 1
New
Placement Type
Ceiling-Array Mic mounted
Rack-mounted Hand-held
(Wireless)
Desk-sitting VTCAudio
Make/Model
Cynap Pure Pro
DCR
Channel Function
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Speakers
Location
S1 Ceiling
Status
Use 6 Client-
Provided
Type Zone Make/Model
In-ceiling Speaker Bose
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Video Sources
Location Status Placement
Provide 1 Desk-V1 WallB New sitting
V2 Ceiling Provide 2 Ceiling-
New mounted
Type Make/Mo
del
VTC Cynap Video
Feed Core Pro
PTZIP QSC Camera
Shot Dist. to
Target Target DCR
Channel Function
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Displays
Location
D1 Wall B
Status
Use 1
Client-
Provided
Placement
Wall-mounted
(fixed)
Size
55"
Type Make/Model
Monitor TCL Roku TV
Include
Audio?
No
AN Room Annotation
Controls? Control?
No No
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Equipment
Amplifier
Assisted Listening
System
Desktop/Laptop
DSP/Mlxer
NASDrive
Network Switch
Power Conditioner
Presentation System
Video Distribution
Amplifier
Video Input Switcher
Other (see notes)
Rack(s)
Location
Rack1 Rack Room
Location
Rack Room
Rack Room
Rack Room
Rack Room
Rack Room
WallB
Status
Use 1 Client-
Provided
Status
Use 1 Client-Provided
Use 1 Client-Provided
Provide 1 New
Provide 1 New
Use 1 Client-Provided
Provide 1 New
Make/Model
TOA
Client will need new
desktop
Middle Atlantic
Cynap Core Pro
Type Access
Open-frame Indirect (adjacent room)
Ports Available
Conduit Units
Available
(CBIS DIGI TAL
Infrastructure
On-site lockable storage? Access above ceiling?
N/ A --Lockable storage not needed for this scope . Yes --BIS Digi t al can access areas above ceilings on -
site as needed .
Loading dock?
N/ A --Loading dock not needed for this scope. Any ceiling height on-site greater than 12 feet?
No -Ceiling heights at all locations are below 12 feet.
Known asbestos?
Unknown --Client is not aware of any asbestos at time Cables ran in-wall?
of scope, but knows that remediation will be necessary N/ A -Cables will not be ran in-wall for this scope .
if discovered .
Cables ran on floor with coverings?
Conduit available?
N/ A --Conduit not needed for this scope .
N/ A --Cables will not be ran across the floor for this
scope .
Equipment mounted on walls, ceilings, or floors as needed?
Yes -Exi sting infrastructure will support mounted eq u ipmen t.
At time of walk, client confirmed that installation structures will support installed equipment as applicable?
Yes --Client confirmed structure WILL support installed devices .
At time of walk, client confirmed relocating rack or equipment may require new cable runs for existing
equipment as applicable?
Yes -Client confirmed possible relocation constraints .
Room Construction:
Measurement
(feet)
Ceiling 10
WallA 4 0
WallB 8 0
Walle 4 0
WallD 80
Floor
Material
Cei lin g Til e
Drywall
Drywall
Drywa ll
Drywall
Car pet
Adjacent
Area
Unknown
Un known
Unkno w n
Hallway
Exterio r
Unkn own
Prominent
Feature
Rack Acc es s
Will the system be installed as part of a construction
or renovation project?
No -System will be installed with Exist ing
Infrastructure.
Room Diagram :
A
D B
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Key System Technology
Digital Council Recorder (DCR2)
OCR is a multi-channel audio and video recording platform specifically designed to address the limitations of
most recording systems. It allows for up to 32 separate audio channels and up to 8 separate video channels
to be recorded and stored in a single file. DCR can be used with a PC or portable system, or remotely capture
audio and video from a centralized or non-centralized system without traditional digital USB mixers. It can also
be accessed through a standard internet browser or network connection.
The recording can be saved to two locations simultaneously such as a hard drive, network drive, CD, DVD, or
other PC-compatible storage media and locations on separate or shared networks. In addition, DCR offers file
attachments, sealing of the recording, remote monitoring, and optional features such as remote control
operation, case management integration, post-recording management, and virtual conferencing. The solution
is compatible with most traditional laptops and tower PCs that run Windows 7 or higher.
In addition to its core recording capabilities, the OCR platform includes several other prominent features.
Codec independence allows users to choose the size of the recording file and easily adopt new audio
recording codec technology. The platform's equipment agnosticism allows it to capture sound systems, in-
person participants, telephone participants, video, and VTC participants simultaneously. Confidence
monitoring allows users to see level meters and listen to the audio recording as it is being written to the PC's
hard drive, ensuring the best possible quality. Users can also embed notes directly into the audio/Video files
for easy management and faster retrieval, most notably through the use of bookmarks, DCR's most
comprehensive feature.
Bookmarks allow operators to enter notes while a recording is in progress. Each bookmark includes a time
stamp and links directly to the audio/video segment. The platform also provides automatic notes indicating
the start, pause, and stop of the file and includes information on the time, speaker, and metadata. Users can
utilize bookmarks to enter unique identification data relevant to their needs including but not limited to
personal information (such as a name or title), officer's badge number, agenda topic, recording ID, etc. They
can also attach any digital file type to the aforementioned examples or upload it as a standalone bookmark.
Predefined Bookmarks allow for prefilled data to be entered during a recording (such as docket information
from an agency's case management system). Whereas Text Substitution allows users to create shortcuts for
commonly used words or phrases. In any case, bookmarks can be edited during or after recording.
Integrated into a system, OCR can be set to create a new audio file in specific instances, such as when a
hearing starts or a light switch is turned on automatically naming the file based on requirements. Similarly, it
can be set to close a file when a hearing ends or a light switch is turned off. If the recording is interrupted, the
operator can easily and quickly resume the session. Files can be also started, paused, stopped, and resumed
without creating a new file if needed.
Digital Council Recorder also integrates with Microsoft Word to record minutes of meetings and automatically
links the bookmarks of the audio recording to the document. This allows users to easily navigate through the
recording by clicking on timestamps, words, or links within the notes and be taken to the corresponding
location within the digital recording. The integration also allows users to quickly log roll calls, motions, and
votes. And through the OCR Player, users can also play, pause, stop, fast forward, rewind, and jump to a
specific point in time in the audio file while working in the Word document.
OCR Player
DCR handles retrieval, playback, and exporting with DCR Player, which was designed with transcription in mind
and is feature-rich to make the process as efficient as possible. OCR Player is 508 compliant and has been
certified for use with Magic Screen Magnifier, JAWS Speech Software, and Dragon Software. It is currently
supported on Windows, Android, iOS, and Mac OS devices and is also compatible with any USB foot pedal.
DCR Player allows operators to locate recordings by searching for identification data or by searching for any
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word or phrase in the bookmarks . Users can play, pause, stop, fast forward, rewind, and jump to specific
points in the DCR file and navigate through the recording using bookmarks, jump-to-time, or a progressive
slider bar.
The player includes a visual indication of the current point in the audio file, the total runtime of the entire file,
and the file name. It allows users to listen and control the audio of each participant separately from the
others. Or combine any number of channels and use built-in noise-filtering to eliminate ambient background
noise during playback . It can even filter out ultra-low frequencies below 125 Hz to reduce noise from
microphone bumps . The player also has auto gain control to maintain a constant audio level during playback,
treble and base audio level controls, and variable pitch control to speed up or slow down playback without
changing the pitch.
As for exporting, DCR Player allows users to export any part of a file to a WMA, WMV, WAV, MP3, MP4, AVI,
PDF, or DCR file with any combination of channels, video, and bookmarks (as long as the format supports it).
Music formats break down bookmarks into song tracks and allow users to listen to recordings from CDs,
DVDs, USB storage devices, and hard drives. When creating MP4s, DCR Player will also create a separate
meta-data file . This includes an HTML file that can be viewed in a browser and allows for playback of the
video, audio, and use of bookmarks.
Room Control
BIS Digital provides room control systems to improve the efficiency and convenience of managing multiple
systems and devices in a space . With a centralized touchscreen interface, users can easily access and control
the various systems and devices in a room, without the need to navigate through multiple separate controls or
interfaces . This can help to reduce the time and effort required to set up and manage a space, and it can also
help to improve the overall user experience . For instance, in a courtroom, clients may want to be able to
control the lighting, temperature, and audio-visual systems from the touch screen, or they may want to be able
to access legal documents or other materials from a central location . Similarly, in a council room, clients may
want to be able to control the lighting, temperature, and audio-visual systems, as well as access agendas,
reports, and other documents from the touchscreen interface . BIS Digital customizes the user controls with
the specific functions and features outlined in the scope of work.
Digital Signal Processor
Digital Signal Processors (DSPs) are specialized computers that are used to process and manipulate signals
in real time. This is achieved through algorithms that can analyze and manipulate audio in a variety of ways .
For example, a DSP might be used to adjust the volume of an audio signal, remove background noise, or
cancel out echoes . They are an essential component of many BIS Digital provided audio systems and are used
in a wide range of applications including but not limited to courtrooms, council chambers, police stations, and
conference rooms .
BIS Digital provides DSPs that offer advanced processing capabilities and a range of connectivity options,
particularly where clear, intelligible audio is critical. Specifically, most of our DSPs will handle up to 64
channels of audio and support a range of audio signal types, including analog, digital, and networked audio,
such as voice over internal protocols (VOiP) or Dante .
In a typical council chamber environment, we 'll use a DSP to amplify the voices of elected officials so that
they can be heard by the audience and vise versa . Similarly, we'll ensure that audio from presentations and
other audio sources is of the highest quality, particularly for networked destinations, such as live streaming .
As to the specific functionality for this project, BIS Digital will prioritize the documented requests outlined in
the scope of work but will adjust on site, as needed, based on the installation environment and client needs .
This allows us to ensure that the final product meets your expectations and functions effectively within any
known or unknown constraints.
Cynap
Included in this proposal is a WolNision Cynap, an advanced wireless presentation and collaboration system
packed with a wide array of essential features . With the Cynap system, users can seamlessly share and
showcase content from their personal devices on a larger screen or monitor. By leveraging a network
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connection, content transmission from the presentation device to the hub becomes cable-free, simplifying
setup and enabling usage in any location with ease. One notable capability of the Cynap system is its support
for simultaneous connections of multiple presentation devices, fostering collaborative content sharing among
multiple users. Moreover, it can effortlessly connect to multiple displays at once, empowering users to share
content across multiple screens or display different content on each screen. The Cynap system also boasts
an intuitive on-screen annotation tool, empowering users to make real-time handwritten notes or drawings on
the displayed content, facilitating seamless collaboration and communication. Furthermore, it offers robust
support for audio and video content, making it an adaptable tool for a wide range of applications. Compatible
with laptops, tablets, and smartphones, the Cynap system prioritizes security with features like encryption and
password protection, ensuring the utmost protection for shared content.
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Installation Overview
BIS Digital is committed to delivering high-quality AV systems that meet the needs of our clients; our
installation process is an integral part of this commitment. The following section is a general overview of the
steps we take to ensure a seamless experience . Note: The final schedule is determined with the client after a
proposal is accepted and a purchase order is received .
Our installation process begins with careful planning and design to ensure that the AV system meets the
needs of the end users and is properly integrated into the space . This includes conducting site surveys to
assess the physical space and infrastructure, as well as working with clients to understand their specific
needs and requirements . In circumstances where we are not able to conduct a technical walkthrough pre-
quotation or believe the project would benefit from an additional review, we will coordinate a site survey at the
client's earliest convenience . This allows us to properly assess the physical space and infrastructure, and
solidify whether any site preparations need to be made in advance , such as providing lockable storage or
installing power outlets as needed to support the AV system . Product orders will commence immediately
following this final site review meeting and can take 2-3 weeks, depending on manufacturing and shipping
times .
Once the site is prepared , BIS Digital will connect and configure all hardware and software components of the
AV system. All work will be performed by BIS Digital Technicians only, with no subcontractors . This may
include installing and configuring audio processors, amplifiers, and control systems, as well as integrating the
AV system with other building systems as applicable. Installation times can range from two days to two
weeks per room depending upon the complexity of the system and environment. Custom programming and
support will be provided by BIS Digital programmers, who will be available throughout the installation period
and for routine performance upgrades and maintenance through remote service . BIS Digital follows all local
building codes and regulations when performing work and ensures that all components are installed safely
and securely.
After all elements are installed and tested, our technicians will provide user training to ensure that all end
users are comfortable operating the AV system . The scope of training will vary depending on the complexity
of the project and the number of users who need to be trained . This may include hands-on training sess ions,
demonstrations, and the creation of user manuals or other documentation as needed . Ongoing training can
also be provided through an on -site service or remote service agreement if desired. Our goal is to ensure that
all end users have the knowledge and skills they need to effectively use and maintain the AV system.
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Support and Service Overview
At BIS Digital, we are committed to meeting our customers' service and support requirements and honoring all
product warranties. We also offer comprehensive maintenance programs that include on-site and remote
support, service, and training in addition to warranty fulfillment. Complete details are available upon request.
We have a 24/7 toll-free service hotline staffed by experienced technical service representatives, as well as
options for placing service calls directly on our website or by phone. In most cases, we can resolve issues
over the phone or in a video conference, but there may be times when an on-site visit is necessary. We use
hosted customer relationship management (CRM) software to track the performance of our supported
systems and our customers' services. Our technicians receive service calls through our internal service
coordinator, and the cost of service coverage depends on the customer's service agreement. When a service
call is completed, an automated email is sent to the customer with the results.
To ensure that we're responding quickly and efficiently to our customer requests and service issues, we've
also implemented a Service Level Management Escalation Policy that outlines how we handle different levels
of severity and how we communicate with our customers. Sometimes, we may need to escalate issues for
technical or managerial reasons. Technical escalations involve bringing in additional expertise to resolve
technical problems as quickly as possible, while managerial escalations involve higher levels of decision-
making authority to address procedural or behavioral obstacles that may be holding up the resolution of a
situation.
To optimize these systems, we ask every customer to contact the Technical Support Center first
(800) 71 5-1234
Support@BISDigital.com
In the event a BIS Digital technical support representative does not respond in a prompt manner (within 8
business hours), customers can escalate their service issue to the contacts below.
Account Manager -Josh Stephens
(800) 834-7674 X. 4040
Technical Services Manager -Gary Jones
(800) 834-7674 X. 4513
President -Steve Coldren
(800) 834-7674 X. 4504
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Bill of Materials
Account Name:
City of Dania Beach (FL)
Quote Name:
I -JAN 2024 -AV REC VC -Conference Room -City Hall -City of Dania Beach
Quote Number:
Q-8024984
Account Rep:
Josh Stephens
Quote Amount:
$58,184 .50
Date:
2/12/24
Account Rep Email:
josh.stephens@bisdigital.com
Quote Expiration Date:
8/13/24
Account Rep Phone:
(800) 834-7674 x4040
List TIPS . Item Product Code Qty p . p . Total Price nee nee
Annotation Presentation System
w/Wireless Link (Core Pro Series BIS -CYNAP-CORE-PRO
2 )
Capture Feature Pack for
B IS-CYNAP-CORE-PRO
W ireless Keyboard & Mouse
12x Opt ical Zoom PTZ Network
Camera with Wall -Mount I PoE I
HDMI and SDI Output
Ceiling Mount Bracket for NC
PTZ Cameras
3In/2Out 4K/60 HDMI
BIS-CYNAP-CORE-PRO-CFP
SO-LWKM
BIS-QSC-NC-12x80
BIS-QSC-PTZ-CMB 1
Configurable Encoder/Decoder BIS-QSC-NV-32 _H
PoE Video Switcher and AV
Bridge
4K 1x2 HDMI Distribution
Amp lifier I EDID Control I Audio BIS-DA-4K-HDMl-12
Extraction
Commercial Grade DSP I 24 Flex
Analog 1/0 with AEC I USB ,
1.00 4350.00 $3,915.00 $3,915.00
1.00 830.00 $747.00 $747 .00
1.00 60.00 $54 .00 $54.00
2.00 4700.00 $4,230.00 $8,460.00
2.00 185.00 $166 .50 $333.00
1.00 4500.00 $4,050.00 $4,050.00
1.00 225.00 $202 .50 $202 .50
POTS and VoIP -Includes : BIS-QSC-11 0F-V2-DAN-32IO-T-SE-UCI 1.00 6125.00 $5,512 .50 $5,512.50
32x32 Dante I Teams I Script ing
Engine I UCI Deployment
Dante-Enabled Beamforming
Ce il ing Array Microphone I Flush , BIS-AT-ND1061-DAN 2 .00 3600.00 $3,240 .00 $6,480.00
Surface, and VESA Mountable
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List TIPS . Item Product Code Qty p . p . Total Pnce nee nee
2x Wireless Hand-Held Kit
(Includes 2x Hand-Held
Transmitters w/ 0.5U Rackmount BIS-JTS-850-HH-KIT-2 4.00 1200.00 $1,080.00 $4,320.00
Receiver and Rechargeable
Charging Station) I J Series
DANTE USB 1/0 Adapter (2ch) BIS-USB-DANTE-2CHIO 1.00 290.00 $261.00 $261.00
DCR2 2ch Digital AN Recording DCR2-2S 1.00 2500.00 $2,250.00 $2,250.00 Software (incl. 12 month SAS)
DCR/DCR2/DCR-IR -USB Light DCR-LSCM-USB 1.00 775.00 $697.50 $697.50 Switch Control Module
Light Switch Kit (White) BIS-LGT-SWT-W 1.00 15.00 $13.50 $13.50
PoE 4K HDMI IP Video Encoder BIS-IP-VE-HDMI-MW-POE 1.00 785.00 $706.50 $706.50 (Single Channel)
24-port Network Switch I 2x BIS-NS-M4300-GSM4328PB 1.00 3600.00 $3,240.00 $3,240.00 10GB I 24x PoE+ (720w)
Single AV Wall Codec Shelf (with BIS-COD-SLF
Glass) 1.00 130.00 $117.00 $117.00
DANTE Virtual Sound Card (up BIS-DANTE-V64 1.00 149.00 $134.10 $134.10 to 64ch)
USB Gigabit NIC (10/100/1000) BIS-NIC-GB 2.00 49.00 $44.10 $88.20
CAT6 Cable I Shielded I Black I BIS-W-CAT6-SHB-500 1.00 750.00 $675.00 $675.00 500'
CAT6A Patch Cable I Shielded BIS-CAT6A-STP-06-BLK 9.00 18.00 $16.20 $145.80 (6ft)
CAT6A Patch Cable I Shielded BIS-CAT6A-STP-03-BLK 6.00 12.00 $10.80 $64.80 (3ft)
HDMI Cable (6ft) BIS-HDMl-6FT-MM 4.00 15.00 $13.50 $54.00
On-site Setup, Installation and SIT 1.00 6930.00 $6,237.00 $6,237.00 Training
Installation Supplies BIS-INST-SUP 1.00 623.40 $561.06 $561.06
Shipping/Handling S/H 1.00 3009.44 $2,708.50 $2,708.50
Annual ON-SITE SUPPORT
(Includes Hardware NMNT-OS-HRDW 1.00 6840.60 $6, 156.54 $6, 156.54 Replacement) -Contract to be
Issued Upon Installation
TIPS Contract 230901 -Audio
Visual Equipment, Supplies, and BIS-X-TIPS
Services
Total (Before Tax): $58,184.50
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Proposal Terms and Conditions
Proposal ID
Effective Period
Tax Status
Deposit
Payment Terms
Cancellation
P-2300706
This proposal is valid through 08-03 -2024.
Sales tax will be added to an invoice unless a Tax -Exempt Form is on file with the BIS
Digital corporate office.
All orders above $5,000 require a 50% deposit. Once the deposit for an order is
received by BIS Digital, installation scheduling and shipment of goods will occur.
Payment for the delivery of goods is due upon the transfer of possession of the
goods to the buyer or its agent. Payment of services is due when all services have
been fully performed in accordance with the terms of the agreement. The buyer shall
promptly inspect the goods or services upon receipt and shall notify BIS Digital of
any defects or non-conformities . An ACH number will be provided for payment.
In the event a customer cancels or postpones an order after a deposit has been
received, BIS Digital reserves the right to invoice for hardware, software, shipping
costs, and any other materials procured for the order.
Restocking Fee : A 20 % restocking fee will be charged for all canceled orders .
Limited Warranty New software supplied by BIS Digital are covered for 90 days from the date of
installat ion . New hardware supplied by BIS Digital are covered for 90 days from the
date of delivery. Manufacturer Warranties do not cover On-Site Technical Support,
Shipping costs, or Software upgrades .
Software Assurance Annual Software Assurance ent itles users to software upgrades at a fixed fee
assessed at time of purchase .
Substitutions Unforeseen supply chain disruptions or component shortages may impact the
availability of goods. As a result, some items may require substitution and may be
subject to price and/or delivery time variances . In these instances, BIS Digital will
consult with the customer about options and alternatives
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Proposal P-2300706 Accepted By
Full Name (Print): Title:
Signature: Date:
PLEASE NOTE:
By signing above and or providing a purchase order number below, your organization is agreeing to the
appended scope of work, pricing, disclaimers, terms, and conditions, and is authorizing BIS Digital, Inc. to
order, install, and bill for ALL materials and applicable services listed in this proposal: P-2300706.
Accounts Payable Information
Full Name (Print): Phone Number:
Email Address: Fax Number:
Purchase Order Required for Purchasing? Purchase Order Number:
YES NO