West Des Moines Ionwave #NA (City Council Chambers Audio/Visual System Replacement and Integration)

West Des Moines City Council Chambers AV System Replacement and Integration

The City of West Des Moines is seeking a complete replacement and integration of the audio/visual (AV) system in its City Council Chambers. - Government Buyer: - City of West Des Moines Information Technology Services Department - Scope of Work: - Turnkey replacement of all AV equipment, including design, furnishing, installation, configuration, integration, testing, documentation, training, warranty, and ongoing support - All existing AV equipment must be replaced with new, current-production, commercially available, field-tested, and manufacturer-supported equipment - System must support public meetings, presentations, Microsoft Teams participation, electronic voting, recording, livestreaming, media feeds, assistive listening, and future needs - Products Requested: - PTZ cameras (3 total: 1 podium, 2 rear chambers) - Council-member displays (6) - Overhead audience displays (6) - Dais microphones (10) - Wireless lapel microphones (6) - Wireless handheld microphone (1) - Wireless headset microphone (1) - AV control-room talkback microphone (1) - Ceiling speakers (quantity to be determined) - Assistive listening devices and accessories - Hearing-loop equipment and interfaces (new) - AV equipment racks and accessories - AV cabling, connectors, adapters, wall plates, and patch cables - Computers and control interfaces for City Clerk, Deputy City Clerk, City Manager, City Attorney, and Digital Congress voting system - Audio processors, amplifiers, mixers, video switchers, processors, converters, and distribution equipment - Recording, streaming, and OBS interface equipment - Media audio and video feed equipment - Services Requested: - System design and engineering - Installation and cable termination - Programming and configuration (including Microsoft Teams and Digital Congress integration) - Testing and commissioning - Operator, administrator, and technical training - Removal and disposal of existing AV equipment - System documentation and as-built drawings - One-year warranty and first-year support - Preventive maintenance and onsite support for first live Council meeting - Eight hours of post-implementation programming adjustments - Unique/Notable Requirements: - Mandatory pre-proposal site visit for all vendors - Accessibility features including assistive listening and hearing-loop systems - Integration with Microsoft Teams and YouTube for livestreaming - Comprehensive insurance and cybersecurity provisions - All equipment must be new, current-production, and manufacturer-supported - No reuse of existing AV equipment without written City approval - OEMs: - Not specified; vendors must propose new equipment and identify manufacturers/models in their responses - Vendors must provide all hardware, software, licensing, cabling, programming, labor, accessories, and incidental components required for a complete system.

Description

The City of West Des Moines, Iowa, is seeking qualified firms to design, furnish, install, configure, integrate, test, document, and support a replacement audio and visual system for the City Council Chambers. The system must be reliable and easy to operate, supporting public meetings, presentations, Microsoft Teams participation, electronic voting, recording, livestreaming, media feeds, assistive listening, and future technological needs. Proposals must be submitted electronically through the City's IonWave e-bidding system by 2:00 p.m. CST on September 23, 2026. A mandatory pre-proposal meeting and site visit is scheduled for September 3, 2026, from 1pm to 3pm Central Time.

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