Council Chamber AV Upgrades

The City of Palm Springs is requesting Bids from qualified firms to provide the City with provide a fully integrated council chamber audio visual system. The City of Palm Springs requires an audio visual system designed to support in-person, hybrid, and broadcast-based public meetings, providing a seamless and user-friendly experience for Council member, staff and the public.
The City of Palm Springs currently utilizes an aging City Council Chamber audio/visual (AV) system originally deployed under prior Council Chamber modernization efforts. The existing system relies heavily on proprietary software, specialized hardware components, and legacy integration platforms that now have limited manufacturer support, reduced parts availability, and increasing operational instability. Over time, the existing environment has become increasingly difficult to maintain and support. Several core system components are approaching or have exceeded recommended service life, including control systems, audio processing components, video routing infrastructure, cameras, displays, and associated meeting technologies. Of particular concern is the City’s existing proprietary Votelynx-based control and voting environment, which is dependent upon aging Windows-based systems and software platforms with limited vendor support and constrained upgrade paths. The current architecture requires significant operational oversight, complex troubleshooting procedures, and increased staff intervention during public meetings. In recent months, the City has experienced an increasing frequency of system failures and operational disruptions impacting Council meetings and other public events. Due to the critical public nature of City Council meetings, the operational reliability of the Council Chamber system is essential. The City requires a modernized solution that improves system stability, simplifies operations, supports hybrid public participation, and aligns with current industry standards for municipal legislative chambers and broadcast-capable meeting environments.
The Contractor shall replace the existing legacy environment with a modern, fully integrated, broadcast-grade audio/visual system that supports: 1. In-person and hybrid public meetings 2. Zoom Room functionality 3. Granicus One Agenda Management and voting integration 4. Streaming to PEG, YouTube, Swagit and other public platforms 5. Accessibility and assistive listening requirements 6. Overflow room operation 7. One-person operational control workflows The AV system shall improve long-term reliability, reduce operational complexity, standardize technology platforms across City facilities, and provide a scalable foundation for future Council Chamber technology needs. City council will be on recess starting July 9, 2026, and continuing through August 25, 2026. All work testing, training etc. MUST be completed to accommodate the August 26, 2026, City council meeting. If work can be done before July 9, 2026, that will not affect the existing AV system, Contractor shall coordinate with City to do so.