Renovation of a municipal facility in Glenview, Illinois. Completed plans call for the renovation of a municipal facility.

The Village requests information in regard to updating the audio/visual system and related technology in the municipal board room and control room. The Village requests Statements of Interest for updating the audio/visual system and related technology in the municipal board room and GVTV edit room, hereafter referred to as the "control room". The existing system and equipment have been in place since the building's construction in 2016. The Village of Glenview is seeking a Request for Information regarding potential technology solutions, equipment and vendor capabilities to support the Village's A/V needs. The Village is not locked into a specific solution or design. We are looking for the best design, equipment and solution for a modern, public meeting space. The anticipated scope of services includes, but is not limited to: a. Recommendation of A/V Solution: Solutions should include, but not be limited to, the following components: i) A control system for simplified operation: (a) Easy-to-use controls for staff to operate the system with minimal technical expertise required (b) Intuitive touchscreens or control panels for managing audio, video, and presentation functions ii) Updated Audio/Visual equipment: (a) UHD or better dais and boardroom monitors (i) There are currently 11 dais monitors and 7 boardroom monitors (b) Integrated audio system (microphones, speakers and amplifiers) (i) There are currently 11 wired dais microphones, 12 wireless microphones and 4 podium microphones (2 podiums with 2 wired gooseneck microphones per podium) (ii) Recommendations for additional monitors, audio equipment and modifications, as needed (iii) Maintain ability to separate the board room into two smaller meeting rooms for simultaneous use iii) Video conferencing solutions compatible with popular platforms (Zoom, Microsoft Teams, Webex etc.) to support hybrid meetings iv) Recommendations for overflow broadcasting/streaming to provide a live board room feed to other endpoints within the Village v) System Integration and Future-proofing: (a) system should be capable of integration with existing streaming platforms (Granicus and CASTUS) while also being able to adapt to different/new platforms, as needed b. Recommendation of Control Room Solution: Solutions should include, but not be limited to, the following components: i) Solution must support live broadcast of public meetings that are streamed on the Village website and cable casted on the local cable channel ii) Solution must be streamlined so that one Village employee can launch and manage a public meeting iii) HD or UHD video capture and switching equipment, including cameras, switchers, monitors and video recorders iv) Audio system including microphones, audio mixer, and amplifiers, with capabilities for remote feed integration v) Integration with livestreaming platforms (YouTube, Facebook, municipal website - Granicus) and broadcasting systems (cable, local TV - Castus) vi) Automated or manual control systems for easy operation by control room staff vii) Video conferencing integration for hybrid meetings viii) Video playback and storage solutions for managing recordings of meetings (currently using HELO and Blackmagic recorders) ix) Consideration of accessibility needs, such as hearing loops, captioning, or other assistive technologies x) Recommendations for remote meeting control and hybrid management xi) Recommendation for a live broadcast graphics solution (currently using Compix) 2.0 PROJECT GOALS The following are key project goals for the Village: a) Operate More Efficiently i) Replace current control system with a simplified, user-friendly solution ii) Update and modernize A/V equipment iii) Simplify and enhance the user experience b) Improve Quality i) Ensure accessibility during public and private meetings ii) A solution that improves the quality of presentations, livestreaming/broadcasting and remote participation c) Reduce Future Expenses i) A future-proof solution that can adapt to different/new equipment and platforms as needed The Village is seeking interest from firms that can meet or exceed these goals in a systematic manner. The Village expects the Consultant: a) To be innovative and offer solutions as to how to update and modernize the A/V system and related technology in the municipal board room and control room. b) To be a partner with the Village in being open and flexible with providing a plan for an A/V buildout for the board room and control room. It is vital that areas for increased efficiency and reduced costs are constantly sought out, communicated, and shared with the Village. c) To gather and/or synthesize internal and external stakeholder feedback and incorporate changes into the board room and control room redesign. d) To provide a description of the overall solution, equipment and vision for the Village's A/V buildout. All questions should be submitted in writing to purchasing@glenview.il.us by Monday, March 17, 2025, at 5 p.m.