RFP 2026-08 - AV Live-streaming Equipment

Location:	South Carolina
Posted:	Aug 10, 2026
Due:	Aug 27, 2026
Agency:	City of Isle of Palms
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services U - Education and Training Services
Publication URL:	To access bid details, please log in.

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Joshua Uys

Public Information Officer

City of Isle of Palms

Phone: (854) 837-2330

RFP 2026.08

Email: juys@isleofpalms.gov

Response to Questions

ISLE OF PALMS, S.C., AUGUST 10, 2026

1. USB Soft Codec Meeting Host

Will the Apple Mac Studio serve as the dedicated host computer for all USB-based Teams/Zoom

meetings

If additional host computer locations are required, please identify the quantity and locations.

Yes, the Mac Studio will host Teams and Zoom meetings. It is also what I will use to view the

YouTube dashboard during live streams. That is how I monitor the stream’s performance, delay,

views, and any comments during a meeting.

Currently we have a dedicated hardware video encoder that communicates directly with

YouTube, there is no software “middle man” or switcher for adding video graphics or titles. I

believe the Mac will be powerful enough to run OBS or other streaming software if your team

thinks that could be a good option.

Additional computers: Occasionally we will have a presenter who will want to plug their laptop

in using HDMI or USB-C. Their screen should be visible on the screens in our council chamber,

for remote attendees on Teams/Zoom, as well as the live stream on YouTube.

2. Room Configuration Requirements

Will the Teams/Zoom functionality only be required for committee meeting configurations, or are

Council Chambers meetings also hosted over Zoom or Teams?

All meetings should have the option to be attended remote, for both council and committees.

3. 4K Video Requirements

Teams and Zoom do not support native 4K video for USB-based conferencing. Please confirm the 4K

camera requirement applies to local recording and YouTube livestreaming, and not to Teams/Zoom

meetings.

Yes, 4K is a requirement for YouTube livestreams. 1080p will suffice for Teams / Zoom.

4. Camera Operation During Committee Meetings

Will an operator be available to control and switch the PTZ cameras during Committee Meeting

(Round Table) sessions, or is automated camera control expected?

Yes I am the camera operator. Typically I set up the camera angles/configurations as a preset

before the meeting, and then I switch between preset views depending on who is talking. I believe

switching views makes for a better quality live stream, and it helps some of our residents who

rely on reading lips to identify the speaker. I am not able to reliably switch between angles the

entire stream due to other responsibilities during a meeting.

If there is an automated solution to switching camera angles, we am certainly open to it, however

when we discussed this with IT professionals they explained that the software that switches

camera angles typically relies on volume levels coming from fixed microphone positions, which

we are not currently able to provide.

Currently, when we move from a council meeting configuration to a committee meeting

configuration, we unplug the microphones from the dais and move them down to the round table.

Every meeting has a different microphone configuration which would confuse this kind of

automated camera system.

If you have a solution around this issue, we are certainly open to an automated camera operator.

5. Closed Caption Services

Real-time closed caption generation is not typically provided as a function of the AV system. YouTube

provides automatic closed captioning for livestreams. Please confirm whether YouTube’s closed

captioning service is acceptable. If an alternate captioning service or solution is required, please

specify.

We need a captioning service that is faster and more reliable than YouTube’s auto generated

captions. Currently our delay is about 8 seconds, we need to get this down to below 4 seconds for

our hard of hearing viewers who depend on reading captions and reading lips during a live

meeting.

6. PC Inputs

Other than the control desk PC and the HDMI/USBC laptop input in the floor in front of the dais, what

is the 3rd PC input as noted on the control system page?

All 3 PC inputs need to be visible on the screens in the council chamber, on Teams/Zoom, and on

the YouTube live stream.

PC 1 would be the Mac Studio itself, which is where I display the meeting agenda from, or share

Teams speakers to our YouTube stream.

PC 2 would be any in person presenter at the podium, or staff at the round table who wish to

share their screen

PC 3 would be my work laptop. I sit at the back next to the Mac Studio and occasionally need to

share work from my laptop with the meeting. I would need my own HDMI input to switch to in

this case.

7. Camera Version

Can you confirm if the existing cameras are the QSC “NC-12X80"?

Yes the existing cameras are QSC NC-12X80 , they do not support 4K and are of too grainy for

the level of quality we wish to stream.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFP 2026-08 - AV Live-streaming Equipment - Response to Questions

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