RFP 27.01 - Boardroom Technology Renovation

EXHIBIT A
Beaumont ISD Boardroom Technology Renovation
24 Aug 2026
SECTION 27 41 16
INTEGRATED AUDIOVISUAL AND LIGHTING SYSTEMS - DRAFT
PART 1 - GENERAL
1.1 GENERAL
A. SUMMARY
1. This section includes the labor, materials, equipment, and services
necessary to furnish and install the AV systems.
2. Description of Scope
a. Board Room
1) General
a) Provide a complete, turnkey, audiovisual system
supporting Board meetings, staff presentations, public
comment sessions, workshops, training activities,
community engagement events, recording, streaming, and
participation by both in-person and remote audiences.
b) The audiovisual system requirements are performance
based. Specifications establish the required functions,
operating capabilities, performance criteria, and basis of
design but do not necessarily indicate every component,
accessory, connection, or programming requirement.
c) The Audiovisual Systems Integrator shall be responsible
for the complete system design, engineering,
coordination, installation, programming, testing,
commissioning, training, and documentation required to
provide a turnkey and fully operational system.
d) Provide all equipment, software, licenses, accessories,
mounting hardware, interfaces, cabling, connectors,
adapters, power supplies, programming, configuration,
and incidental materials required for complete system
operation.
e) Contractor is responsible for providing and coordinating
audiovisual systems with architectural, electrical,
information technology, lighting control, furniture, millwork,
and other related work.
f) All work described in this section shall be provided by the
Contractor including demolition, electrical, finishes,
technology, structural, and any other work required to
make the room fully functional and complete for Owner
use.
g) The existing audiovisual equipment rack is anticipated to
remain in service as the primary equipment location.
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Field-verify its condition, available space, power, cooling,
grounding, and suitability before reuse.
h) Provide field verification of all cabling and pathways.
i) Evaluate equipment and infrastructure identified for reuse.
Test, recommission, reconfigure, and integrate reusable
components into the completed system. Notify the Owner
and Consultant of equipment that is incompatible,
defective, or unsuitable for continued use.
j) Configure the systems to provide simple operation for
routine meetings while retaining the functionality required
for operator-assisted meeting production, recording, and
streaming.
k) Provide commissioning, system optimization, staff
training, record documentation, configuration files,
software backups, and operational support required for
successful long-term use.
b. Audio Systems
1) Provide speech reinforcement and audio reproduction with
consistent coverage and clear intelligibility throughout the
Board Room.
2) Support Board members, staff presenters, public comment
participants, remote participants, presentation sources,
multimedia playback, recording, and streaming.
3) Retain and reuse the existing Board Room table microphones.
4) Field-verify the existing table microphones, cabling, connectors,
power requirements, mounting conditions, and supporting
infrastructure before integration.
5) Connect the existing board member wired microphones to the
new digital signal processor.
6) Provide the interfaces, microphone preamplification, phantom
power, cabling, adapters, terminations, and accessories
required to integrate the existing table microphones into the
completed system.
7) Test each existing table microphone and its associated signal
path. Notify the Owner and Consultant of microphones, cabling,
connectors, or supporting infrastructure that are defective,
incompatible, or unsuitable for continued use.
8) Provide new loudspeakers, digital signal processing,
amplification, wireless microphone systems, and related
interfaces required for complete operation.
9) Configure the digital signal processor to provide microphone
mixing, automatic microphone management, equalization,
dynamics control, feedback management, routing,
conferencing, recording, streaming, and loudspeaker
management.
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10) Provide automatic processing and routing for routine meetings
while allowing authorized operators to access the functions
required for advanced meeting production.
11) Coordinate audio feeds with the video production, recording,
streaming, and remote-conferencing systems.
12) Configure the system to support future expansion without
requiring replacement of the primary system architecture.
c. Presentation and Display Systems
1) Provide presentation systems supporting content from laptops,
mobile devices, and other presentation sources during
meetings, workshops, training sessions, and public events.
2) Provide wired and wireless presentation capabilities suitable for
Board members, staff, guest presenters, and other authorized
users.
3) Provide two large-format projection systems with motorized
projection screens approximately 200 inches and 160 inches
diagonal. Field verify dimensions and installation conditions for
replacement of the existing screens.
4) Locate and configure the projection systems to provide clear
visibility of meeting materials, presentations, video content, and
other displayed information for Board members, staff, and
visitors.
5) Provide Category 6 cabling and HDBaseT signal transport for
all wired presentation video inputs connected to the audiovisual
system.
6) Provide all transmitters, receivers, signal converters, interfaces,
power supplies, terminations, and accessories required for
complete and operational presentation video input connections.
7) Provide source selection, signal distribution, format conversion,
scaling, and routing required to display presentation content at
the appropriate room display or production-system destination.
8) Make presentation content available to the existing video
production switcher and the recording, streaming, and remote-
participation systems so remote audiences can view the
content presented within the room.
9) Coordinate projector, screen, mounting, structural, electrical,
audiovisual cabling, and control requirements with the related
work of other trades.
d. Video Production Systems
1) Reuse and integrate the existing video production switcher to
support live meeting coverage, recording, streaming, remote
participation, and public access to Board proceedings.
2) Provide camera coverage of Board members, presenters,
public comment locations, and general room activities.
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3) Connect cameras to the existing video production switcher
using category-cable-based transport or SDI. Category-cable-
based transport may include HDBaseT, NDI, or another
approved network-based video protocol compatible with the
existing switcher and completed system.
4) Evaluate the existing switcher inputs, camera outputs, transport
distances, infrastructure, required image quality, control
requirements, and production workflows to determine the
appropriate transport method for each camera.
5) Provide all category cabling, coaxial cabling, transmitters,
receivers, encoders, decoders, signal converters, network
interfaces, licenses, terminations, and accessories required to
connect each camera to the existing video production switcher
as part of a complete turnkey system.
6) Verify compatibility of all new and reused cameras, signal-
transport components, presentation sources, and production-
system components with the existing video production switcher
before installation.
7) Provide production capabilities allowing camera images,
presentation content, graphics, and other approved sources to
be combined into complete meeting programs.
8) Support manual production control for operator-assisted
meetings and simplified recall of common production
configurations for routine operation.
9) Provide camera presets, source selection, scene recall,
monitoring, routing, and other production functions required for
the documented meeting workflows.
10) Configure production outputs for in-room monitoring, recording,
streaming, remote participants, and meeting archives as
required.
11) Evaluate existing camera equipment and supporting
infrastructure for continued use. Reuse existing equipment only
when fully compatible with the completed system and capable
of meeting the specified performance requirements.
e. Recording and Streaming Systems
1) Provide recording and streaming systems supporting live
broadcasts, meeting archiving, remote viewing, and public
information distribution.
2) Record presentation content, camera coverage, program audio,
and other required meeting sources as a coordinated program.
3) Support simultaneous recording and live streaming where
required by the Owner's operating workflow.
4) Provide operators with status monitoring and control of
recording and streaming functions through the audiovisual
control interface.
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5) Coordinate system outputs and file formats with the Owner's
content-management, streaming, and meeting-archiving
platforms.
6) Provide an architecture capable of accommodating future
expansion and changes to the Owner's recording, streaming,
and content-management workflows.
f. Presentation and Display Systems
1) Provide presentation systems supporting content from laptops,
mobile devices, and other presentation sources during
meetings, workshops, training sessions, and public events.
2) Provide wired and wireless presentation capabilities suitable for
Board members, staff, guest presenters, and other authorized
users.
3) Provide two large-format projection systems with motorized
projection screens approximately 200 inches and 160 inches
diagonal. Dimensions to be field verified for replacement of
existing screens.
4) Locate and configure the projection systems to provide clear
visibility of meeting materials, presentations, video content, and
other displayed information for Board members, staff, and
visitors.
5) Provide source selection, signal distribution, format conversion,
scaling, and routing required to display presentation content at
the appropriate room display or production-system destination.
6) Make presentation content available to the video production,
recording, streaming, and remote-participation systems so
remote audiences can view the content presented within the
room.
7) Coordinate projector, screen, mounting, structural, electrical,
and control requirements with the related work of other trades.
g. Video Production Systems
1) Provide a video production system supporting live meeting
coverage, recording, streaming, remote participation, and
public access to Board proceedings.
2) Provide camera coverage of Board members, presenters,
public comment locations, and general room activities.
3) Provide production capabilities allowing camera images,
presentation content, graphics, and other approved sources to
be combined into complete meeting programs.
4) Support manual production control for operator-assisted
meetings and simplified recall of common production
configurations for routine operation.
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5) Provide camera presets, source selection, scene recall,
monitoring, routing, and other production functions required for
the documented meeting workflows.
6) Configure production outputs for in-room monitoring, recording,
streaming, remote participants, and meeting archives as
required.
7) Evaluate existing camera equipment and supporting
infrastructure for continued use. Reuse existing equipment only
when it is fully compatible with the completed system and
capable of meeting the specified performance requirements.
h. Recording and Streaming Systems
1) Provide recording and streaming systems supporting live
broadcasts, meeting archiving, remote viewing, and public
information distribution.
2) Record presentation content, camera coverage, program audio,
and other required meeting sources as a coordinated program.
3) Support simultaneous recording and live streaming where
required by the Owner's operating workflow.
4) Provide operators with status monitoring and control of
recording and streaming functions through the audiovisual
control interface.
5) Coordinate system outputs and file formats with the Owner's
content management, streaming, and meeting archiving
platforms.
6) Provide an architecture capable of accommodating future
expansion and changes to the Owner's recording, streaming,
and content-management workflows.
i. Control Systems
1) Provide an integrated audiovisual control system with intuitive
touchscreen interfaces suitable for operation by administrative
staff.
2) Provide control of presentation sources, projection systems,
audio systems, cameras, video production, recording,
streaming, and integrated room-lighting functions.
3) Provide a simplified operating mode for routine meetings and
an advanced operating mode for authorized production
personnel.
4) Integrate common video production functions into the
touchscreen interface, including source selection, camera
selection, camera preset recall, production scene recall,
recording control, and streaming control.
5) Provide system status, operational feedback, and clear
indication of active sources, displays, microphones, recording
functions, and streaming functions where applicable.
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6) Coordinate control interfaces with all audiovisual devices and
related building systems necessary for complete operation.
7) Program, test, and commission all control functions, presets,
operating modes, interlocks, and user interfaces as part of the
turnkey system.
j. Lighting Control Integration
1) Existing Board Room lighting fixtures shall remain in service.
2) Field-verify the existing lighting fixtures, voltage and electrical
service, dimming capabilities (0-10V), control components,
interfaces, and available integration capabilities before
completing audiovisual control programming.
3) Provide new switching panel to provide power distribution and
0-10V dimming control for (6) existing circuits in Board Room.
a) Existing wall switches utilized to control lighting fixtures
shall be removed and replaced by new, centralized,
remote-switching panelPanel to be installed in control
room without impacting Owner's use of the space.
4) Integrate available 0-10V dimming lighting-control functions
with the audiovisual control system to support meeting
operation, presentations, public comment, recording,
streaming, and general occupancy.
5) Provide a lighting control preset button station to replace the
bank of switches at the entry door from the rest of the building.
6) Provide lighting preset recall from the audiovisual touchscreen
interface.
a) Provide preset lighting scenes appropriate for Board
meetings, presentations, public comment periods,
recording and streaming, and general room use.
b) Configure lighting presets to provide appropriate
illumination for in-room visibility, projected-image viewing,
and camera image quality.
7) Provide the audiovisual control programming, interfaces,
gateways, licenses, and accessories assigned to the
audiovisual work.
8) Maintain operation of the existing lighting-control stations and
normal lighting controls unless otherwise indicated.
9) Test and commission each integrated lighting preset under
actual room conditions and coordinate final scene levels with
the Owner and Consultant.
k. Audiovisual Infrastructure
1) Provide audiovisual cabling, network connectivity, equipment
mounting, equipment-rack modifications, interfaces,
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terminations, labeling, and supporting components required for
a complete installation.
2) Coordinate cable pathways, power, grounding, network
connections, structural supports, equipment clearances,
ventilation, and service access with the related project
disciplines.
3) Verify existing pathways, cabling, network connections,
equipment mounts, rack components, and other infrastructure
before reuse.
4) Replace or modify existing infrastructure that is defective,
incompatible, insufficient, or incapable of supporting the
specified system performance.
5) Permanently label audiovisual equipment, cables, terminations,
patching points, and network connections using a coordinated
identification system.
6) Provide system testing, acceptance testing, commissioning,
staff training, operating instructions, record drawings, cable
schedules, software files, configuration backups, warranties,
and other closeout documentation required for the turnkey
system.
l. OPTION 1: Network Camera System
1) Provide a network-based camera production system integrated
with the audiovisual processing and control platform in place of
the base video production switching architecture.
2) Integrate network-connected cameras directly with the
audiovisual system for camera selection, preset recall, signal
routing, display management, recording, and streaming.
3) Provide the processing, switching, monitoring, control, network,
and licensing capabilities required to perform the specified
production functions without a separate dedicated video
production switcher.
4) Provide common control of camera selection, room operation,
presentation routing, recording, and streaming through the
audiovisual user interface.
5) Provide automated framing and camera preset recall for Board
members, presenters, and public comment participants where
supported by the selected camera system.
6) Demonstrate that the proposed architecture provides the image
quality, switching performance, latency, reliability, monitoring,
recording, streaming, and operator-control capabilities required
for Board meetings.
7) Include all network switches, licenses, processing resources,
control interfaces, monitoring tools, and accessories required
for a complete and operational system.
m. OPTION 2: Intelligent Camera Production and Tracking System
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1) Provide the network camera system described under Option 1
with an intelligent camera production platform supporting
automated meeting coverage.
2) Provide automated presenter tracking, active-speaker framing,
dynamic shot composition, and automatic camera selection.
3) Supplement programmed camera presets with camera
automation capable of responding to changing presenters,
public comment participants, seating arrangements, and room
configurations.
4) Coordinate camera automation with microphone activity,
audiovisual control states, presentation modes, and production-
system operation as applicable.
5) Allow an authorized operator to override automated camera
selection and framing at any time.
6) Configure the system to avoid unnecessary camera movement,
abrupt switching, obstructed views, and inappropriate framing
during live meetings.
7) Provide configuration, calibration, testing, staff training, and
commissioning required for reliable automated operation.
8) Demonstrate system performance under representative Board
meeting, presentation, public comment, remote-participation,
recording, and streaming conditions.
1.2 REFERENCES
A. Codes and Standards
1. All materials, equipment, and installation shall comply with any applicable
codes or standards. These are at the discretion of the Authority Having
Jurisdiction (AHJ) and may be updated. Refer to the latest adopted and
published versions.
2. The following list is noted for reference only. The Contractor shall be
responsible for complying with all applicable codes, standards, and
regulations.
a. National, State, and Local Building codes applicable to the work
b. National Electric Code (NEC)
c. National Fire Protection Association (NFPA)
d. Occupational Safety and Health Administration (OSHA)
e. American National Safety Institute (ANSI)
f. National Electrical Manufacturers Association (NEMA)
g. AVIXA A102.01 - Performance Contracting for Audiovisual Systems
h. AVIXA F501.01 - Cable Labeling for Audiovisual Systems
i. ANSI/AVIXA DISCAS-1.0 - Display Image Size for 2D Content
j. AES (Audio Engineering Society) Recommended Practices
k. AES67 - High-Performance Streaming Audio-over-IP Interoperability
(where applicable)
l. IEEE 802.3 - Ethernet (wired networking, PoE)
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m. IEEE 802.11 - Wireless LAN (Wi-Fi)
n. ANSI E1 Entertainment Technology Standards applicable to
equipment installed in performance spaces, including coordination
and safety practices
o. Americans with Disabilities Act (ADA)
p. 2010 ADA Standards for Accessible Design - Assistive Listening
Systems (Sections 219 and 706)
B. Nationally Recognized Testing Laboratory (NRTL)
1. All equipment required by OSHA to be NRTL approved for the intended
use shall be labeled as such.
2. Equipment that is not NRTL approved will not be accepted until approved
and labeled.
1.3 SUBSTITUTIONS
A. Any requests or proposed substitutions for equipment noted in this section must
comply with Division 01 requirements for substitutions.
B. All substitutions requested for review must be approved in writing by
Owner/Consultant prior to bidding to be considered to have met the
requirements of this section.
C. Any manufacturer requesting approval of a substitution must meet the minimum
qualified requirements noted in Part 2.
D. The products and equipment in this section are specified to provide the
necessary function, appearance, and physical properties necessary to meet the
design requirements. The inclusion of specific equipment in this section is to
establish a standard of quality and shall not be understood to be limiting
competition.
E. To be considered as an equal, any products submitted for substitution must
meet the requirements noted in this section. The Owner/Consultant may
request follow-up data or demonstration to prove that equipment meets
minimum requirements. This shall be provided at no cost to the Owner.
F. The Contract Documents are based on design work utilizing specific equipment.
If a substitution is accepted, the Contractor shall be responsible for coordinating
necessary infrastructure, support, or finishes changes to accommodate
substituted equipment. Any re-design required from the Consultant will require
an Additional Service Contract with the Contractor.
1.4 SUBMITTALS
A. General Requirements
1. All submittal documents shall meet the Division 01 requirements.
2. Submittals shall be provided to align with the comprehensive schedule.
The Contractor shall provide ample time for review process to be
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