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HomeMy WebLinkAboutFCS-11-220 - Council AV Project - Draft RFPStaff Re~p~r~ I~TCn~nT~~ Finance and Corporate Serlvices Department REPORT TO: DATE OF MEETING: SUBMITTED BY: PREPARED BY: WARD(S) INVOLVED: DATE OF REPORT: REPORT NO.: SUBJECT: RECOMMENDATION: For discussion. BACKGROUND: www.kitchenerca Finance and Corporate Services Committee November 28, 2011 Randy Gosse, Director, Legislated Services and City Clerk Christine Tarling, Manager, Corporate Records & Archives Services All November 17, 2011 FCS-11-220 COUNCIL CHAMBERS AUDIO-VISUAL SYSTEM Report INS-11-036 dated April 1, 2011 outlined the need to replace the existing Council Chambers audio-visual system because the 20-year old system components are at or near the end of their useful service life. It has been costing the City approximately $25,000 per year to maintain, repair and upgrade the various components of the system but it was determined all short-term options have been exhausted. Council approved the replacement of the system as a more cost-effective and long-term solution. Since then, an internal Council Chambers Audio-Visual Committee (the Committee) has been convened to source and procure a new system. The Committee is comprised of Randy Gosse, Legislated Services; Albert Tenbruggencate, Facilities Management; Raj Luckhai, Information Technology; Steve Rudak, Supply Services; and Christine Tarling, Legislated Services. Because expertise concerning audio-visual systems does not exist within the City, the Committee has retained the services of an audio-visual consulting company, Engineering Harmonics Inc., to determine the requirements for the new system and to prepare detailed specifications to form part of the Request for Proposal (RFP). REPORT: Engineering Harmonics Inc. has met with the Committee to discuss the City's needs and has conducted an on-site review of the existing system. They have prepared a Program Document dated October 14, 2011 wherein they have provided recommendations concerning the various components of the system. Detailed specifications for the RFP are currently being drafted for the Committee's review and will be written so as to afford maximum flexibility to bidders to respond offering the best components possible within the budget while ensuring the required specifications are met. 3-1 Staff Re~p~r~ I~TCn~nT~~ Finance and Corporate Serlvices Department www.kitthenexca Required features of the new system will include: ^ Complete replacement of the conferencing system including public address and voice reinforcement (including hearing assistance); ^ Replacement of central audio system equipment including replacement of speakers and investigation into popping" sounds and interference with the system; ^ Replacement of video monitors for Mayor and Council (inner horseshoe) and external horseshoe and millwork as needed; ^ Replacement of control system touch panel and updating of control system programming with some combination of a built-in panel, portable panel and/or dockable panel; ^ Replacement of wireless microphone system; ^ Ability to integrate with Rogers' system and other media connections including incorporation of web streaming and archiving of meetings; ^ Replacement of all cabling and wiring including the addition of electrical outlets at each station for Mayor and Council as well as two data outlets for each; and ^ Ability to facilitate wireless technology. Optional features include: ^ Addition of electronic voting; ^ Addition of microphone queuing; ^ Replacement of main projection screen to allow for different aspect ratios to be incorporated into the system; and ^ Addition of an automated lift device for the document projector. All optional features will be expressed in the RFP as such to allow bidders to provide separate pricing in order to enable Council to decide on preferences based on pricing and budget. Any millwork associated with the project will be managed by Facilities Management which will either arrange to do the work in-house or tender the work to an external contractor depending on the extent of the work, the timing and resources required. Millwork, installation, testing, training and final commissioning are scheduled to occur from the end of March to the end of May. Engineering Harmonics Inc. indicates this is a realistic schedule. As such, two Standing Committee meetings and two meetings of Council/Committee of the Whole will need to move to alternative locations. Council can elect, instead, to shift the work to July when no meetings are scheduled but the millwork will need to be done in June so one Standing Committee meeting, one meeting of Council/Committee of the Whole and one Council/Audit Committee meeting will need to move alternative locations. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: Community Priority -Leadership and Community Engagement - "We must continue to strengthen the connection and understanding among all people in our community, between our community and city government, and between the city and other orders of government by enhancing opportunities for public involvement and dialogue." 3-2 Staff Re~p~r~ I~TCn~nT~~ Finance and Corporate Serlvices Department www.kitthenexca Strategic Plan Foundation -Efficient and Effective Government ^ Public Sector Leadership -Ensure accountability and transparency in all public processes. FINANCIAL IMPLICATIONS: The budget estimate for the replacement of the audio-visual system is $260,000. In addition it was estimated that $20,000 would be required for additional costs such as power system upgrades and millwork changes. This project was anticipated and is included in the 2011 capital budget City Hall upgrade capital account. COMMUNITY ENGAGEMENT: Not applicable. CONCLUSION: The new audio-visual system will eliminate system failure relating to aging and out-dated components. The new system will have seamless integration of up-to-date components and support emerging technologies so that users' needs will be better addressed in a more cost- effective manner. ACKNOWLEDGED BY: Dan Chapman, Deputy CAO, Finance and Corporate Services 3-3 engineering HARMONGCS City of Kitchener Council Chamber Audio Visual Program Document Revision 0.99 Submitted on: October 14, 2011 EH Project 11304 3-4 THIS DOCUMENT IS NOT FOR CONSTRUCTION Authors: Jeff Bamford, M.Sc. JBamford(a~EngineeringHarmonics.com Engineering Harmonics Inc. 29A Leslie Street Toronto, ON M4M 3C3 Canada T: +1 416.465.3378 F: +1 416.465.9037 www. EngineeringHarmonics.com Confidentiality/Validity: This document has been prepared by Engineering Harmonics Inc. for the exclusive use of the City of Kitchener. Its contents may not be discussed with, or disclosed to, third parties without the prior written consent of Engineering Harmonics Inc. 3-5 City of Kitchener October 14, 2011 Council Chamber Revision 0.99 Audio Visual Program Document Page iii Table of Contents 1 Introduction ............................................................................. ........................................1 1.1 Purpose ....................................................................... ........................................1 1.2 Executive Summary ..................................................... ........................................1 2 Findings ................................................................................... ........................................3 2.1 Overview ...................................................................... ........................................ 3 2.2 Priorities and Opportunities .......................................... ........................................3 2.3 Room Use .................................................................... ........................................3 2.4 Public Address and Sound Reinforcement ................... ........................................4 2.5 Presentation Systems .................................................. ........................................4 2.6 Electronic Voting Systems ........................................... ........................................4 2.7 Control Systems ........................................................... ........................................4 2.8 Rogers's System and Media Connections .................... ........................................5 2.9 Coordination ................................................................ ........................................5 2.10 Schedule ...................................................................... ........................................5 3 Recommendations ................................................................... ........................................6 3.1 Public Address and Sound Reinforcement (including H earing Assistance) ..........6 3.1.1 Conferencing System ....................................... ........................................6 3.1.2 Wireless Microphones ...................................... ........................................7 3.1.3 Program Audio ................................................. ........................................7 3.1.4 Voice Reinforcement ........................................ ........................................7 3.1.5 Distribution and Processing .............................. ........................................7 3.2 Presentation Systems (e.g. large screen projection) .... ........................................8 3.2.1 Sources ............................................................ ........................................8 3.2.2 Main Projection Display .................................... ........................................8 3.2.3 Council Video Displays ..................................... ........................................8 3.2.4 Distribution ....................................................... ........................................9 3.2.5 Overall Video Note ........................................... ........................................9 3.3 Electronic Voting Systems ........................................... ........................................9 3.4 Control Systems ........................................................... ......................................10 3.5 General ........................................................................ ......................................10 4 Appendix A -Schedule ........................................................... ......................................11 © Engineering Harmonics Inc. ~i engineering HAHhiONICS 3-6 October 14, 2011 Revision 0.99 Page iv City of Kitchener Council Chamber Audio Visual Program Document Table of Figures Figure 1 -Council Chamber ....................................................................................................... 1 Figure 2 - A flush mounted conferencing station ........................................................................ 6 Figure 3 -Prototype Council Position ......................................................................................... 9 ~~ engineering Hao~MO~vics © Engineering Harmonics Inc. 3-7 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 1 1 Introduction 1.1 Purpose The purpose of this document is to review the Audio-Visual requirements of the Council Chamber for the City of Kitchener and recommend changes to be implemented. This document is based on a review of similar system requirements of other municipalities, ameeting with stakeholders on August 30, a site visit on August 30t" and reports prepared by the Infrastructure Services Department, which in turn is based on recommendations from Westbury National Show Systems (WNSS) of Toronto. This document will be used as a starting point for the Request for Proposal document. 1.2 Executive Summary The Council Chamber and its equipment room are the focus of this report. The following subsystems are discussed in this report: • Public Address and Sound Reinforcement (including Hearing Assistance) • Presentation Systems (e.g. large screen projection, monitors) • Electronic Voting Systems (part of conferencing system) • Control Systems Recommendations will be made for these system types; it is realized that not all of the recommendations may be implemented during the installation in the winter /spring of 2012. The existing functions of the system will be kept. In specific cases, additional functions will be recommended based on discussions and the previous reports. © Engineering Harmonics Inc. ~~ engineering HAHhiONICS 3-8 Figure 1 -Council Chamber October 14, 2011 Revision 0.99 Page 2 City of Kitchener Council Chamber Audio Visual Program Document The following is recommended: • The conferencing system be replaced, with consideration for adding electronic voting • The central audio equipment to be replaced • Central video equipment should be reviewed to determine if it needs replacement, it needs to support analog and digital sources • Consideration should be given to replacing the existing projection screen, not necessarily on the 2012 installation • Replacement of the existing monitors in millwork • After replacing the projection screen, consideration should be given to replacing the projector • Control system touch panel to be replaced and the control system programming will need to be updated • Wireless microphone system to be replaced ~~ engineering Hao~MO~vics © Engineering Harmonics Inc. 3-9 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 3 Z Findings 2.1 Overview A meeting was held on August 30 to review the requirements for the Audio Visual system and tour the site. In attendance at the meeting was: • Jeff Bamford, Consultant, Engineering Harmonics • Randy Gosse, City Clerk, City of Kitchener • Andrew Kozak, Senior Consultant, Engineering Harmonics • Raj Luckhai, Information Technology, City of Kitchener • Christine Tarling, Project Manager, City of Kitchener • Albert TenBruggencate, Infrastructure Services, City of Kitchener This portion of the document details the discussion from the meeting and site visit. The discussion from the meeting and the site visit are reported by system type. 2.2 Priorities and Opportunities As noted in the Staff Report, the majority of the system is roughly twenty years old. It costs approximately $25,000 per year to maintain the system. As components further age, it will become increasingly difficult to find replacement parts. Further, some devices no longer have parts available and must be replaced. Therefore, consideration should be given to a wholesale replacement of major portions of the system. The priorities and opportunities for the project were discussed. It was determined that the top priority was the sound system (the conferencing system in particular) and that microphone queuing system was second. Electronic voting, while important, will be considered but only if it can be installed within the budget established for the project. Options for the projection system are to be considered as part of the RFP process. It is thought that the projector, which is a recent purchase, will not be replaced at this time. Consideration will be given to changing the projection screen, but it is a lower priority item. The monitors in the millwork, for the use of Councillors and the Mayor, will be replaced. There is a desire to stream Council meetings to the Internet. The City is able to use the Rogers Community station equipment when it is not in use by Rogers. There is also a desire to archive meetings, which could also be done by using the Rogers equipment. 2.3 Room Use The Council Chamber is used for public meetings of the Council of the City of Kitchener. There is equipment for each participant in the meeting, consisting of the Mayor, ten councillors and four spare positions. The system is controlled from the Clerk's position. While the room is used for other purposes, these are primarily meeting based and do not require other accommodations. It was noted that social events, such as weddings, are not held in this room. In-camera sessions are done in another room, so there is no requirement for privacy in this room. Hence, the only requirements to consider are those for Council Meetings. © Engineering Harmonics Inc. ~~ engineering HnHMONaC5 3- 10 October 14, 2011 Revision 0.99 Page 4 City of Kitchener Council Chamber Audio Visual Program Document 2.4 Public Address and Sound Reinforcement The system includes the existing delegate system, an AKG wireless microphone system, loudspeakers and central equipment. In their use of the system, Councillors and the Mayor address Council from the seated position, while delegates stand at the Lectern. It was noted that events in the Rotunda cause "pops" and interference in the chamber system. At present, the cause is unknown. Interference from GSM phones, e.g. "Blackberry" interference, has been an issue in the past, but hasn't been as commonplace recently. As part of this project, the City would like this issue investigated further to ensure that it no longer an issue. As noted in the staff report, the audio speakers in the public gallery need to be replaced. Further, the existing main loudspeakers do not provide adequate coverage, and a suitable replacement is required. This report also identifies that there is a lack of overall gain in the system. A Hearing Assistance existing system is currently in use, although the request for receivers is infrequent. 2.5 Presentation Systems In their report, WNSS didn't recommend changing the screen or the projector. Further, there is no desire to have widescreen (16:9) at the moment. It was also noted that the current projector will handle digital sources. The biggest complaint from the public is that the screen isn't bright enough. The impact of changing the screen was discussed. WNSS note that the screen is not lenticular. If one was installed it would be able to aim the image down to the viewer, hence making it brighter. It was decided that various options will be requested in the RFP responses. The use of multiple flat-panels instead of a large projection screen was discussed. It was suggested that two large flat-panel displays on the side of the current rear-projection screen could be used. With each display weighing over 800 pounds, this would require architectural upgrades to the area. The use of an electronic white board was discussed. It was determined that this is not a requirement, but it should be considered as an option for the future. There is a desire to allow the connection of portable computers. The current requirement of a resolution of 1024 by 768 is acceptable. There is a document camera currently in use. The document camera itself is sufficient, but it has to be raised by a manual lift. There is a desire for this to be automated. The video system is currently a single zone, i.e. there is no preview for Council or the Mayor. There is no desire to change this. It was noted that the City wants to replace the existing CRT monitors at Council positions as part of this work. 2.6 Electronic Voting Systems Electronic voting will be considered in the RFP as an optional system. 2.7 Control Systems The control of microphones via a queue list is important. The current control system programming is owned by the City of Kitchener. Thus, there is an opportunity for this code to be updated or included in the system update. engineeeing haHmo~uics ©Engineering Harmonics Inc. 3- 11 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 5 There are two portable wireless touch panels in use, a main one which is typically located at the City Clerk's position. The second panel is a smaller "mini" panel. There is a desire to have the main panel built-in and for a second one to be portable. Depending on costs, one panel would be acceptable provided that it could be docked and only used as portable when required. An upgrade for these panels is requested under the RFP. It was noted that the current touch panels are accessible via the network. 2.8 Rogers's System and Media Connections Rogers Cable broadcast a number of Council meetings. They have a control room for the operation of their system. The Chamber has a number of robotic cameras. Rogers receive the same feed that is delivered to the projector and an audio output from the Chamber. The City advised that they are able to use the Rogers's equipment when it is not in use by Rogers. As such, there is a desire for web streaming and archiving meetings. The system also includes several positions for the media to plug-in audio recorders. 2.9 Coordination Various aspects of coordination were discussed. The City has an electrical contractor on staff, but noted that there is no electrical engineer on staff. Millworkers are on staff and have worked with the millwork in the Chamber. It was noted that any changes to millwork should be done prior to the Audio Visual work. It was noted that each councillor requires access to an electrical outlet. The City of Kitchener's Information Technology Department will install two data outlets per Councillor and the Mayor. They will also install a wireless network that will be available for Council use throughout the room. It was noted that the electrical pathways have been mapped out. 2.10 Schedule There are typically three council meetings per month. In 2011, there was down time for a week in March. At the writing of this document, the 2012 schedule hasn't been created. It was noted that there are contingencies available if the Council Chamber isn't available due to the Audio Visual renovations. Council have been advised that the install would occur during the summer of 2012. Subsequent to the meeting on August 30th, a schedule for the project has been submitted. It is appended to this document. © Engineering Harmonics Inc. ~~ engineering HnHMONaC5 3- 12 October 14, 2011 Revision 0.99 Page 6 City of Kitchener Council Chamber Audio Visual Program Document 3 Recommendations 3.1 Public Address and Sound Reinforcement (including Hearing Assistance) 3.1.1 Conferencing System Due to the difficulties and risk of performing a partial replacement, e.g. replacing only the microphones may not fix the problem, we recommend replacing the conferencing system. Conferencing systems are able to be programmed into various modes of operation, such as Request- to-Speak, automatic. The maximum number of microphones can also be set, so that once this limit is reached, the remaining microphones are added to the queue. The Clerk, or other designated participant, will be able to control the queue and step through it, that is, turn on /off any microphone or even select any microphone. The microphone will have a collar, which will glow when the microphone is active and flash when the microphone is queued. Figure 2 shows several conferencing, the fifth one along the desk has its microphone collar illuminated. These would be installed for each Councillor, the Mayor and at the delegate positions, ~,_, Figure 2 - A flush mounted conferencing station The conferencing system also allows for "mix-minus", that is, it automatically removes the signal from a nearby microphone to ensure a better gain for the system. The conferencing system will be used to send an audio signal to the sound system in the room. As appropriate, it can also receive a signal from any program source in the room, such as Audio Visual source or wireless microphone. ~~ engineering Hao~MO~vics © Engineering Harmonics Inc. 3- 13 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 7 The new microphone will be specified that they must have immunity from RF /EMI. This will ensure that any nearby GSM phone does not affect the system. Hence, a new conference system is recommended. 3.1.2 Wireless Microphones The existing wireless microphone system should be replaced. With the recent transition to digital television, the 700 MHz band is scheduled to be allocated for other uses by Industry Canada. The AKG system in use has several 25 MHz groups in which it operates, only one of these groups is outside of the 700 MHz band. As such, there is the potential in the future that this device will not work due to interference from other systems. Hence, wireless microphone systems must transition out of this spectrum, as it will no longer be available for wireless microphone use. 3.1.3 Program Audio Main program audio should be provided by loudspeakers located at the front of the room, adjacent to the outside of the projection screen. We recommend that these that these loudspeakers have an electronically steerable pattern. This will ensure that the coverage of the loudspeakers is optimised and that the loudspeakers can be easily installed beside the screen. These loudspeakers will only carry program audio, that is, they will not be used for voice reinforcement. 3.1.4 Voice Reinforcement The room currently has 70V loudspeakers used to deliver sound to the audience. It is recommended that these be replaced. The loudspeakers should be zoned, as they are currently, such that the sound from each group of loudspeakers may be tailored for the immediate area. The loudspeakers will be placed such that there is coverage over all public areas. Note that Council will receive voice reinforcement via the Conferencing System. Program audio may also delivered as a supplementary source via these loudspeakers. The sound from these loudspeakers will be delayed slightly to ensure that it still appears to come from the main screen and not overhead. 3.1.5 Distribution and Processing There are a multitude of sources and destinations in this system. For example, a separate audio feed is required for each of the Hearing Assistance System, Main Program Audio Loudspeakers, Voice Reinforcement (Ceiling Loudspeakers), Conferencing System, Media Feeds and Rogers Cable. There is the potential that each feed may require a unique sound mix. For example, the Conferencing System will not need its output mixed back in, i.e. there is no need to send the feed from the microphones back into the Conferencing System. The feed delivered to Rogers Cable may be a stereo feed and requires all sources, while Hearing Assistance will be mono and require all sources. Each different feed will also be processed separately as required To allow for the processing required for the audio signals, a DSP (digital signal processor) is recommended. It will allow the control and manipulation of all audio signals that pass through it. This device will process the incoming and outgoing audio signals and derive the required feeds for each destination. It also allows processing of each input and output individually. Thus, for example, signals destined for a loudspeaker can be processed separately than those for Rogers Cable. As part of the upgrades, it is recommended that the system be tested to ensure that there is no interference from events in the Rotunda. © Engineering Harmonics Inc. ~~ engineering HnHMONaC5 3- 14 October 14, 2011 Revision 0.99 Page 8 City of Kitchener Council Chamber Audio Visual Program Document 3.2 Presentation Systems (e.g. large screen projection) 3.2.1 Sources It is recommended that the system allow for the connection of the following devices: • Two computers in the chamber (existing) • Document Camera (at the Lectern, existing) • Laptop Input (at the Lectern), analog and digital • Auxiliary Input for analog and digital devices 3.2.2 Main Projection Display The RFP will discuss options to replace the projection screen. Possible options are a single 16:9 format screen, two flat-panels to the side or both of these options. Additional options for the bidders will also be considered. It is recommended that the ability to allow for different aspect ratios be incorporated into the system. This will ensure that content is displayed in its native aspect ratio without being stretched or masked. It is recommended that a brighter projector be considered if the lighting in the room can't be controlled. While the current projector is able to project a 16:9 image, this is not the native aspect ratio of the projector. A brighter 16:9 projector is recommended. 3.2.3 Council Video Displays The RFP will include options for new displays for Council. New displays are almost exclusively widescreen; hence millwork accommodations will be required to fit these new monitors at the desks. The City will provide the changes required for the millwork to mount the new displays. As noted onsite, some consideration has already been given to accommodating the new displays into the millwork, as shown in Figure 3. ~~ engineering Hao~MO~vics © Engineering Harmonics Inc. 3- 15 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 9 3.2.4 Distribution The system includes the ability to send scaled content to Rogers for use with their broadcasts. This will continue with the new system. This distribution should also support sending HD content in the future. 3.2.5 Overall Video Note There are a couple of items that need to be considered. There needs to be compatibility for analog and digital video sources. This is especially important for digital video sources prior to a new projector being installed. A method to handle copy protection needs to be considered. While most content is unlikely to be copy protected, many devices will require copy protection from a connected display prior to sending unprotected content. Secondly, with the possibility of mixed-mode aspect ratios, it is important that the system allow for the connection of different aspect ratio devices and displays. That is, the system must account for the aspect ratio of the source material and the display to which it is sent. It is noted that the current projector does handle digital sources. 3.3 Electronic Voting Systems Electronic voting systems are typically add-ons to Conference Systems. Hence, it is recommended that the Electronic Voting System be considered as an add-on for the Conference system. The system will allow the tabulation of votes and can, if required, display vote results on the projection © Engineering Harmonics Inc. engineering HnPMONaCS 3- 16 Figure 3 -Prototype Council Position October 14, 2011 Revision 0.99 Page 10 City of Kitchener Council Chamber Audio Visual Program Document screen and displays in the room. The exact nature of what information is display, e.g. totals versus individual votes, will need to be reviewed prior to implementation. Voting will be YES, NO or ABSTAIN. 3.4 Control Systems It is recommended that the Control System maintain its same level of features as currently exists. Electronic Voting and Microphone Queue management should be integrated with the control system. The RFP will include options for abuilt-in panel at the Clerk's position, a portable panel and a dockable panel. The RFP will indicate that any combination of these devices may be accepted by the City. 3.5 General The wiring and cable management in the rack needs to be redone. As such, we recommend that as part of the system upgrade, all of the cabling and wiring within the rack be replaced. ~~ engineering Hao~MO~vics © Engineering Harmonics Inc. 3- 17 City of Kitchener Council Chamber Audio Visual Program Document October 14, 2011 Revision 0.99 Page 11 4 Appendix A -Schedule Tasl< Name Duration Start Finish Schematic Design 36 days Tue 11-08-30 Tue 11-10-18 Kick-off/ Requirements Meeting (SD Meeting) 1 day Tue 11-08-30 Tue 11-08-30 Teleconference with Purchasing 1 wk Wed 11-08-31 Tue 11-09-06 Worl< on Draft Program Document & Submit 5 wks Wed 11-08-31 Tue 11-10-04 Teleconference to Review Document 1 wk Wed 11-10-05 Tue 11-10-11 Finalize Program Document 1 wk Wed 11-10-12 Wed 11-10-19 Design Development 20 days Wed 11-10-19 Wed 11-11-16 Draft System Narrative 2 wks Thu 11-10-20 Wed 11-11-02 OPC (Preliminary) 2 wks Thu 11-10-20 Wed 11-11-02 Meeting to Review System Narrative 1 wk Thu 11-11-03 Wed 11-11-09 Final Systems Narrative 1 wk Thu 11-11-10 Wed 11-11-16 General Arrangements Document Draft 1 wk Thu 11-11-10 Wed 11-11-16 OPC (Draft) 2 wks Thu 11-11-03 Wed 11-11-16 Contract Documents 25 days Thu 11-11-17 Mon 12-01-16 Draft RFP 3 wks Thu 11-11-17 Wed 11-12-07 OPC (Final) 1 wk Thu 11-12-01 Wed 11-12-07 Meeting to Review Draft RFP 1 wk Thu 11-12-08 Wed 11-12-14 Final RFP 1 wk Thu 11-12-15 Wed 11-12-21 Sample IB, BF to City for Discussion 1 wk Thu 11-12-15 Wed 11-12-21 City Processing of RFP 3 wks Thu 11-12-22 Mon 12-01-16 Biddings 30 days Tue 12-01-17 Tue 12-02-28 Bidding Period 3 wks Tue 12-01-17 Mon 12-02-06 Review and Recommend Bidders 2 wks Tue 12-02-07 Tue 12-02-21 Site Visit (No EH Participation) 1 day Tue 12-01-24 Tue 12-01-24 Review and Recommend Contractor 1 wk Wed 12-02-22 Tue 12-02-28 Installation Period (Not in EH Contract) 61 days Wed 12-02-29 Fri 12-05-25 Purchase Equipment /Ship Drawings 4 wks Wed 12-02-29 Tue 12-03-27 Pre-Build 3 wks Wed 12-03-28 Wed 12-04-18 On-Site Install 3 wks Thu 12-04-19 Wed 12-05-09 Testing 1 wk Thu 12-05-10 Wed 12-05-16 Training 1 wk Thu 12-05-17 Thu 12-05-24 Commissioning 1 day Fri 12-05-25 Fri 12-05-25 J © Engineering Harmonics Inc. engineeeing HPHMDMICS 3- 18