Agenda Item
i. Approval of Boardroom Audio System Upgrade and Video System Enhancements for the Board of Education Boardroom with Atlanta Soundworks, LLC. (Not to Exceed $344,122.52)
Summary: Presented by: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education approve the purchase and installation of boardroom audio system upgrades, conferencing equipment, and video system enhancements for the Board of Education Boardroom from Atlanta Soundworks, LLC, at a cost not to exceed $344,122.52.
Why: The Board of Education Boardroom serves as a critical space for governance, public engagement, and district operations, hosting regular Board meetings, public hearings, work sessions, and special events that are recorded and livestreamed for the community. The current audio and video systems have reached the end of their useful life and no longer provide the level of clarity, reliability, and functionality required to support modern meeting and broadcast requirements.
The proposed upgrade with Atlanta Soundworks, LLC (ASW), a qualified audiovisual systems integrator, will modernize the Boardroom’s sound system and introduce advanced video production and display capabilities. These improvements will enhance speech intelligibility, improve meeting management capabilities, and strengthen the district’s ability to deliver high-quality livestreams and recordings of Board meetings. The project will also support clearer presentation of agendas, reports, voting results, and other materials for both in-person attendees and remote viewers while aligning with district technology standards for audiovisual systems and collaboration environments.
Details: The Division of Information and Instructional Technology (DIIT) worked with ASW to evaluate the existing Boardroom audiovisual infrastructure and develop a comprehensive scope of services to modernize both the audio and video systems supporting Board meetings and district events.
The project replaces legacy audio equipment with a modern Dante-based digital audio networking platform and introduces a wireless conferencing system designed specifically for boardroom environments. The upgraded system will improve sound distribution throughout the room, simplify audio control for staff through touch panel interfaces, and support seamless integration with the district’s meeting recording and streaming systems.
In addition, the project includes significant video system enhancements to support modern broadcast and presentation needs. Existing projection systems will be replaced with two large-format LED video walls, and the current production switcher will be upgraded to a broadcast-grade video production system. A fully IP-based video distribution network will also be implemented, allowing for flexible, high-quality video routing and scalability for future needs.
Key Services Provided:
Audio System Upgrade = $80,037.13
The audio system upgrade replaces the existing proprietary system with a modern Dante-based digital audio environment designed to support high-quality meetings and public broadcasts. The system includes new loudspeakers, subwoofer, digital signal processing, conferencing microphones, wireless discussion units, and integrated control systems that improve speech clarity and provide simplified management of audio during meetings.
Video System Enhancements = $167,634.82
The video system enhancements include the installation of two LED video walls to replace aging projection systems, a Ross Video Carbonite production switcher to support broadcast-quality video production, and a video-over-IP distribution system utilizing encoders and decoders for flexible and scalable video routing. These enhancements significantly improve the visibility, reliability, and overall quality of visual content during live and recorded Board meetings.
AV System Integration, Labor, and Supporting Components = $96,450.57
This portion includes system integration, installation labor, programming, training, freight, cabling, and miscellaneous hardware required to deliver a fully operational, integrated audiovisual solution. These services ensure all audio and video components function cohesively and are optimized for Boardroom operations.
Together, these upgrades ensure the Boardroom technology environment supports effective governance, clear communication, and transparent engagement with the community.
Financial impact: General Funds
100.2210.561500.00011.7600.9990.0308.070.0000
100.2800.530000.00011.7600.9990.0308.070.0000
Contact: Dr. Kermit Belcher, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
Docusign Envelope ID: 93A3BA84-F02B-4B54-9CD1-A7BC543B7C62
Docusign Envelope ID: 93A3BA84-F02B-4B54-9CD1-A7BC543B7C62
Jim Barnaby
Deputy Commissioner – State Purchasing
5/5/2025
200 Piedmont Avenue, S.E., Suite 1804, West Tower
Atlanta, Georgia 30334-9010