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
Chronology: Boardroom Audio System and Upgrade and Interactive Display Upgrade-
Atlanta Soundworks (ASW)
The Division of Information and Instructional Technology (DIIT), in coordination with district
leadership and administrative staff, identified the need to modernize the audiovisual
infrastructure within the DeKalb County School District Board of Education Boardroom. Planning
efforts focused on improving sound clarity, strengthening meeting management capabilities, and
enhancing the video production and presentation environment to support Board meetings, work
sessions, public hearings, and other district events that are recorded and livestreamed for the
community.
Following this planning process, DIIT developed a comprehensive scope of work with Atlanta
Soundworks, LLC, an audiovisual systems integrator, to upgrade the Boardroom audio system
and implement advanced video system enhancements. The project replaces aging audio and
video infrastructure with modern, standards-based technologies designed to improve
communication, operational efficiency, and transparency during Board meetings.
Key Services Provided:
Boardroom Audio System Upgrade = $80,037.13
The Boardroom audio system upgrade replaces the existing proprietary sound system with a
modern Dante-based digital audio networking platform designed to improve speech intelligibility,
system reliability, and operational flexibility during meetings and events.
● Replacement of legacy audio infrastructure with a Dante-based digital audio networking
system to support flexible audio routing and scalability
● Installation of new column loudspeakers, subwoofer, and powered monitors to improve
sound distribution and clarity throughout the Boardroom
● Deployment of Bosch DICENTIS wireless conferencing microphone system with
approximately 15 discussion units to support Board member participation and meeting
management
● Integration of Q-SYS digital signal processing and audio control systems to enable
advanced audio routing, mixing, and system management
● Installation of touch-screen control interfaces and simplified front-of-house control to
allow staff to easily manage audio sources and system operation during meetings
● Integration of existing wireless microphones and addition of digital stage box and mixing
capabilities to support expanded audio inputs and flexibility
These upgrades improve sound coverage, reduce feedback and audio inconsistencies, and
support clear audio delivery for both in-room participants and livestream audiences.
Video System Enhancements = $167,634.82
Video system enhancements replace aging projection and legacy video infrastructure with
modern, broadcast-quality video production and display technologies designed to improve visual
clarity and meeting presentation capabilities.
● Installation of two large-format LED video walls (approximately 14’ x 8’) to replace
existing projection systems and improve brightness, clarity, and visibility in all lighting
conditions
● Replacement of the existing video production switcher with a Ross Video Carbonite
broadcast-grade production switcher to support professional live event production and
streaming
● Implementation of a video-over-IP distribution system utilizing encoders and decoders to
provide flexible, scalable, and high-quality video routing throughout the Boardroom
● Installation of supporting video processing equipment, network switches, and display
components to support content distribution and system performance
● Integration with existing and new video and streaming systems to enhance the quality of
live and recorded Board meetings
These enhancements significantly improve the district’s ability to present information clearly,
enhance broadcast quality, and provide a more engaging and professional viewing experience
for both in-person attendees and remote audiences.
AV System Integration, Labor, and Supporting Components = $96,450.57
This portion of the project includes system integration, installation labor, programming, training,
freight, and supporting materials necessary to deliver a fully operational audiovisual solution.
● Installation, configuration, and integration of all audio and video system components
● Removal of legacy equipment and coordination of system replacement
● Programming, testing, and commissioning of the complete audiovisual system to ensure
optimal performance
● Training for district staff on system operation and management
● Provision of documentation, including as-built drawings and system manuals
● Inclusion of cabling, connectors, freight, and miscellaneous hardware required for full
system deployment
These services ensure all system components function cohesively and are optimized to support
Boardroom operations and long-term reliability.
Together, these system improvements ensure the Board of Education Boardroom is equipped
with reliable, district-standard audiovisual infrastructure capable of supporting governance
meetings, high-quality video production, presentations, and public engagement activities.
Procurement:
Pursuant to Board of Education Purchasing Policy DJE III.D.3(d), the Purchasing Department is
authorized to procure services through contracts formally solicited and awarded by the State of
Georgia in order to achieve cost savings, administrative efficiencies, and compliance with
established procurement standards. Accordingly Atlanta Soundworks equipment and integration
services will be obtained through Georgia Statewide Contract #99999-SPD-SPD0000210-0004
-Audiovisual Equipment and Related Services.
Financial Impact:
Category Description Cost
Boardroom Audio System Audio networking $80,037.13
Upgrade infrastructure, speakers,
conferencing microphones,
audio processing, installation,
programming, and training
Video System Enhancements LED video walls, production $167,634.82
switcher, video-over-IP
distribution system, and
supporting video
infrastructure
AV System Integration, Labor, Installation labor, $96,450.57
& Supporting Components programming, training,
freight, cabling, and
miscellaneous hardware
Total $344,122.52 Requested