Question:
Request for Clarification – Council Chambers Audio-Visual Upgrade (RfQ 146-2026)

Our company is preparing a response to Request for Quotation RfQ 146-2026 – Council Chambers Audio-Visual Upgrade (VendorPanel VP516060). To ensure the submitted quotation is fully compliant and accurately scoped, we respectfully requests clarification of the matters set out below. The questions are grouped by category and reference the relevant clause of the Request for Quotation.

Submission & Timing

1. The Request Summary states the closing time (2:00 PM, 31 July 2026) and supplier query cut-off (2:00 PM, 26 July 2026), while the Council and site are located in New South Wales. Can Council confirm the governing time zone for the deadlines?

1. Scope

1. Clause 3.1(a) requires 14 microphones, whereas the existing system has 12. Can Council confirm the final number of microphone positions required and the seating breakdown (Councillors, Executive Staff, and Secretariat/Support)?

2. Clause 1 Summary (a) reads “Upgrade of existing audio hardware, soft” and appears to be truncated. Can Council confirm the full intended wording and whether any software component is included in scope?

3. Clause 3.3 requires “at least one” ~75? wall-mounted display for the Public Gallery. Can Council confirm whether a single wall display is acceptable, or whether multiple displays and/or desk-mounted monitors for Councilors are expected within the core scope rather than as an optional item?

4. Clause 3.4 asks suppliers to propose the number and placement of cameras. Can Council confirm camera quantity resolution - we are assuming HD (1080P)?

5. Clause 2 notes the existing ‘Leader’ chamber PC is unsuitable for the Windows 11 / Essential 8 rollout. Can Council confirm whether replacement or supply of the chamber control PC is within the supplier’s scope, or whether it will be Council-supplied?

2. Technical

1. Clause 3.6 requires integration with Microsoft Teams and Skype. As Skype and Skype for Business Online were retired by Microsoft in May 2025, can Council confirm that Microsoft Teams (with generic soft-codec/USB bridging for other platforms) is acceptable and preferred? is any other soft codec need to be supported?

2. Clause 3.6 refers to integrating with “other programs to live-stream and record” meetings. Can Council specify the streaming and recording platform(s) currently used or intended (for example webcast provider, YouTube, or Teams live events)?

3. Clause 3.2 requires a new speaker system with amplification and DSP. Can Council confirm whether existing speaker cabling, containment and power at each position may be reused, or whether full replacement is expected? Can you confirm the number of existing speakers and whether they are zoned?

4. Can Council confirm whether the network infrastructure (switch ports, PoE, VLANs and any internet access for streaming) will be provided by Council, or whether the supplier is to provide a dedicated AV network within the chamber?

5. Clause 3.3 requires the display to connect to a central PC or input source. Can Council confirm the source of meeting content (agendas, minutes, presentations) and whether that PC is Council-supplied?

6. Clause 4 (Conditions) requires compliance with “relevant Australian Standards”. Can Council confirm any specific standards to be met, in particular hearing-augmentation / accessibility requirements (e.g. AS 1428.5) for the Public Gallery?

3. Commercial

1. Should optional items (such as additional desk monitors or additional cameras) be priced separately as clearly identified options?

2. Clause 4 lists “support and warranty” as an evaluation criterion. Can Council confirm whether a priced ongoing support / maintenance agreement is to be included with the quotation?

4. Contractual

1. Can Council confirm the required insurance types and minimum levels (Public Liability, Professional Indemnity, Workers Compensation) and the certificate-of-currency requirements?

2. For the support/warranty period, is there a minimum expectation on service levels or response times for fault attendance?

5. Site & Access

1. Will Council arrange a site inspection or briefing of the Council Chamber prior to the query cut-off to allow accurate assessment of existing conditions?

2. Can Council confirm the available site access hours and whether after-hours or weekend installation is permitted?

3. Can Council confirm parking and loading/unloading arrangements at 60 Station Street, Quirindi for delivery and installation?

4. Can Council confirm any site induction, security clearance requirements applicable to on-site personnel?

Answered on 17/Jul/2026 11:51 AM:


Submission & Timing

1. The Request Summary states the closing time (2:00 PM, 31 July 2026) and supplier query cut-off (2:00 PM, 26 July 2026), while the Council and site are located in New South Wales. Can Council confirm the governing time zone for the deadlines?

Response: I confirm that the times listed in the Request for Quote are all Australian Eastern Standard Times (AEST).

Scope

1. Clause 3.1(a) requires 14 microphones, whereas the existing system has 12. Can Council confirm the final number of microphone positions required and the seating breakdown (Councillors, Executive Staff, and Secretariat/Support)?

Response: As outlined in the RfQ, the speaker system needs to be capable of supporting multiple room layouts and meeting formats.

2. Clause 1 Summary (a) reads “Upgrade of existing audio hardware, soft” and appears to be truncated. Can Council confirm the full intended wording and whether any software component is included in scope?

Response: Clause 1 should read:

“Upgrade of existing audio hardware, software, and networked audio components.”

3. Clause 3.3 requires “at least one” ~75? wall-mounted display for the Public Gallery. Can Council confirm whether a single wall display is acceptable, or whether multiple displays and/or desk-mounted monitors for Councillors are expected within the core scope rather than as an optional item?

Response: A single wall mounted display is acceptable and any additional monitors or displays are to be listed as optional items, with pricing included.

4. Clause 3.4 asks suppliers to propose the number and placement of cameras. Can Council confirm camera quantity resolution - we are assuming HD (1080P)?

Response: Confirming that HD (1080P) is the minimum acceptable resolution for camera/s.

5. Clause 2 notes the existing ‘Leader’ chamber PC is unsuitable for the Windows 11 / Essential 8 rollout. Can Council confirm whether replacement or supply of the chamber control PC is within the supplier’s scope, or whether it will be Council-supplied?

Response: If the Commbox is to be used by the successful bidder, then an upgrade of the Leader PC is to be included in the scope.

2. Technical

1. Clause 3.6 requires integration with Microsoft Teams and Skype. As Skype and Skype for Business Online were retired by Microsoft in May 2025, can Council confirm that Microsoft Teams (with generic soft-codec/USB bridging for other platforms) is acceptable and preferred? is any other soft codec need to be supported?

Response: Council uses Microsoft Teams and Zoom for meetings. Council can confirm that Microsoft Teams with generic soft-codec/USB Bridging is acceptable.

2. Clause 3.6 refers to integrating with “other programs to live-stream and record” meetings. Can Council specify the streaming and recording platform(s) currently used or intended (for example webcast provider, YouTube, or Teams live events)?

Response: The system supplied needs to be platform agnostic.

3. Clause 3.2 requires a new speaker system with amplification and DSP. Can Council confirm whether existing speaker cabling, containment and power at each position may be reused, or whether full replacement is expected? Can you confirm the number of existing speakers and whether they are zoned?

Response: The current speaker system is analogue and cabling is not suitable for any upgrade. There is no power supply at the speakers.

4. Can Council confirm whether the network infrastructure (switch ports, PoE, VLANs and any internet access for streaming) will be provided by Council, or whether the supplier is to provide a dedicated AV network within the chamber?

Response: Supplier is to provide.

5. Clause 3.3 requires the display to connect to a central PC or input source. Can Council confirm the source of meeting content (agendas, minutes, presentations) and whether that PC is Council-supplied?

Response: Council’s current source of meeting content is through Redman Resolve SAAS.

6. Clause 4 (Conditions) requires compliance with “relevant Australian Standards”. Can Council confirm any specific standards to be met, in particular hearing-augmentation / accessibility requirements (e.g. AS 1428.5) for the Public Gallery?

Response: there are no specific standards to be met.

Commercial

1. Should optional items (such as additional desk monitors or additional cameras) be priced separately as clearly identified options?

Response: any optional items should be priced separately and clearly identified as optional.

2. Clause 4 lists “support and warranty” as an evaluation criterion. Can Council confirm whether a priced ongoing support / maintenance agreement is to be included with the quotation?

Response: Ongoing support / maintenance agreement is to be included with the quotation.

Contractual

1. Can Council confirm the required insurance types and minimum levels (Public Liability, Professional Indemnity, Workers Compensation) and the certificate-of-currency requirements?

Response: Council requires a Certificate of Currency with a minimum Public Liability and Professional Indemnity of $20million.

2. For the support/warranty period, is there a minimum expectation on service levels or response times for fault attendance?

Response: Council is required, under legislation, to livestream its Council meetings, currently held monthly. Although it is understood that an immediate response is not able to be provided, it is expected that any ‘urgent’ call would be responded within 15minutes (eg when we are starting the live-stream and something is not working). Council also engages a third party provider for our Technology support.

Site & Access

1. Will Council arrange a site inspection or briefing of the Council Chamber prior to the query cut-off to allow accurate assessment of existing conditions?

Response: a site inspection is booked for 2:oopm until 3:00pm AEST for Monday 21 July 2026.

2. Can Council confirm the available site access hours and whether after-hours or weekend installation is permitted?

Response: Access will be negotiated with the successful bidder.

3. Can Council confirm parking and loading/unloading arrangements at 60 Station Street, Quirindi for delivery and installation?

Response: Parking is available at the front of the building. An accessible ramp is available for delivery of goods.

4. Can Council confirm any site induction, security clearance requirements applicable to on-site personnel?

Response: A site induction will be required for any contractor and sub-contractor prior to commencement of works. It is expected that each supplier will have their own security clearance requirements.

Question:
To Whom it may concern,

Could you please provide information on the below:

1. Room Dimensions including ceiling height

2. location of existing (if any) floor boxes and services within the floor boxes

3. If there is ceiling or under floor access

4. Does the council have preferred conferencing platform such as Microsoft Teams, If so, does the council use Room Systems for single touch join or a Bring Your Own Device (BYOD) style system (or a combination of both)?

Kind Regards,

Farrukh Rasif

AV Solutions Development Manager

Email: farrukh.rasif@pmtsecurity.com.au

Mobile: 0420311695

Answered on 17/Jul/2026 09:56 AM:


1. Room dimensions: The room is a hexagonal shape that is 13m wide and a total floor area of 151 metres squared. . The ceiling height is 4 metres.

2. There are no floor boxes in the room.

3. there is ceiling access with a manhole in the room. There is no underfloor access (the building is on piers but the floor is less than 30cm from the ground in most areas.

4. Council mostly uses Microsoft Teams and occasionally Zoom. The main function of the new system will be to live-stream our Council meetings through the Redman Resolve SAAS. Each Councillor is supplied with a Council device (laptop) but we do not currently have a single touch join.

Question:
Can you please advise the dimensions of the room?

What is the maximum occupancy of the room?

Answered on 17/Jul/2026 09:59 AM:


The room is a hexagonal shape and is 13 metres wide with a total floor area of 151 metres squared. The ceiling is 4 metres high.

We usually have between 15 and 30 people in the room for meetings, however the room has been used for functions of up to 100 people.

Question:
Please, can we arrange a site inspection?

Answered on 16/Jul/2026 11:45 AM:
(edited on 16/Jul/2026 02:26 PM)


A site inspection is available on Monday 20 July 2026 from2:00pm until 3:00pm (AEST) for any bidder wishing to inspect the premises listed in the RfQ.