14-K
TO: Honorable Mayor and Members of the City Council
ATTENTION: Ryan Smoot, City Manager
FROM: P.J. Mellana, Director of Parks and Recreation
Sergiu Todorov, Information Technology Manager
SUBJECT: Consideration and possible action to authorize the City Manager to execute Agreement File No. 965.2, in a form approved by the City Attorney, with Vidiflo, LLC, for on-call audio/video systems maintenance services.
DATE: April 13, 2026
EXECUTIVE SUMMARY
The City utilizes audio/video (A/V) systems across multiple facilities to support City Council meetings, community events, and daily operations. These systems require ongoing maintenance and repair to ensure reliability.
The City has historically contracted with Vidiflo, LLC for on-call A/V maintenance services under an agreement originally managed by the Public Works Department. Due to the increasing integration of A/V systems with network infrastructure, digital platforms, and Citywide technology systems, responsibility for this agreement has transitioned to the Information Technology (IT) Division.
This transition reflects the operational shift of A/V systems from standalone facility equipment to critical components of the City’s IT infrastructure, requiring centralized technical oversight and coordination.
The proposed agreement establishes an on-call maintenance structure with a two-year term, automatic annual renewals, and a not-to-exceed amount of $25,000 per contract year. Services will be performed on an as-needed basis through approved task orders.
RECOMMENDATION TO CITY COUNCIL
1) Authorize the City Manager to execute Agreement File No. 965.2, in a form approved by the City Attorney; or
2) Alternatively, discuss and take other action related to this item.
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Staff Report – Agreement No. 965.2 with Vidiflo, LLC
April 13, 2026
FISCAL IMPACT
The agreement establishes a not-to-exceed amount of $25,000 per contract year.
Funding is available within existing departmental budgets and will be included in future annual budget appropriations.
DISCUSSION
The City maintains A/V systems at various facilities that support public meetings, events, and internal operations. These systems require periodic maintenance and technical support.
The original agreement with Vidiflo was administered by Public Works as part of facility maintenance. Over time, A/V systems have evolved to rely on network connectivity, software platforms, and integration with other City systems.
As a result, management of this agreement has transitioned to the IT Division to align A/V maintenance with network infrastructure, system performance, and security standards.
The proposed agreement formalizes this approach and includes:
• On-call maintenance and repair services
• Task order-based work authorization
• A two-year term with automatic annual renewals
• A not-to-exceed annual cost for budget control
Approval of this agreement will ensure continued support for critical A/V systems and minimize operational disruptions.
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