Staff Report
City Council
Item No. 6.C
Meeting Date: September 10, 2025
From: Jan De Guzman, Chief Technology Officer
Title: Council Chambers and Study Session Conference Room Audio/Visual System Upgrades
RECOMMENDATION:
To award a contract to Western Audio Visual & Security in the amount of $281,757.05 for the Council Chambers and Study Session Conference Room Audio/Visual System Upgrade project, approve a 10% contingency of $28,175 to address potential unforeseen conditions during the project, and authorize the expenditure of $20,000 for the construction of a projector wall remodel to be completed by the city’s Facilities division, for a total project cost of $329,932.05, and authorize the City Manager to execute all necessary documents.
BACKGROUND:
In 2005, a full audio/visual remodel was completed in the City Council Chambers. Over the years since then, various components of the system have been replaced or repaired, however, staff continue to experience new issues on an ongoing basis with the audio system, cameras, projectors, and streaming systems. The challenges with the current outdated system have resulted in information not displaying correctly during City Council and other commission meetings, video screens going out, challenges with microphones, and limits to the city’s streaming capabilities all of which impact the transparency of these public meetings.
As part of the IT Master Plan initiative, the audio/visual systems in the Council Chambers were evaluated. Following the evaluation, it was recommended that a comprehensive audio/visual upgrade be completed rather than continue with temporary fixes. It was also recommended that an upgrade to the Study Session Conference Room’s audio/visual system be completed to improve its audio/visual and streaming capabilities as the overflow area for the City Council Chambers.
DISCUSSION:
On June 12, 2025, staff issued a request for proposals seeking qualified companies to upgrade the current Audio/Visual (A/V) systems in the Council Chambers and the Study Session Conference Room. The goal of the project is to enhance the A/V system's functionality, simplify the setup, improve overall user experience, and enable integration across the various conference rooms streaming, recording, and video conferencing needs.
An evaluation team reviewed and ranked the submitted proposals to create a shortlist of finalists. An interview was conducted with the top proposer and staff is recommending award of a contract to Western Audio Visual & Security.
The proposed design will simplify wiring, reduce hardware and server complexity, and improve overall system integration. The proposed solution includes an integrated A/V system with hardware, software, and control systems for audio and video systems in the Council Chamber, Study Session Conference Room, and other areas, ensuring seamless integration with existing systems. The proposal includes upgrades to the audio system, video system, and control systems, along with hardware/software for streaming, recording, and broadcasting.
The project includes the removal and proper disposal of old or unused A/V equipment. The proposal includes new A/V solutions, including microphones, cameras, displays, speakers, and control systems for system integration. The installation of new equipment will ensure proper labeling of wiring and connections, making future troubleshooting easier. The proposed system will simplify the A/V control room, allowing for easy operation with minimal training to ensure all meetings are properly broadcast without interruption. Following installation, a full system test will ensure functionality, and comprehensive training will be provided to city staff, along with documentation and manuals. Two years of full-system support, including software updates and troubleshooting, will be provided, with an option for ongoing support after the second year.
The audio system will be upgraded to ensure high-quality sound for all participants, including upgrades or replacements for existing speakers and the integration of wireless microphones, mix-minus speakers, and desk phone audio systems for conferencing. The video system will be upgraded to support 4K broadcasting, streaming, and recording, with the installation of 4K cameras and video solutions. The system will allow for the selection and display of various video sources, including cameras, conference meetings, mobile devices, and presentations. Large 4K displays will be installed in the Council Chambers, replacing existing projectors. Digital signage will display meeting information, and digital name plates will display names and titles.
The A/V systems in all relevant areas will be integrated for seamless operation, and a graphical user interface (GUI) will be provided for easy control of audio, video, lighting, and other functions. This GUI will be accessible via desktop, mobile, or web apps. The A/V control room will feature a large screen to monitor multiple video sources, and both hardware and software solutions will be used for video switching. The Council Chambers conference room and the Study Session Conference Room will also receive upgrades, including audio systems, microphones, speakers, and video displays, ensuring full integration with the main system.
The project is expected to take approximately 90 days to complete, starting the last week of October, 2025. During this time, the Council Chambers will be unavailable for meetings. All City Council and commission meetings will temporarily be held in the Study Session Conference Room.
FISCAL IMPACT:
The total cost of the project is $329,932.05. This includes:
$281,757.05 to Western Audio Visual & Security
$28,175 - 10% contingency to address uncertainties that may arise during the project.
$20,000 for construction costs to remodel of the projector wall
This project is being funded through the PEG Fund as all of these upgrades will serve to maintain and improve the city’s ability to transmit public meetings. Of this amount, $175,000 was included in the FY 2025-2026 adopted budget for infrastructure improvements. A budget amendment in the amount of $154,932.05 is required to fully fund the project from the PEG Fund account. The fund balance in the PEG fund as of June 30, 2025 is approximately $675,000.
DESCRIPTION GENERAL
LEDGER
ACCOUNT
CODES
PROJECT
CODE
AMOUNT ONE TIME or
ONGOING
2025-2026 AV Upgrade 236-900-910-
911-8800-8802 N/A $154,932.05 One Time
2025-2026 Total $154,932.05
FIVE-YEAR STRATEGIC PLAN:
D1 - Implement Information Technology Master Plan – Part of IT Master Plan initiatives.
D4 - Leverage technology to increase and improve online services, improve access to public information, and improve city capabilities to monitor, automate, and manage operational data remotely.
ATTACHMENTS:
1.AV Upgrade Proposal
2.Projector Wall Remodel
3.Evaluation Scores
4.Design Professional Agreement