Cotati City Council
Agenda Staff Report
Item type: REGULAR AGENDA (ACTION)
To: City Council
Subject: APPROVAL OF PURCHASE AGREEMENT OF A DIGITAL
DISPLAY AND THE ASSOCIATED INSTALLATION AND
SOFTWARE LICENSE AGREEMENTS TO REPLACE THE
MARQUEE MESSAGE BOARD
Date: April 28, 2026
Written by: Craig A. Scott, Public Works Director/City Engineer Recommendation
It is recommended the City Council of the City of Cotati adopt a resolution approving the purchase of the digital sign from Vantage LED and associated software for messaging, a standard service agreement with Coastside Concrete and Construction Inc. for mounting the digital sign and refurbishing the existing marquee structure, a standard service agreement with O’Rourke Electric to provide electrical to the sign, and authorizing the City Manager to execute the digital sign and software purchases and agreements, along with any necessary change orders up to the authorized project budget amount.
Background
The City of Cotati’s Marquee Board is in need of replacement because the letters are difficult to read from a moving vehicle, it is time consuming to update the message, the letter supports have aged and the letters do not stay in place, and the structure supporting the message board is rusty with peeled paint. A video message board could provide a superior option to the existing static board and is proposed to replace the existing board at its present location. The location itself has been effective over the years, being at a busy intersection with high visibility for drivers, cyclists, and pedestrians.
Analysis/Discussion
The Marquee Board replacement project replaces the existing marquee at Old Redwood Hwy and East Cotati Avenue with a new LED digital display. This digital display will provide high resolution and almost limitless options for message formatting. As is common with video message boards, the board display can use a slide deck of messages to rotate through. Careful attention, however, must be given to ensure the resolution and brightness of the video board is crisp and clear and visible from those walking or those in their cars and access to the messaging software is secure with password protection with dual authentication.
Video boards of different resolutions and sizes, all with LED displays, are available and used by municipalities, schools and businesses throughout California. After some research, Staff determined the preferred approach was to preserve the Marques structure and switch out the existing static display with a video display of a nearly identical size. If approved, the existing static marquee cabinet and frame would be removed, and the new LED display will mount to the existing concrete decorative columns at the same location as the existing cabinet. This mounting keeps the original columns, concrete pad, and wood lattice shade structure in place. For power, the existing marquee has fluorescent lights powered by a PG&E service which also powers the traffic signal. The service has a separate breaker dedicated to fluorescent lights and is sized sufficiently to meet the power requirements of a large LED video display and is able to receive back up power though a generator plug-in on the traffic signal control cabinet.
The support structure and shade awning for the display has rust and peeling paint. Replacement of the existing Marquee will also provide the opportunity to refresh the aging shade structure.
This refresh will include patching and repainting the concrete columns, removing rust, sanding, and re-painting of the metal portions of the shade structure, and the application of a preservative to the wood portions of the existing shade structure. The paint colors are to match the original colors used on the structure.
The scope of the project, therefore, includes 1) selecting and purchasing a video display, 2) refurbishing the existing support structure and awning, 3) attaching the display to the support structure, and 4) connecting the display to power. Other considerations are to purchase the application to create and change the display and to ensure the application has adequate security protections and flexibility to be changed remotely or on-site via either Bluetooth or a direct connection.
Request for Video Display Quote
The City issued an informal request for quotes in accordance with its purchasing policy.
Although multiple companies were notified, only one quote was received. The quote was from Vantage LED and includes an LED display 5.5’ tall by 11’ wide, with a pixel size of 10 mm. The quote also includes a cellular data plan to connect to the sign, and a light sensor to automatically regulate display brightness for day and night operations. The LED display quoted is nearly identical in size to the existing marquee and will completely replace the current display cabinet.
The full color 10 mm pixel size recommended by Vantage LED is the finer of the pixel sizes that are recommended for signs with a viewing distance of 50 to 100 feet. Sign resolution varies from 20 mm pixels for freeway signs, to as small as 5 mm pixels for up close pedestrian level signage.
Upgrading to a finer 6mm pixel size would increase the resolution, but that resolution would not be needed in this use of the display and comes at a 50% cost increase. The attached brochure shows the range of the various resolutions being offered. The recommended 10mm pixel size takes into account the size of the intersection and the distance to vehicular traffic to create messages that are clear and easy to read for pedestrians and cars traveling through the intersection.
Although there are not many installations near Cotati, there is a Vantage display at the College of Marin in Kentfield. This display uses a 12mm pixel size (rather than the 10 mm for the Marquee) and is a 4’0” x 9’6” display. A photo if this display is in the Vantage Display Examples attachment which shows some of the displays installed in California The included cellular data connection used to communicate with the LED signage includes all hardware, and a 10-year data plan with 1 GB of data per month. This connection is password protected with dual authentication, and we expect to be more than adequate for our needs. In emergencies, the sign is also able to be updated locally through a direct connection.
The included light sensor provides automatic brightening and dimming of the LED display based on ambient light conditions, making it easily visible during the day but with the intensity turned down to a comfortable level during nighttime hours or inclement weather.
Video Display Software and Options
Software for creating the display is done using the internet based “SM Infinity” software and has a built in Doodle Editor content creator. After creating a password protected account, Staff can create or upload information to the system and from any location. JPG, PNG, or GIF files can be imported as finished displays, or imported for use as background graphics in Doodle. Completed animated displays can also be created using other software and then uploaded using AVI or MP4 files. Staff has “test driven” the software and determined that not only does it have the capabilities we are looking for, but it is also easy and intuitive to use.
To help the City get started, Vantage LED provides one year of assistance with the creation of the displays. This assistance is limited to 10 static or 5 video signs per month or any combination therein. Additional assistance can also be purchased if needed. During this 1-year trial period, the City can decide if they wish to continue with display assistance or if display creation can be handled completely in-house.
An alternate software package “LightSpeed” is also available and can be used if the LED signage is connected to the city’s computer network system via the nearby fiber connection at La Plaza Park. LightSpeed only works using computer network communication (including Wi-Fi) but not through the cellular data connection. It can import and create displays using static files such as JPG, GIF, BMP) and Movie/Animation files including SWF, AVI, MPG, WMV, MOV, and Animated GIFs.
Vantage LED also provides help with videos and Bi-monthly webinars related to the creation or modification of display signage, or for additional assistance with software. Staff will also amend the existing administrative policy on the marquee sign to provide clear guidance on the format of digital messaging. The intent is utilize the benefits of digital signage (larger text, rotating messages), but using simple grey scale text with a solid color background, such as white, black or light beige, similar to the existing signage. During normal usage, full color will only be used for items such as the City seal. No video will be displayed and text animations will be simple with the goal that they are not distracting to motorists. The one policy exception to this will be during emergencies, typically defined as a declared emergency, or as determined by the City Manager, where full color is proposed to be used to draw attention to the marquee when there is significant threat to life or safety.
The display can also be set to automatically display emergency alerts as issued by the Integrated Public Alert and Warning System (IPAWS). These alerts include severe weather alerts, Amber alerts, or other alerts as issued by the National Weather Service, NOAA, FEMA, DHS, and can also include notices from local police forces and city government.
Finally, there is an option to add a high-resolution display at City Hall, or another indoor location. This would involve the use of a TV type monitor attached to the wall, or in a window, which would be connected to the City’s computer network. This monitor could either duplicate the existing LED signage or display separate information for visitors to town hall. This could include things such as a greeting with the city’s logo, historical photos of the area, council agendas, current events in the city, or more information regarding upcoming events that would be too long or complex for the LED board. Vantage will include all the programming and software necessary to connect the TV monitor signage to the same sign creation software installed for creation of the LED signage.
For the initial installation, Staff is recommending purchasing the video display, the 10-year cellular data connection plan and the wiring to connect the display to generator power. These components are included in the attached quote. The additional display can be added later and may be desirable, but staff is recommending that we initially focus on the marquee installation and operations.
Quote for Video Display Installation and Refurbishment of Structure and Electrical For the installation of the display and refurbishment of the structure, Staff requested a quote from Coastside Concrete and Construction, Inc. (Coastside). Coastside completed the installation of the mosaic wall benches and has demonstrated capability for this work. Coastside provided and Staff reviewed the attached quote and finds it fair and recommended it for approval.
For the electrical installation, Staff requested a quote from O’Rourke Electric. O’Rourke provided the attached quote, and Staff has reviewed it and finds it to be fair and reasonable and recommends it for acceptance.
Financial Considerations
The FY 2024/25 adopted budget included $61,000 for the Marquee Replacement Project of which $11,380 was expended on design services, and the project was placed on hold. As such, the remaining budget of $49,620 was not rolled forward to fiscal year 2025/26 due to pending updated costs. To provide sufficient budget for this project the city council would need to approve additional expenditures not to exceed $67,000 to be funded using General Fund unappropriated fund balance.
The table below summarizes the cost of components and total Project:
Marquee Replacement Cost Summary Table
Project Components Project Cost
Video Display(a) $ 31,320
Installation & Refurbishment $ 27,850
Electrical
Design
$ 3,895
$ 2,905
Subtotal $ 65,970
Contingency $ 1,030
Total $ 67,000
(a) Includes 7-year on-site labor warranty, 10 mm (about 0.39 in) display, cellular modem, lifetime Verizon data plan, light sensor, tax and shipping.
Environmental Issues
This action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use.