STAFF REPORT
Meeting Date:
July 7, 2026
CONSENT
10 SUBJECT: AWARD OF AGREEMENT FOR EMERGENCY OPERATIONS CENTER AUDIO
VISUAL SYSTEM DESIGN, SUPPLY, AND INSTALLATION PROJECT
RECOMMENDATION: It is recommended that the City Council:
1. Award and authorize the City Manager to execute an agreement with Western AV, in the amount of $126,320.70, for the Emergency Operations Center Audio Visual System Design, Supply, and Installation Project; and
2. Authorize the transfer of $126,320.70 from the Fire Department budget, account no. 1412401- 72071, to the Information Technology budget to fund the Emergency Operations Center Audio Visual System Design, Supply, and Installation Project.
SUMMARY OF THE MATTER
Staff recommend that the City Council award an agreement to Western AV in the amount of $126,320.70 for the Emergency Operations Center (EOC) Audio Visual System Design, Supply, and Installation Project The overall cost of the EOC is determined to be $1,420,000.00.
The project includes the design, procurement, installation, programming, testing, and commissioning of a complete audio/visual system for the City’s new EOC located at 30516 South Coast Highway, Laguna Beach, California. The proposed system is intended to support emergency preparedness, training, daily operations, emergency activations, situational awareness, and multi-agency coordination by providing reliable real-time information sharing, hybrid meeting and training capabilities, and simultaneous display of multiple information sources.
Funding for the project is available in the Fire Department budget through FY 26-27 Wildfire Mitigation and Fire Safety Funds in account no. 1412401-72071. Construction is anticipated to begin in July 2026 and be completed by August 2026.
The project has been reviewed in accordance with the California Environmental Quality Act (CEQA) and is categorically exempt pursuant to Section 15301 of the CEQA Guidelines.
BACKGROUND
The City is completing a new EOC at 30516 South Coast Highway to support emergency preparedness, incident management, and continuity of operations. The EOC will serve as the City’s central location for coordination among City departments, public safety personnel, partner agencies, and executive leadership during emergencies, disasters, and other major incidents.
To ensure the facility is fully functional and operationally ready, the City must equip the new EOC with an integrated audio/visual system. The system is intended to support routine meetings, training, exercises, and emergency operations by enabling real-time communication, video conferencing, presentation of multiple information sources, and coordinated decision-making.
AWARD OF AGREEMENT FOR EMERGENCY OPERATIONS CENTER AUDIO VISUAL SYSTEM DESIGN, SUPPLY, AND INSTALLATION PROJECT; BUDGET AMENDMENT AND
TRANSFER OF FUNDS
July 7, 2026
Funding for the project was originally appropriated in the Fire Department budget through FY 25-26 Wildfire Mitigation and Fire Safety Funds, reflecting the project’s direct relationship to emergency preparedness and wildfire response capabilities.
DISCUSSION
The EOC Audio Visual System Design, Supply, and Installation Project is intended to provide the technology infrastructure necessary to support the City’s emergency preparedness, response, and recovery functions. The system is expected to include display, audio, video conferencing, control, and related components that will allow staff to monitor multiple information sources simultaneously, conduct hybrid meetings and training sessions, and support real-time coordination during emergency incidents.
The project scope includes design of the system based on the operational needs of the facility, procurement of equipment, installation of all required components, system programming and integration, testing, and final commissioning. Upon completion, the project will provide the new EOC with the technology necessary to support emergency operations, training exercises, and ongoing preparedness activities.
Because the project will be administered by the Information Technology Division, a budget amendment and corresponding transfer of appropriations are necessary to move the project budget from the Fire Department to the Information Technology Division. This action will align the project funding with the division responsible for implementation of the project, administration of the contract, and coordination of installation and system integration activities.
Construction is anticipated to begin in July 2026 and be completed by August 2026. Completion of the project will enhance the City’s emergency management capabilities by improving communication, coordination, and the timely sharing of critical information during incident response and recovery operations.
Selection Process:
The RFP for the design and procurement of AV equipment for the EOC was publicly posted on the City’s PlanetBids portal. A mandatory pre-proposal site walk was held on May 28, 2026, at the EOC project site. Attendance at the site walk was required as a condition of proposal eligibility. Proposals were due by 2:00 PM PST on Friday, June 5, 2026, and a total of five proposals were submitted.
A selection committee of four City staff evaluated all proposals against the criteria and weights established in the RFP: Qualifications and Experience (40%), Technical Approach (30%), Project Schedule and Availability (20%), and Price Proposal (10%). Scores were averaged across all evaluators, with a minimum threshold of 70 points required to be considered a qualified, responsive proposer.
The results are as follows:
Vendor Average Score
Western AV 87
AWARD OF AGREEMENT FOR EMERGENCY OPERATIONS CENTER AUDIO VISUAL SYSTEM DESIGN, SUPPLY, AND INSTALLATION PROJECT; BUDGET AMENDMENT AND
TRANSFER OF FUNDS
July 7, 2026
Avidex 81.75
EIDIM Group 76.75
Sunset Electrical 76.50
Cali Automation 43.25
Western AV received the highest overall score across all evaluators and was determined to be the most qualified, responsive, and responsible proposer. The firm demonstrated the strongest combination of relevant public-sector AV experience, Crestron technical credentials, local staffing capacity, and a competitive price proposal. The proposal submitted by Western AV is included as Attachment 1, and the proposed contract is included as Attachment 2.
FINANCIAL ANALYSIS
The total cost of the Emergency Operations Center Audio Visual System Design, Supply, and Installation Project is $126,320.70. Sufficient funding is available through the FY 26-27 Wildfire Mitigation and Fire Safety Funds currently budgeted in the Fire Department, account no. 1412401-72071. Approval of the recommended actions will reduce the Fire Department budget by $126,320.70, increase the Information Technology budget by the same amount and authorize the transfer of those funds to support project implementation.
ENVIRONMENTAL ANALYSIS
The recommended action is not subject to the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines Section 15378 because it involves administrative procurement activities and does not constitute a “project” as defined by CEQA. The agreement authorizes the purchase of cabling and related equipment, and services and will not result in a direct or reasonably foreseeable indirect physical change in the environment. No further environmental review is required.
ATTACHMENTS
1. Western AV Proposal (Pgs. 4-33)
2. Western AV Professional Services Agreement (Pgs. 34-60) Submitted By:
. Approved: Dave Kiff.
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
Report Prepared By: Coordinated With:
Mandy Low, Project Manager Sarah Limones, Emergency Operations Coordinator Jerry Soto, IT Manager