CITY COUNCIL STAFF REPORT
DATE: JULY 8, 2026 CONSENT CALENDAR
SUBJECT: AWARD CONSTRUCTION CONTRACT AND MAINTENANCE SERVICE AGREEMENT WITH MATRIX AUDIO VISUAL DESIGN, INC., FOR
COUNCIL CHAMBER AV UPGRADES
FROM: Scott C. Stiles, City Manager
BY: Information Technology
SUMMARY:
This action will award construction contract 26B127 in the amount of $399,070.80 and contract service agreement 26B128 in the amount of $90,861 for Council Chamber AV upgrades.
RECOMMENDATION:
1) Approve Construction Contract 26B127 (Attachment A) with Matrix Audio Visual Designs, Inc., to provide audio visual (AV) upgrades related construction services in an amount not to exceed $399,070.80;
2) Approve Contract Service Agreement 26B128 (Attachment B) with Matrix Audio Visual Designs, Inc., to provide preventive maintenance services in an amount not to exceed $90,861 for an initial three-year term commencing on the issuance of a notice to proceed (following the one-year warranty period upon completion of 26B127), with two one-year extension options at the City sole discretion; 3) Authorize the City Manager or designee to execute all necessary documents.
BUSINESS PRINCIPAL DISCLOSURE:
According to the Public Integrity Disclosure forms (Attachment C) submitted in June of 2026, Matrix Audio Visual Designs, Inc., is registered in the state of California.
BACKGROUND:
The City Council Chamber’s audiovisual (AV) system serves as the primary platform for conducting City Council meetings, public hearings, commission meetings, and other public proceedings, and was last comprehensively upgraded in 2017 following City Council approval at its April 5 meeting. Since that time, the system has provided critical
City Council Staff Report
July 8, 2026 -- Page 2
Award Construction Contract 26B127 and Maintenance Agreement 26B128 support for public meetings, agenda management, presentations, broadcasting, and public participation.
The existing system has now reached the end of its useful life and relies on proprietary technology with limited manufacturer support and replacement parts availability. In recent years, the City has experienced an increase in system failures, reliability concerns, and maintenance challenges that have impacted meeting operations and increased support requirements.
To ensure continued reliability and support the City's operational needs, the City initiated a competitive solicitation process to replace and modernize the Chambers AV infrastructure. A mandatory pre-proposal site walk was conducted on May 26, 2026, providing prospective proposers with the opportunity to review existing conditions, understand operational requirements, and ask questions regarding the project scope.
It should be noted that this project is limited to the replacement and modernization of audiovisual technology systems within the Council Chamber. The scope includes audio, video, control, presentation, streaming, and related technology components necessary to support public meetings. The project does not include modifications to the Chamber's architectural elements, millwork, furniture, seating, flooring, carpeting, wall finishes, lighting, or other building improvements.
The proposed upgrade will replace aging technology, improve system reliability, enhance meeting experience for elected officials, staff, and the public, integrate with Granicus (the software currently used for voting and agenda management), and provide a modern, supportable platform capable of meeting the City's needs for years to come.
Following the solicitation process, proposals were evaluated based on qualifications, technical approach, experience with similar municipal installations, project understanding, and cost. Matrix AV was determined to be the most qualified firm and submitted the proposal that best met the City's operational, technical, and budgetary requirements.
STAFF ANALYSIS:
This invitation for bid was structured to include a base bid (basis of award) and five optional items for consideration, including:
1. REFLECT PLUS
a. Annual Cloud-based REFLECTION service with cloud-based storage and delivery operating in conjunction with both Cablecast Live and Cablecast VOD software. Content is pushed to REFLECT+, eliminating the need to open a port in your Firewall. Includes full closed captioning text search with video indexing. Includes annual Branded OTT and Mobile APP renewal fees. Also includes 10TB of storage. Additional storage available in 1TB increments. Serves a virtually unlimited number of live and VOD streams City Council Staff Report
July 8, 2026 -- Page 3
Award Construction Contract 26B127 and Maintenance Agreement 26B128 over the web, OTT and Mobile apps. Includes up to 3 live streaming Channels.
Renews annually.
b. Including access to the FREE Cablecast OTT App on Apple TV, Roku, Fire TV, iOS, & Android Mobile.
2. Aura Bluetooth broadcasting.
3. Optional Service Level Agreements – Contractor shall provide pricing for optional three (3) year Service Level Agreements (SLAs) in the following tiers:
a. Tier 1 – Preventive Maintenance shall include:
i. Two (2) scheduled site visits per year for system maintenance ii. System inspection and performance verification
iii. Firmware and software updates (as applicable)
iv. Written recommendations for system optimization
v. Remote diagnostics and support capability.
b. Tier 2 – Maintenance and Labor Support – Includes all services in Tier 1, plus:
i. Labor and travel costs for on-site diagnosis and repair of system issues
ii. Remote troubleshooting support
iii. Replacement parts shall be excluded and invoiced separately at current market rates.
c. Tier 3 – Comprehensive Support – All-inclusive service - Includes all services in Tier 2, plus:
d. Includes replacement parts required for system repair.
On May 14, 2026, the Procurement and Contracting Department issued Invitation for Bids (IFB 26-12) for Council Chamber AV upgrades based on the specifications provided by the IT Department. IFB 26-12 (Attachment D) was advertised in the local newspaper, published on the PlanetBids website with notification to 40 registered vendors. This outreach resulted in the submission of 3 bids.
The following contractors submitted bids for consideration by June 11, 2026, deadline, outlining the basis bid award (not including optional pricing items). Matrix Audio Visual Designs, Inc. – Burbank, CA $363,499.24 Tripepi Smith and Associates, Inc. – Ladera Ranch, CA $575,000.00 GA Technical Services Inc. – Glendora, CA $869,034.00
Following review of the project budget, the Department opted to move forward with the optional pricing items, including the replacement of RELFECT PLUS annual cloud-based City Council Staff Report
July 8, 2026 -- Page 4
Award Construction Contract 26B127 and Maintenance Agreement 26B128 service ($30,376.45), and Aura Bluetooth broadcasting ($5,195.11), for a total Construction Contract amount of $399,070.820; and Tier 3 Service Level Agreement for a total Contract Services Agreement amount of $90,861, or $30,287 annually.
The Service Level Agreement shall be effective following the one-year warranty period upon completion of construction of the Council Chamber AV Upgrades, for an initial three- year term, with two optional one-year terms.
The Departments’ intent for this solicitation was to award to the lowest, responsive and responsible bidder. Staff recommend approval of Construction Contract No. 26B127 in the amount not to exceed $399,070.80 and Contract Service Agreement 26B128 in the amount not to exceed $90,861.
ENVIRONMENTAL ASSESSMENT:
Section 21084 of the California Public Resources Code requires Guidelines for Implementation of the California Environmental Quality Act (“CEQA”). The Guidelines are required to include a list of classes of projects which have been determined not to have a significant effect on the environment, and which are exempt from the provisions of CEQA. In response to that mandate, the Secretary for Resources identified classes of projects that do not have a significant effect on the environment and are declared to be categorically exempt from the requirement for the preparation of environmental documents. In accordance with Section 15301 “Existing Facilities”, Class 1 projects consist of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public structures, facilities, mechanical equipment or topographical features involving negligible or no expansion of use beyond that existing at the time of the lead agency’s determination. Therefore, in accordance with Section 15301 (b), Staff has determined that replacement of audiovisual technology is considered categorically exempt from CEQA and a Notice of Exemption will be prepared and filed with the Riverside County Clerk.
ALIGNMENT WITH STRATEGIC PLANNING:
This item aligns with the following City Council Strategic Plan Broad Goal: Infrastructure and Facilities.
FISCAL IMPACT:
Costs for this project are covered by special user fees collected by the City through Charter Cable for technology improvements for broadcasting public meetings on the City's public access channels; these fees are identified as "public, educational, and government access" (or "PEG") fees. PEG fees are collected and set aside specifically for improvements to be made associated with broadcasting on the City's public access channels and cannot be used for other purposes. There is sufficient funding in the PEG fees account for this project.
City Council Staff Report
July 8, 2026 -- Page 5
Award Construction Contract 26B127 and Maintenance Agreement 26B128 REVIEWED BY:
Director of Information Technology: Larry Klingaman
Procurement & Contracting Manager: Tabitha Richards
Deputy City Manager: Jeremy Hammond
City Manager: Teresa Gallavan for Scott Stiles
ATTACHMENTS:
A. Construction Contract (26B127)
B. Contract Service Agreement (26B128)
C. Public Integrity Disclosure Form
D. IFB 26-12