City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: IT Department
Meeting Date: August 18, 2025
Report #:2506-4779
TITLE
Approval of Professional Service Contract C26194516 with Interweave Production Group with Not-To-Exceed Amount of $280,170, for a Term of Three Years, CEQA Status – Not a Project.
RECOMMENDATION
Staff recommends that Council approve and authorize the City Manager or designee to execute Contract C26194516 (Attachment A) with Interweave Production Group to procure audio/visual (AV) support services for a three-year term (August 1, 2025, to July 30, 2028) and a total not-to- exceed (NTE) amount of $280,170, including $254,700 for basic service and $25,470 for additional service).
BACKGROUND
The City first awarded a contract to Interweave on May 19, 2005, following a competitive solicitation process and in March 2012 another competitive solicitation was performed and Interweave was selected. Below is a summary of the contract history with this service provider:
Contract S12142626A (2/10/2012 – 12/4/2014), NTE $210,600 Contract S16160735 (1/1/2016 – 12/31/2018) and Amendment No. 1 (extends term to 3/31/2019), NTE $254,700
Contract S19174432 (8/1/2019 – 7/31/2022), exempted from solicitation per PAMC
2.30.360(b2) and Amendment No. 1 (extends term to 7/31/2025), NTE $509,400 Demonstrating pricing consistency and value over time, Interweave’s monthly fees have not increased since 2016; this pricing remains consistent in the recommended contract terms.
ANALYSIS
The recommended three-year contract continues AV production support for all regular and special City Council meetings and includes on-call emergency response, routine maintenance, and professional consulting regarding AV infrastructure. Pre-meeting setup and live broadcast support
Support for lobby digital displays
24/7 emergency response within one hour
Maintenance and upgrades for AV equipment in City Hall Professional consulting for future AV improvements
Ad hoc services for departments outside IT
An exemption from competitive solicitation was approved by the City Manager under PAMC
2.30.360(b)(2). Interweave has supported the City’s AV needs since 2005, providing reliable and consistent service for weekly Council meetings, Mayor’s Address, and Council Retreats. Their familiarity with the City’s AV infrastructure allows fast response and high-quality performance, especially in emergencies. A new vendor would require significant time for onboarding, training, and ramp-up. Interweave was previously selected through competitive RFP processes and has maintained stable pricing since 2016.
During the term of this contract, the Information Technology Department (ITD) will perform an assessment of AV and public meeting support requirements. This assessment will guide the City on the appropriate procurement path moving forward with the intention to identify a recommended service provider prior to the conclusion of this contract.
FISCAL/RESOURCE IMPACT
Funding for this contract in FY 2026 is within budgeted levels adopted by the City Council; no additional funding is requested. Funding for subsequent years of the contract will be subject to approval through the annual budget development process. The Information Technology Department is funded by an internal service fund. Approximately 49% of the department is General Fund funded with the remaining 51% funded by enterprise and special revenue funds.
STAKEHOLDER ENGAGEMENT
ITD and City Clerk’s Office collaborate closely to ensure the successful hosting, broadcasting, and recording of public meetings, including weekly City Council hearings and boards and commissions. Interweave Production Group has been a consistent and reliable partner in this effort. City staff expressed high levels of satisfaction with Interweave’s performance, particularly in their responsiveness, professionalism, and deep familiarity with the City’s AV systems. City support staff are well-trained in working alongside Interweave, which contributes to smooth public broadcasts and minimizes technical disruptions during live meetings.
ENVIRONMENTAL REVIEW
The approval of this contract is exempt from review under the California Environmental Quality Act (CEQA) under CEQA Guidelines section 15061(c)(3) because it can be seen that there is no possibility that the activity in question may have a significant effect on the environment.
ATTACHMENTS
Attachment A: Interweave Production Group, Contract C26194516 APPROVED BY: Darren Numoto, Chief Information Officer