April 1, 2025
TO: City Council
REQUESTED BY: Jessica Mendez, IT Analyst
APPROVED BY: Robert A. Johnson, City Manager
SUBJECT: Audio Video Media / Meeting Center
RECOMMENDATION:
Staff recommends that the City Council:
. Find that in accordance with Section 3.08.070(C)(2) of the City’s Municipal Code, there is no competitive advantage to be gained by bidding on this project since the City of Lawndale performed a competitive bid process, which is consistent with the City of San Jacinto standards, and is unlikely to yield better results for the City;
2. Authorize the City Manager to enter into an agreement to acquire an agenda management system called AgendaLink at a contracted price of $8,244. This price includes the yearly fee, support services, and a one-time onboarding cost of $2,000;
3. Approve a remodel of one of the offices at the Community Center to accommodate an audio/visual media room with an estimated cost of $11,800. As part of this project, authorize the update of the AV technology in the building, which includes $15,661 for the AV system and $12,457 for professional services, for a total AV update cost of $30,084;
4. Approve the purchase of updated equipment required for the AgendaLink application, which will include iPad Pros with keyboards for council members and selected staff. The cost will be $1,400 per iPad and $245 per keyboard. The purchase will include 9 iPads and 6 keyboards. The total cost for the agenda management system, construction, AV updates, and equipment will be $65,508; and
5. Authorize the City Manager to execute any necessary agreements and documents to complete these acquisitions and improvements, subject to review and approval by the City Attorney as to form.
DISCUSSION:
To improve operational processes and enhance public access to City Council meetings, the City is moving forward with the implementation of a new agenda management system and related infrastructure upgrades. The project includes the following key components:
1. Acquisition and Implementation of AgendaLink: The City will acquire the AgendaLink agenda management system for $8,244. The total amount covers the annual subscription, support services, and a one-time onboarding fee of $2,000. The system will improve the efficiency of preparing and managing meeting agendas while increasing transparency for the community.
AgendaLink stands out as one of the most adaptable and customizable agenda management platforms available. Designed with a focus on meeting the unique needs of its users, the software continuously evolves while maintaining an intuitive user experience. Its advanced live meeting capabilities are transforming how cities conduct public meetings. Features like on-screen digital agendas, electronic voting, audio/video control, streaming, and production are integrated seamlessly.
With over 25 years of expertise in audio and video technology, the AgendaLink team partners with leading hardware manufacturers to deliver unmatched functionality. This hands-on experience ensures the system works effortlessly, eliminating the hassle often associated with complex technology.
The platform also introduces cutting-edge features like historical data integration with AI search capabilities and SharePoint incorporation. A redesigned board member portal— soon to be released—will enhance the council's workflow. The portal will allow councilmembers to take notes on agenda items, annotate PDFs, and access these notes during meetings. Additionally, it will include a feature for requesting signatures directly within the portal, streamlining administrative tasks.
AgendaLink offers these advanced capabilities without hidden fees or incremental feature costs, providing powerful software at an affordable price point. The commitment to exceptional support and client care is evident in every aspect of the platform, ensuring a reliable and user-friendly
2. Community Center Modifications: To accommodate the new system, minor construction will be conducted at the Community Center. The work, quoted at $11,800, will ensure the facility is appropriately set up to support the upgraded technology.
3. AV System Enhancements: The audiovisual (AV) technology at the Community Center will be updated to improve the quality of public meetings. The improvements include $15,661 for new AV equipment, and $12,457 for professional services, bringing the total AV upgrade cost to $30,084. The microphone system will be improved for those using inside the community center and for those listening on-line.
4. Device Upgrades for Council and Staff: To facilitate access to the new agenda system, updated devices will be provided to council members and staff. This includes purchasing 9 iPad Pros at approximately $1,400 each and 6 keyboards at approximately $245 each.
The total cost for these devices will be $15,380.
FISCAL IMPACT:
The combined cost of the agenda management system, facility improvements, AV upgrades, and equipment totals $65,508. The total expenditure has been accounted for within the current budget and will be funded via the following sources:
• Agenda Management System (AgendaLink): one time cost of $2,000 and a recurring yearly cost of $6,244 (Account: 017-2290-418.34-05)
• Community Center Modifications: $11,800 (Account: 017-2290-418.40-45) • AV System Enhancements: $30,084 (Account: 017-2290-418.40-45) • Device Upgrades (iPads + Keyboards): $15,380 (Account: 017-2290-418.40-45) Authorize the City Manager to finalize and execute all necessary agreements to carry out these improvements, subject to review and approval by the City Attorney as to form.
ATTACHMENTS:
San Jacinto AgendaLink Quote
CONSTRUCTION ESTIMATE 154 CITY OF SAN JACINTO 10.31.24
San Jacinto City iPad 13 qty 9 Quote
City of San Jacinto AVIDEX Proposal