CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 19 Section Name: {{section.name}} Account Number: 10-2131 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: City Clerk's Office
MEETING DATE: July 28, 2025
SUBJECT:
City Hall Council Chambers Audio-Visual Upgrades – Construction Contract RECOMMENDATION:
Award a contract to Mark Latimer & Associates, Inc. dba Coda Technology Group for the City Hall Council Chambers Audio- Visual Upgrades project in the amount of $562,389.08; establish a contingency of $56,000; authorize the City Manager to execute the contract in substantially the form presented; and authorize the Public Works Director to issue change orders within the contingency amount.
BACKGROUND:
The audiovisual (AV) system in the San Mateo City Hall Council Chamber has exceeded its useful lifespan. Persistent failures stemming from outdated technology and aging equipment have significantly disrupted public meetings, causing delays and limiting participant engagement. Over the years, the system has been modified with various components, including updates to support hybrid meetings and infrastructure repairs. However, as newer technologies were added, compatibility issues with legacy components have emerged, further compromising the system's reliability.
To address these ongoing challenges, the City intends to procure comprehensive AV build services to modernize the outdated system. The last major AV upgrade occurred in 2015, and a full replacement is necessary to support current broadcasting and streaming standards.
To guide this effort, the City partnered with The Shalleck Collaborative, an engineering firm specializing in AV systems. The firm conducted a technical assessment and developed detailed plans and specifications for the reconfiguration, demolition, and reconstruction of the broadcast booth along with full systems integration. They also provided bidding support. The scope of work includes implementing upgrades to the AV control system and making comprehensive improvements to the AV and communications equipment.
The notice inviting bids was advertised on June 18, 2025, and a mandatory pre-bid conference was held on June 23, 2025.
Four contractors submitted bids on July 3, 2025, with the following results:
Mark Latimer & Associates, Inc. dba Coda Technology Group $562,389.08 Conti, LLC Corporation $573,333.00
EIDIM Group, Inc. $584,215.93
Integrated Communication Systems $625,468.00
After review, staff recommends for City Council to award the contract to Mark Latimer & Associates, Inc. dba Coda Technology Group as the lowest responsive and responsible bidder.
CITY OF SAN MATEO
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BUDGET IMPACT:
This project is eligible for reimbursement under the Public Education and Government funds (PEG). This project is funded through CIP Project #210001 for $750,000 which is sufficient for this contract work.
ENVIRONMENTAL DETERMINATION:
This City Council action is exempt from CEQA review under the “common sense” exemption, because it can be seen with certainty that there is no possibility that upgrades to the audio-visual system located in City Council chambers may have a significant effect on the environment. (CEQA Guidelines Section 15061(b)(3).)
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 – Construction Contract
STAFF CONTACT
Erin Fellers, Management Analyst I
[email protected]
(650) 522-7066
Steve Wu, Facilities & Fleet Services Manager
[email protected]
(650) 522-7345