CITY OF SAN MATEO
CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 6 Section Name: CONSENT CALENDAR Account Number: 18-6113 File ID: 26-10840 TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Parks and Recreation Department
MEETING DATE: February 02, 2026
SUBJECT:
Audio Solutions Special Events Support — Agreement
RECOMMENDATION:
Adopt a Resolution to approve an alternate purchasing procedure; approve an agreement in an amount not to exceed $64,750.00 with Thor Audio Solutions for sound, stage, dance floor and support services at city-wide special events from July 22, 2024-December 31, 2025, and authorize the City Manager to execute the agreement substantially in the form presented.
BACKGROUND:
On July 22, 2024, the City Manager approved a contract in the amount of $95,000 with Thor Audio Solutions to provide staging, sound, dance floors, and event logistics support for Citywide events from July 22, 2024-December 21, 2025. Due to additional stage requirements towards the end of the event season the actual costs for the contract term were $158,370.00, which exceeded the amount authorized by contract. Specifically, the scope did not calculate the per cost event accurately to accommodate additional events as intended. The contract also expired on December 31, 2025. To reflect the actual costs of services provided for the contract term, and in order to reimburse the vendor for services already rendered, a new contract is required. The City Council is being asked to approve this new contract because the total value of services provided by this vendor exceeds $100,000.
Pursuant to San Mateo Municipal Code Section 3.60.050(b), the City may use any purchasing procedures approved by the City Council, if it makes a finding concurrent with the award of the contract that the procedures are in the best interest of the City. This agreement is for services already rendered that were related to an existing vendor who had the technical knowledge to continue providing services for event support services. Thus, staff recommends approval of the agreement in an amount not to exceed $64,750.00 which is in the City’s best interests.
BUDGET IMPACT:
Funding for this amendment is budgeted in the events budget for FY2025-2026.
ENVIRONMENTAL DETERMINATION:
This item is not a project subject to CEQA, because it is a government fiscal activity which does not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment. (CEQA Guidelines Section 15378(b)(4).)
NOTICE PROVIDED
All meeting noticing requirements were met.
CITY OF SAN MATEO
ATTACHMENTS
Att 1 – Proposed Resolution
Att 2 – Agreement
STAFF CONTACT
Zachary Silva, Community Services Manager
[email protected]
(650) 522-7400