Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Service Agreement with ELB US Inc. for the Council Chambers Audio/Video Modernization Project in Fiscal Year 2025-2026 in the Amount of $415,994
Staffreport
COUNCIL PRIORITY
• Infrastructure
• Sustainability & Resiliency
• Fiscal Sustainability and Transparency
SUMMARY & RECOMMENDATIONS
Staff recommends that the City Council adopt a resolution to approve and authorize the City Manager to execute a Consulting Services Agreement with ELB US Inc. for the modernization of the audio/video systems in the City Council Chambers, including related improvements in the City Manager’s Office and Sister Cities meeting room, for a total not-to-exceed amount of $415,994 in FY 2025-2026; and authorize the appropriation of $415,994 from the PEG Fund.
BACKGROUND
The Information Technology Department (IT) manages the City’s audio/video (A/V) infrastructure, including the systems used in the Council Chambers and other public meeting spaces. These systems are essential to the conduct of City Council meetings, Board and Commission hearings, and public transparency through live and recorded broadcasts.
The current A/V infrastructure in the Council Chambers is outdated, frequently unreliable, and lacks compatibility with modern platforms such as Zoom and hybrid conferencing systems. This results in operational inefficiencies, disruptions to public meetings, and increased maintenance burden. Routine equipment failures negatively impact the City’s ability to conduct accessible, high-quality civic engagement.
To address these challenges, staff developed and issued Request for Proposals (RFP No. 63236 - Audiovisual Technology Enhancement) in May 2025. The City received six responses and conducted a rigorous evaluation based on technical expertise, service offerings, cost, and qualifications.
ELB US Inc. was selected as the most qualified and cost-effective vendor, with a proposal that includes a comprehensive redesign and installation of modern A/V systems, as well as preventative maintenance and value-added services at no additional cost to the City.
Analysis
The IT Department and City Manager’s Office released a Request for Proposals (RFP) in May 2025, received six proposals from Audio/Video installers and service providers, and selected ELB US Inc., taking into consideration technical capabilities, reliability, functionality, maintainability, and cost. This modernization project will result in a resilient, intuitive, and fully integrated A/V environment that supports transparent governance and inclusive participation.
The proposed scope of work includes:
• Replacement of obsolete projection and broadcast equipment in the Council Chambers with a new 163” direct-view LED video wall and three 65” commercial displays
• Integration of a Shure wireless conference microphone system, Video camera system, Extron control and switching, and Zoom Room functionality
• New A/V systems in the City Manager’s Office and the Sister Cities room to support hybrid meetings
• Reuse of existing infrastructure where feasible, including speaker wiring and cabinetry
• Inclusion of a three-year preventative maintenance program, monthly on-site event support, and supplemental training
This modernization project will result in a resilient, intuitive, and fully integrated A/V environment that supports transparent governance and inclusive participation.
Legal Analysis
The City Attorney’s office reviewed and approved the consulting services agreements, purchase orders, this staff report and resolution as to form.
Financial Impacts
The total cost of the project in FY 2025-2026 is $415,994. The FY 2025-2026 adopted budget does not include appropriation for this project. There is sufficient fund balance in the Public, Educational, and Government (PEG) fund to cover the cost of the project.
The PEG fund is a dedicated revenue source derived from franchise fees, as authorized under Section 611 of the Communications Act.
An appropriation of $415,994 from the PEG fund is required to fund the project. No General Fund dollars are required.
ATTACHMENT A - Resolution
ATTACHMENT B - Statement of Work
PREPARED BY: Michael Sinor, Chief Technology Officer, Information Technology Department