Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute Amendment No. 1 to the Consulting Services Agreement with ELB US, Inc. for the Council Chambers Audio/Video Modernization Project for an Increase of $33,983, for a Total Contract Amount Not-to-Exceed $449,976.23; and Approve the Extension of the Term of the Agreement to June 30, 2027; and Approve the Appropriation of $33,983 in the Public, Educational, and Government (PEG) Fund
Staffreport
COUNCIL PRIORITY
• Quality of Life
• Infrastructure
SUMMARY
The scope of work on this contract for the primary Council Chambers installation is complete. The amendment addresses integration requirements for the Sister Cities Gallery overflow space, which were identified during the final commissioning phase as necessary to achieve a fully unified system. As the project progresses, staff have identified additional improvements needed in the Sister Cities Gallery and meeting spaces used for City Council closed sessions to ensure a fully integrated and reliable A/V system. The proposed contract amendment will allow the City to complete these remaining improvements using available Public, Educational, and Government (PEG) funds, with no impact to the General Fund.
RECOMMENDATIONS
Staff recommend the City Council adopt a Resolution to approve and authorize the City Manager to execute Amendment No. 1 of the 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, increasing the amount by $33,983 for a total contract amount not-to-exceed $449,976.23; approve the extension of the term of the agreement to June 30, 2027; and authorize the appropriation of $33,983 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.
In 2025, staff initiated work to modernize the technology used in these spaces. A Request for Proposals was released in May of 2025, and ELB US, Inc. was selected at the vendor to complete the work. The original scope of work included the following elements:
• 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 Conference Room 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
Amendment No. 1 addresses the final integration elements required to complete the Council Chambers Audio/Video Modernization Project. The original scope of work included the installation of AV equipment within the Sister Cities Room utilizing space behind the displays; however, as the project progressed and requirements were refined, this configuration was no longer feasible due to the transition from a single display to multiple displays. As a result, the new equipment will instead be integrated into the existing Council Chambers rack, centralizing system management and consolidating all associated cabling infrastructure routed from the Sister Cities Room to the Chambers rack room. Additionally, two (2) surge protectors will be installed at the LED video wall in the Chambers room to safeguard the City's investment in the LED display infrastructure.
Analysis
The major components of the work relating to the Council Chambers have been completed. Staff is now refining the scope of work relating to the Sister Cities Gallery (which is used for overflow of City Council meetings) and the spaces used to host City Council closed session meetings. The refined scope of work will include AV equipment installation in the Sister Cities Room, integration of new equipment into the existing Council Chambers rack, and installation of surge protectors at the LED wall in the Chambers room. These additional modernizations will result in a resilient, intuitive, and fully integrated A/V environment that supports transparent governance and inclusive participation.
Previous Actions
• On July 7, 2025, the City Council adopted Resolution No. 2025-083 to Execute a Consulting Service Agreement with ELB US, Inc. for the Council Chambers Audio/Video Modernization Project in FY 2026 in the Amount of $415,994
Legal Analysis
The City Attorney has reviewed the draft resolution and proposed contract amendment. The consultant has agreed to the terms of the amendment.
Financial Impacts
The amendment to address integration requirements for the Sister Cities Gallery overflow space requires an additional cost to the project in the amount of $33,983. The FY 2027 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 additional 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 $33,983 from the PEG fund is required to fund the project. No General Fund dollars are required.
ATTACHMENTS
A: Resolution to Approve and Authorize Amendment No. 1 to the CSA with ELB US, Inc. for the Council Chambers Audio/Video Modernization Project
B: CSA Scope of Work for Amendment No. 1
C: CSA Compensation Schedule for Amendment No. 1
D: Original CSA between the City of San Leandro and ELB US, Inc.
PREPARED BY: Keith Southern, Information Technology Manager, Information Technology, and Sarah Bunting, City Clerk, City Manager’s Office