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The current A/V infrastructure in the Council Chambers is outdated, frequently unreliable, and lacks compatibility with modern platforms such as Zoom and hybrid conferencing systems.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 co...
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