HomeMy WebLinkAboutDS Council Chambers Audio Video Equipment Upgrade____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: 07/21/2025
Disposition: Resolution 15443
Agenda Item No: 4.f
Meeting Date: July 21, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: DIGITAL SERVICE AND OPEN GOVERNMENT
Prepared by: Vinh Pham,
Digital Infrastructure Manager
Sean Mooney,
Director
Digital Service
and Open Government
City Manager Approval: _____________
TOPIC: CITY COUNCIL CHAMBERS AUDIO-VIDEO EQUIPMENT UPGRADE
SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICE AGREEMENT IN AN AMOUNT NOT TO EXCEED $221,131
WITH AVI-SPL INC. FOR REPLACING AUDIO-VIDEO EQUIPMENT IN THE COUNCIL
CHAMBERS AND AUTHORIZING THE CARRY-FORWARD OF FISCAL YEAR 2024-
25 BUDGET APPROPRIATIONS PROVIDED FOR THIS PURPOSE
RECOMMENDATION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a
professional service agreement in an amount not to exceed $221,131 with AVI-SPL Inc. for upgrading
the audio-video equipment in the City Council Chambers and authorizing the carry-forward of fiscal year
2024-25 budget appropriations provided for this purpose.
BACKGROUND:
The current audio-video (A/V) system in the San Rafael Council Chambers was installed in 2010. Despite
regular maintenance and improvements since then, the COVID-19 pandemic highlighted challenges with
the original configuration's ability to support hybrid public meetings. While interim updates were integrated
to support hybrid meetings, the current system struggles to accommodate modern demands without
additional workarounds, resulting in operational complexities that necessitate additional staffing and
resources to host public meetings in the Council Chambers.
ANALYSIS:
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
In 2021, the City released a Request for Proposals for a replacement system and conducted a review
process with the City Clerk and the Department of Digital Services and Open Government. The City
chose three vendors as finalists, including Diversified, Marin IT, and AVI-SPL, to demo their solutions
and walk through the proposed scopes of work. AVI-SPL was chosen as the preferred vendor solution
based on key criteria, including competitive pricing, strong references, and a clear understanding of the
technical challenges involved in upgrading our Council Chambers. Their proposal demonstrated both
expertise and alignment with our project goals. At the time, the City opted for a more cost-efficient
solution, collaborating with the Community Media Center of Marin to integrate video operations with
online streaming tools to support hybrid public meetings. While the current configuration has enabled the
City to hold hybrid public meetings in the Council Chambers, the complexity of the setup necessitates
regular troubleshooting and the presence of highly technically trained staff to ensure compliance with
accessibility standards and streaming capabilities for publicly noticed Brown Act Meetings. Additionally,
City staff are unable to use the room for regular hybrid meetings or workshops without the support of
technically trained staff.
In 2024, the City Clerk and Digital Service team re-engaged AVI-SPL to request an updated scope of
work. The revised scope of work includes updated costs, upgraded technology, modifications to
accommodate translation support, and reconfigured networking to ensure compatibility with A/V upgrades
to conference rooms elsewhere in the City. The draft professional services agreement is included as
Attachment 2.
The proposed A/V solution aims to significantly enhance the functionality and user experience of the
\Council Chambers by upgrading the existing systems, implementing an integrated solution that meets
City requirements, and providing comprehensive support services to ensure a smooth transition and
ongoing maintenance.
Key Components and Features of Upgraded System
1. Microphone Systems:
a. Upgrade and refresh the existing microphone systems.
b. Install two new microphones into the table and one microphone with a shock mount
assembly into the lectern.
2. Audio Systems:
a. Upgrade the audio routing and control systems.
b. Reuse existing recessed ceiling speakers and set up two audio zones (Council Chambers
and lobby) with individual control.
c. Install a new amplifier and a Digital Signal Processor (DSP) to support all audio sources.
3. Video Systems:
a. Upgrade the video routing and camera control systems.
b. Install three high-definition PTZ (Pan/Tilt/Zoom) cameras for comprehensive coverage of
the Council Chambers.
c. Provide and install a camera control unit at the broadcast control desk.
4. Display Systems:
a. Install new 75” UHD flat panel displays and reuse existing displays for audience coverage.
b. Provide and install power conditioners for the displays.
5. Control Systems:
a. Simplify the control and operation of the A/V system with two wired color touchscreen user
interfaces.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
b. Provide a custom graphical user interface (GUI) for the touchscreens to control audio and
video functions.
6. Video Conferencing:
a. Provide and install audio and video connections over USB for Zoom or other soft codec
services.
b. Ensure the system supports high-definition video conferencing.
7. Network and Security:
a. Design the system to meet the network’s requirements and provide construction drawings,
as well as a list of devices to be integrated into the customer’s network.
b. Ensure proper network configuration to support video data and conferencing applications.
Implementation Process
The proposal outlines a six-phase implementation process to ensure seamless communication and
transition from project conception to completion.
1. Consultation: Understand needs, objectives, and issues.
2. Engineering & Design: Develop a technically sound and functional system design.
3. Pre-installation: Procure hardware and begin system fabrication.
4. On-site Installation: Coordinate and supervise the installation teams.
5. Commissioning, Testing, and Adjustments: Perform complete testing and final adjustments.
6. Training: Provide hands-on training to system operators, technicians, and assistants.
FISCAL IMPACT:
Funds to support the recommended Professional Services Agreement were appropriated within the fiscal
year 2024-25 approved budget through appropriations within the Technology Fund (601) for enterprise
supplies and infrastructure. City Council action is requested as part of this agenda item to carry-forward
$221,131 in available funding for this purpose.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Adopt a resolution authorizing the City Manager to execute a professional service agreement in
an amount not to exceed $221,131 with AVI-SPL for upgrading audio-video equipment in the
Council Chambers.
2. Direct staff to return with more information.
3. Take no action
RECOMMENDED ACTION:
Staff recommends that the City Council adopt a resolution authorizing the City Manager to execute a
professional service agreement in an amount not to exceed $221,131 with AVI-SPL Inc. for upgrading
audio-video equipment in the City Council Chambers and authorizing the carry-forward of fiscal year
2024-25 budget appropriations provided for this purpose.
ATTACHMENTS:
1. Resolution
2. Draft Professional Services Agreement for Audio/Video Installation
RESOLUTION NO.
RESOLUTION OF THE SAN RAFAEL CITY COUNCIL AUTHORIZING THE CITY
MANAGER TO EXECUTE A PROFESSIONAL SERVICE AGREEMENT IN AN
AMOUNT NOT TO EXCEED $221,131 WITH AVI-SPL INC. FOR REPLACING AUDIO-
VIDEO EQUIPMENT IN THE COUNCIL CHAMBERS AND AUTHORIZING THE
CARRY-FORWARD OF FY 2024-25 BUDGET APPROPRIATIONS PROVIDED FOR
THIS PURPOSE.
WHEREAS, the current audio-video (A/V) system in the San Rafael Council Chambers,
installed in 2010, struggles to accommodate modern demands to host hybrid public
meetings without complicated workarounds; and
WHEREAS, in 2021, the City released a Request for Proposals for a replacement system
and chose AVI-SPL Inc. as the preferred vendor; and
WHEREAS, in 2024, the City Clerk and Digital Service team re-engaged AVI-SPL Inc. to
ask for an updated scope of work based on the previous RFP; and
WHEREAS, the proposed A/V solution aims to significantly enhance the functionality and
user experience of the San Rafael Council Chamber by upgrading the existing systems,
implementing an integrated solution that meets City requirements, and providing
comprehensive support services to ensure a smooth transition and ongoing maintenance.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City
Manager to execute a professional service agreement in an amount not to exceed
$221,131 with AVI-SPL Inc. for replacing audio-video equipment in the Council
Chambers; and
BE IT FURTHER RESOLVED, that the City Council authorizes the carry-forward of
$221,131 in FY2024-25 budget appropriations (Fund 601) provided for this purpose.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing
Resolution was duly and regularly introduced and adopted at a regular meeting of the City
Council of the City of San Rafael, held on Monday, the 21st day of July 2025, by the
following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_________________
Lindsay Lara, City Clerk