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Home My WebLink AboutDS Audio-Video Systems Upgrades for the Public Safety Center Emergency Operations Center____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: December 15, 2025 Disposition: Resolution 15485 Agenda Item No: 2.b Meeting Date: December 15, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Digital Service and Open Government Prepared by: Vinh Pham, Digital Infrastructure Manager City Manager Approval: ______________ TOPIC: AUDIO-VIDEO SYSTEMS UPGRADES FOR THE PUBLIC SAFETY CENTER EMERGENCY OPERATIONS CENTER SUBJECT: RESOLUTION OF THE SAN RAFAEL CITY COUNCIL WAIVING BIDDING REQUIREMENTS FOR SERVICES AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MARINIT, INC. FOR AUDIO-VIDEO SYSTEMS UPGRADES AT THE PUBLIC SAFETY CENTER EMERGENCY OPERATIONS CENTER, WITH A TOTAL AMOUNT NOT TO EXCEED $181,894. RECOMMENDATION: Staff recommend the City Council adopt a resolution waiving bidding requirements and authorizing the City Manager to enter into an agreement with MarinIT, Inc. for audio-video upgrades at the Public Safety Center Emergency Operations Center, with a total amount not to exceed $181,894. BACKGROUND: The Public Safety Center opened in Fall 2020 with Emergency Operations Center (EOC) audio-video systems designed before the COVID-19 pandemic altered expectations and best practices related to virtual meetings and associated technology. At that time, integrated audio-video solutions for hybrid meetings via Microsoft Teams or Zoom were not yet common practice. Since virtual meetings have become a new standard for hybrid conferencing, the current system does not adequately meet the City’s needs. The Emergency Operations Center space is critical not just to the City’s emergency response capabilities but also serves as one of the largest staff meeting spaces. The space is also used for selected community gatherings, including the Community Police Academy and the Community Emergency Response Team (CERT), as well as Countywide association meetings, such as the Police and Fire Chief meetings. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 On March 17, 2025, the San Rafael City Council approved a contract with MarinIT to upgrade conference rooms across the City. The MarinIT team recently and successfully upgraded five of the City’s conference rooms, delivering modern audio-video experience to City staff and residents through public-access conference rooms. Maintaining, configuring, and designing these systems requires unique technical skills that are not widely available. MarinIT continues to support San Rafael’s audio-video systems, as audio- video support is explicitly not in the scope of the contract with the City’s IT managed service provider, Xantrion. ANALYSIS: The current Emergency Operations Center (EOC) audio-video system provides users with core functions, including a public address system, monitors, and the ability to power displays and distribute video feeds to various in-room screens. This project aims to augment existing audio-video systems to ensure the EOC meeting space meets the current and projected needs of the City’s ability to monitor and respond to emergencies and host hybrid meetings and trainings for the benefit of all City staff and the community. MarinIT, Inc. will apply their specialized expertise to mitigate potential risks related to system downtime, misconfiguration, and incompatibility with the City’s existing A/V environment. Their services require advanced knowledge of A/V systems, particularly Crestron controllers, which are critical to the Public Safety Center’s operations and the planned Citywide A/V integrations. Given their familiarity with existing systems, prior involvement with the Public Safety Center, successful track record in upgrading the City’s A/V systems, and specialized expertise, staff recommend proceeding with MarinIT, Inc. as the most qualified entity to perform this work. The key objectives of this project include: •Co-design with City staff: Design the new audio-video system with City staff to better meet operational needs. •Enhance Audio Quality: Upgrade the rooms’ microphones, speakers, and sound systems for clear and consistent audio. •Improve Video Conferencing: Implement modern video conferencing systems to facilitate remote collaboration. •Consistent User Experience: Deploy the same technology and equipment as in recently upgraded conference rooms to ensure a uniform experience across all conference rooms. •Futureproofing: Ensure all upgrades are scalable and adaptable to future technological advancements. •Video Software & Scheduling Integrations: Integration with video meeting software (Teams/Zoom) that allows users to easily schedule and start meetings. The agreement with MarinIT falls within the exception outlined in San Rafael Municipal Code Section 2.55.100 due to the specialized nature of the services they provide, their prior involvement with the systems, and the need for continuity and efficiency in the maintenance and expansion of the City A/V infrastructure. As a result, a formal bidding process is not required in this case. Implementing this A/V upgrade will significantly improve the City’s A/V capabilities for the public safety team, leading to better communication and collaboration, less staff time and frustration, fewer support calls, and a firm foundation that will make future upgrades to next-generation A/V systems easier and more cost-effective. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3 FISCAL IMPACT: The cost of the Emergency Operation Center audio-video system upgrade totals $181,894. Funding to support the project is included in the adopted fiscal year (FY) 2025-26 budget (Technology Fund – 61261301). OPTIONS: The City Council has the following options to consider in this matter: 1.Adopt a resolution waiving bidding requirements and authorizing the City Manager to enter into an agreement with MarinIT, Inc. For audio-video upgrades at the Public Safety Center Emergency Operations Center. 2.Do not adopt a resolution waiving bidding requirements or authorizing the City Manager to enter into an agreement with MarinIT, Inc. For audio-video upgrades at the Public Safety Center Emergency Operations Center. RECOMMENDED ACTION: Staff recommend that the City Council authorizing the City Manager to enter into an agreement, which is exempt from the competitive bidding process, with MarinIT, Inc. for audio-video upgrades at the Public Safety Center Emergency Operations Center, with a total amount not to exceed $181,894. ATTACHMENTS: 1.Resolution 2.Vendor Quote 3.Scope of work RESOLUTION NO. 15485 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL WAIVING BIDDING REQUIREMENTS FOR SERVICES AND AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH MARINIT, INC. FOR AUDIO-VIDEO SYSTEMS UPGRADES AT THE PUBLIC SAFETY CENTER EMERGENCY OPERATIONS CENTER, WITH A TOTAL AMOUNT NOT TO EXCEED $181,894 WHEREAS, the City of San Rafael recognizes the need to improve emergency response capabilities and facilitate hybrid meetings at the Public Safety Center Emergency Operations Center; and WHEREAS, the existing audio-video system at the Emergency Operations Center is outdated and inadequate for current needs; and WHEREAS, the proposed upgrades will enhance audio quality, video conferencing capabilities, and ensure a consistent user experience across facilities; and WHEREAS, the City Council finds that the specialized nature of the services provided by MarinIT, Inc. warrants an exemption from competitive bidding allowed under San Rafael Municipal Code Section 2.55.100; and WHEREAS, the total cost for the proposed audio-video system upgrades shall not exceed $181,894; and WHEREAS, funding for this project is included in the adopted fiscal year 2025-26 budget, specifically from the Technology Fund; NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby waives the bidding requirement for services, pursuant to San Rafael Municipal Code Section 2.55.100; and authorizes the City Manager to enter into an agreement with MarinIT, Inc. for audio-video systems upgrades at the Public Safety Center Emergency Operations Center, with a total amount not to exceed $181,894. 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 15th day of December 2025, by the following vote, to wit: AYES: Councilmembers: Bushey, Hill, Kertz, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: None Lindsay Lara, City Clerk EOC AV System Upgrade - AV Over IP Quote #2025-005789 v4 Marin IT Prepared by:Prepared For: City of San Rafael-SR P: (415) 485-3028 E: vinh.pham@cityofsanrafael.org P: 415-842-3250 E: coop@marinit.com David Cooper 366 Bel Marin Keys Blvd Novato, CA 94949 Vinh Pham 1400 Fifth Ave., Room 207 Attn: Digital Service & Open Government San Rafael, CA 94901 Date Issued: 11.26.2025 Expires: 12.24.2025 AV Equipment - Head End / Switching Description Price Qty Ext. Price CP4 4-Series™ Control System $1,331.00 1 $1,331.00 DMF-CI-8 Crestron - DigitalMedia™ Card Chassis for DM-NVX-C & DMCF, 8 Slots $1,391.50 2 $2,783.00 DM-NVX-384C DM NVX® 5K 4x1 AV-over-IP Switcher Card with HDMI® and USB-C® Connectivity $1,969.28 16 $31,508.48 DM-NVX-384 DM NVX® 5K 4x1 AV-over-IP Switcher with HDMI® and USB-C® Connectivity $1,969.28 14 $27,569.92 DM-NVX-DIR2 DM NVX Director® Network AV Switching Appliance, 100 Endpoints $2,731.58 1 $2,731.58 HD-RXC-4KZ-101 DM® Essentials 4K60 4:4:4 Receiver for HDMI®, RS-232, and IR Signal Extension over CATx Cable $260.74 3 $782.22 HD-TXC-4KZ-101 DM® Essentials 4K60 4:4:4 Transmitter for HDMI®, RS-232, and IR Signal Extension over CATx Cable $260.74 3 $782.22 CL-3430 CL - 4-HDMI to USB Video Switcher $828.80 1 $828.80 CL-RMKIT CL - Rack Mounting Kit $34.50 1 $34.50 Subtotal:$68,351.72 AV Equipment - Video Conferencing Description Price Qty Ext. Price Video Conferencing Equipment UC-CX100-T Crestron Flex Advanced Video Conference System Integrator Kit for Microsoft Teams® Rooms $3,994.21 1 $3,994.21 IV-CAM-P20-W Crestron 1 Beyond p20 PTZ Camera, 20x Optical Zoom, Bright White, Field of View H: 56.45° $2,413.95 2 $4,827.90 IV-CAM-P12-W Crestron 1 Beyond p12 PTZ Camera, 12x Optical Zoom, Bright White, Field of View H: 67.68° $2,541.00 1 $2,541.00 IV-CAMA-UMB-W Crestron 1 Beyond Universal Mount Bracket, Bright White $137.21 3 $411.63 Content Sharing AM3-212 KIT Crestron Air Media Kit $2,623.59 5 $13,117.95 Page: 1 of 6Quote #2025-005789 v4 AV Equipment - Video Conferencing Description Price Qty Ext. Price AM-3200-WF Crestron AirMedia® Receiver 3200 with Wi-Fi® Network Connectivity $1,607.19 4 $6,428.76 Subtotal:$31,321.45 AV Equipment - Audio Description Price Qty Ext. Price Ceiling Microphones MXA920W-S Shure - Ceiling Array Microphone Square White 24“$5,011.92 2 $10,023.84 Audio Processing P300-IMX Shure- IntelliMix Audio Conferencing Processor $1,962.15 1 $1,962.15 CRT1 Shure - 1RU Component Rack Tray for Audio Network Interface $66.10 1 $66.10 Portable Microphone ULXD4D=-G57 Shure Dual Digital Wireless Receiver G57 Band $3,264.72 1 $3,264.72 ULXD2/B58=-G57 Shure Wireless Beta87 Microphone Handheld - G57 Band $722.89 1 $722.89 SBC220 Shure 2 Bay Networked Docking Station $359.39 1 $359.39 SB900C Shure Rechargeable Lithium-Ion Battery For Personal Monitoring Systems $120.74 1 $120.74 Ceiling Speakers SAROS DM-NAX- IC4A-W Saros® 3 in. Active Full-Range In-Ceiling PoE+ Speaker with DM NAX® Audio- over-IP Support, White, Textured $698.54 4 $2,794.16 SAROS IC4P-W Saros® 3 in. Passive Full-Range In-Ceiling Speaker, White, Textured $264.60 4 $1,058.40 LOT Misc cables, Interconnects, patch cords, power supplies and installation materials - Will be billed at acutal $560.00 1 $560.00 Subtotal:$20,932.39 Network Equipment Description Price Qty Ext. Price EOC Switch C1000-24P-4G-L Catalyst 1000 24port GE, POE, 4x1G SFP $765.99 1 $765.99 CON-L1NCD- C10244LP CX LEVEL 1 8X7NCD Catalyst 1000 24port GE, POE, 4x1G SFP $198.33 1 $198.33 CAB-AC15A-90L- USA 15A AC Pwr Cord, right-angle (United States) (bundle option)$0.00 1 $0.00 MDF Switch C9200L-48P-4X-E Catalyst 9200L 48-port PoE+, 4 x 10G, Network Essentials $4,126.03 1 $4,126.03 CON-L1NCD- C9200L4X CX LEVEL 1 8X7NCDCatalyst 9200L 48port PoE 4 x 10G Ne $783.00 1 $783.00 Page: 2 of 6Quote #2025-005789 v4 Network Equipment Description Price Qty Ext. Price C9200L-DNA-E-48 C9200L Cisco DNA Essentials, 48-port Term license $0.00 1 $0.00 CON-L1SWT- C92LE48 CX LEVEL 1 SW SUB C9200L Cisco DNA Ess $67.50 1 $67.50 C9200L-DNA-E-48- 3Y C9200L Cisco DNA Essentials, 48-port, 3 Year Term license $662.30 1 $662.30 C9200L-NW-E-48 C9200L Network Essentials, 48-port license $0.00 1 $0.00 CAB-TA-NA North America AC Type A Power Cable $0.00 1 $0.00 PWR-C5-BLANK Config 5 Power Supply Blank $0.00 1 $0.00 C9K-ACC-RBFT RUBBER FEET FOR TABLE TOP SETUP 9200 and 9300 $0.00 1 $0.00 C9K-ACC-SCR-4 12-24 and 10-32 SCREWS FOR RACK INSTALLATION, QTY 4 $0.00 1 $0.00 CAB-GUIDE-1RU 1RU CABLE MANAGEMENT GUIDES 9200 and 9300 $0.00 1 $0.00 NETWORK-PNP- LIC Network Plug-n-Play Connect for zero-touch device deployment $0.00 1 $0.00 C9200-STACK- BLANK Catalyst 9200 Blank Stack Module $0.00 2 $0.00 Subtotal:$6,603.15 Brown Act - Zoom Room Description Price Qty Ext. Price Intel NUC 13 NUC 13 Pro, Intel NUC 13 Business Offic Intel Core i7-1360P (12C/16T, Up to 5.0GHz, 18MB) 32GB DDR4 RAM 1TB PCIe 4.0 NVMe SSD 8K/HDR/4 Screen WiFi6E/BT5.3 Windows 11 Pro $935.00 1 $935.00 SW12USB Blustream SW12USB 10Gb USB 3.2 Gen 2 Switch $730.49 1 $730.49 Labor - T&M Install and configure computer to support Zoom webinar in EOC: Install / mount computer behind screen Install and configure USB switcher Modify Crestron programming as required to for one button switch Test all functionality Knowledge transfer - Train city staff as required $145.00 8 $1,160.00 Subtotal:$2,825.49 Page: 3 of 6Quote #2025-005789 v4 Services (Labor) Description Price Qty Ext. Price Device Installation & Infrastructure Setup Including: Installation of a new Crestron control processor in the network rack, Installation of new AVoIP chassis populated with interface cards to expand capabilities of current video routing capabilities. Installation and configurations of AVoIP decoders and AirMedia devices behind each room display - This will require requiring the temporary removal and reinstallation of the displays. Additionally, the existing video wall will be removed to allow for the installation of AVoIP decoders, then securely remounted following installation. Install and configure new DSP units Reconfiguration of audio input routing to the existing analog amplifier. Install and configure ceiling microphones as well as ceiling speakers to ensure consistent audio coverage, Install and configure pole-mounted camera to provide optimized view of room $145.00 40 $5,800.00 System Programming, Configuration & Integration Including : Migrate the existing Crestron program to the new processor and reprogram all system inputs and outputs to utilize the new AV-over- IP infrastructure. Install and configure new DSP devices, including audio routing, gain structure, presets, and localized microphone feedback for zone- specific reinforcement. Replace existing Direct Media routing with updated logic for video and audio signal paths over the AVoIP system. Design and deploy a refreshed Crestron touch panel interface to reflect the updated system layout, source routing, and functionality. $145.00 80 $11,600.00 Testing, Tuning & Final Adjustments including: Perform system testing / audio tuning - Adjust system as required to ensure optimal performance and provide user experience as required. $145.00 30 $4,350.00 Page: 4 of 6Quote #2025-005789 v4 Services (Labor) Description Price Qty Ext. Price User Guide & Training Summary: Develop a customized user guide detailing system operation and provide end-user training to ensure confident and effective use of the AV system. Notes: Data cabling not included in quote - Pricing can be provided upon request Quote assumes adding two data switches - One in Main Computer Room / MDF - One in EOC Installation pricing based on all other trades completing their scope of work, electrical telecom, internet provider, etc No equipment / lift rental included - May be needed to mount access points / Misc equipment Will work with selected low voltage contractor (as required) or can assist with sub-contract if requested This is intended to a budget for the scope of work stated above - Because of changing field conditions and circumstances which can not be controlled work will be billed at actual hours. $145.00 20 $2,900.00 Subtotal:$24,650.00 Cabling - Physical Installation Description Price Qty Ext. Price Physical Installation - Cabling Icluding: Provide and install new small wall mounted data rack in break out room Provide and install 15 new Cat 6E data connections - Speakers, MIC, terminate in new rack Relocate two (2) existing data jacks from wall of break out room to new data rack Install power in new data rack Remove and re-install all screens in room to support installation of AV over IP decoder installation Install new room / video conferencing cameras Remove video wall, install new mounting hardware and reinstall to support two (2) additional screens being relocated from back of room $15,200.00 1 $15,200.00 Subtotal:$15,200.00 Quote Summary Amount AV Equipment - Head End / Switching $68,351.72 AV Equipment - Video Conferencing $31,321.45 AV Equipment - Audio $20,932.39 Page: 5 of 6Quote #2025-005789 v4 Quote Summary Amount Network Equipment $6,603.15 Brown Act - Zoom Room $2,825.49 Services (Labor)$24,650.00 Cabling - Physical Installation $15,200.00 Subtotal:$169,884.20 Estimated Tax:$12,009.82 Total:$181,894.02 Terms and Conditions: By signing this quote, Buyer agrees to the following Terms and Conditions unless a Master Agreement is negotiated between the parties, where the Master Agreement shall govern. Prices: Quoted product pricing is valid for thirty (30) days assuming product availability, and does not include applicable taxes and freight. Buyer agrees to pay reasonable shipping charges and all applicable taxes (excluding income taxes). Services include only those items specified in the quotation. Additional services may be provided at Marin IT’s then standard billing rates. It is understood and agreed that end customer will accept and pay invoice of any product once it has been received at the Marin IT warehouse regardless of if it has been delivered to the final installation location or if it is being held at the Marin IT facility and that title to the Products will transfer to client upon invoicing. While taking title to these products includes assuming the risk of loss, Marin IT insures equipment stored in its facility. Title having transferred to client, it is understood that there is risk of obsolescence and that the Products are not covered by price protection. We agree to make payment on all invoices delivered to us by Marin IT with respect to the Products strictly in accordance with the terms thereof without defense, offset, deduction, recoupment or counter claim of any kind arising from the fact that the Products were not delivered to us at the time the invoice was delivered and were stored by Marin IT. Payment: Payment shall be made within 30 days of the date of invoice. If any invoice is not paid when due, interest will be added to and payable on all overdue amounts at 18 percent per year, or the maximum percentage allowed under applicable laws, whichever is less. Buyer shall pay all costs of collection, including without limitation, reasonable attorney fees. Warranties: Product warranties, if any, are provided by the manufacturer or publisher of the products. MARIN IT, INC. MAKES NO WARRANTIES, EITHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING BUT NOT LIMITED TO, THE IMPLIED WARANTY OF FITNESS FOR A PARTICULAR PURPOSE, WHATSOEVER. ALL SERVICES AND DELIVERABLES ARE PROVIDED ON AN "AS IS" BASIS. Limitation of Liability: CUSTOMER AGREES THAT THE LIABILITY OF MARIN IT FOR DIRECT DAMAGES RELATED TO ANY PRODUCT OR SERVICE ARISING UNDER THESE TERMS AND CONDITIONS, WHETHER IN CONTRACT, TORT, OR OTHERWISE, WILL NOT EXCEED THE NET AMOUNT PAID TO MARIN IT BY CUSTOMER FOR THAT PRODUCT OR SERVICE WHICH IS THE SUBJECT OF THE CLAIM. MARIN ITSHALL IN NO EVENT BE LIABLE FOR ANY INCIDENTAL, SPECIAL, OR CONSEQUENTIAL DAMAGES OF ANY NATURE, EVEN IF MARIN IT HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. NEITHER PARTY MAKES ANY REPRESENTATION OR WARRANTY AS TO ANY THIRD-PARTY INFORMATION OR PRODUCTS PROVIDED TO EACH OTHER, ALL OF WHICH ARE PROVIDED, SOLD OR LICENSED "AS IS," AND THE PARTIES AGREE TO LOOK SOLELY TO THE WARRANTIES AND REMEDIES, IF ANY, PROVIDED BY THE THIRD PARTY. Acceptance Marin IT City of San Rafael-SR David Cooper Vinh Pham Signature / Name Signature / Name Initials 11/26/2025 Date Date Page: 6 of 6Quote #2025-005789 v4