TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, City Manager
FROM: Steven Scardina, Information Technology Manager
1. Subject
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Agreement with Western A/V for Council Chamber audio-visual presentation system upgrades
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2. Summary
Various audio-visual equipment in the Council Chamber is recommended for replacement and improvement including equipment for Senate Bill 707 two-way meeting audio compliance.
3. Recommended Action
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Approve the agreement with Western A/V in the amount of $130,470.82 for Council Chambers audio-visual presentation system upgrades; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The expense for this agreement is $130,470.82 and will be funded through the 1% Peg fund (200).
200-1601-53201 Repair and Maintenance Supplies
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
The City possesses three separate audio-visual systems rebuilt between 2015 and 2017 and includes the Council Chamber audio visual system, the broadcast production system, and the City’s broadcast channel playback system. Beginning in Fiscal Year 2023-2024 (FY24), a five-year replacement schedule was instituted with annual upgrades to target the most vulnerable and critical systems through an annual assessment and evaluation of the conditions to determine the overall health of the equipment and avoid catastrophic failures. Replacing equipment before its “Mean Time Before Failure” (MTBF) is a strategic decision typically evaluating risk, costs, and operational efficiency. Replacing equipment proactively ensures continuous operations and minimizes disruptions.
For Fiscal Year 2025-2026, the Crestron system, which manages the switching and distribution of audio-visual (A/V) sources and destinations, is recommended for replacement. Aside from the main Crestron control system, the Crestron system replacement includes the control panel at the recorder’s desk, and the controls at each dais position providing the ability to switch between voting and presentation. The Biamp system server and submodules managing digital meeting audio processing is also recommended for replacement including all the microphones at the staff table, lectern, and dais. Lastly, Senate Bill 707 was enacted requiring the ability for members of the public to participate in meetings with 2-way audio beginning July 1, 2026. This agreement provides for improved facilitation for the public’s 2-way audio participation in compliance with the new law.
RFP 25-26.14 was issued March 5, 2026, to four vendors with Triton Technologies and Western A/V responding. Staff evaluated the proposals for qualifications, experience, references, scope of work, and pricing. Western A/V scored the highest and provided the lowest cost. The work requires the new A/V systems to be substantially completed after 14 workdays from the first day of installation to minimize the impact of use for the Council Chamber.
7. ATTACHMENTS
• Agreement with Western A/V