DATE: December 17, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Information Technologies Department
TITLE: PUBLIC WORKS AGREEMENT TO UPGRADE THE AUDIO AND VIDEO EQUIPMENT IN THE LIBRARY COMMUNITY ROOMS, AND APPROPRIATION THEREFOR
RECOMMENDATION
title
Staff recommends that the City Council approve a Public Works Agreement (PWA) with EIDIM Group Inc. (EIDIM), in the amount of $186,117, to upgrade the Library Community Rooms with modern audio and video equipment; appropriate $186,117 from the Information Services Reserve fund; and authorize the City Manager to execute the agreement.
body
BACKGROUND AND ANALYSIS
The Library Community Rooms are commonly used as an alternative meeting space for the City’s Boards and Commissions to meet, as well as other public meetings, when the City Council Chambers are not available. However, the room currently lacks sufficient technology for projecting sound, displaying on-screen visuals, or streaming meetings over the internet. Modernizing this location will allow the City to better meet the growing needs for this space.
On September 3, 2025, staff posted a Request for Proposals (RFP) to solicit quotes to upgrade the room with modern audio and video equipment. Staff received ten proposals, and after narrowing down the selection to the four most responsive submissions, meetings were held with each of these four vendors to review scope and ask further questions. After meeting with these vendors, it was determined that EIDIM Group Inc submitted the proposal that best met the City’s needs at a substantial value.
The solution proposed by EIDIM will include a modern LED video wall in the front of the room for audience viewing, a large format tv/confidence monitor in the back for presenters to reference while speaking, speakers throughout the room, twelve wireless boom microphones, and a pan-tilt-zoom camera for online video streaming. This solution will allow staff to host in-person as well as online meetings in a dedicated, functional space, outside of using the City Council Chambers.
FISCAL IMPACT
The cost of the PWA with EIDIM is $186,117 which includes a 10% contingency to handle unforeseen circumstances. This will be charged to the I.T. Audio Visual Account 155155841.5706. Staff is requesting an appropriation in the amount of $186,117 from the Information Services Hardware Reserve fund 841.3100.0165, which has an available balance of $2M.
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
end
Prepared by: Chris Freeman, Information Technologies Procurement Analyst
Reviewed by: Dave Riha, Information Technologies Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Public Works Agreement with EIDIM
3. EIDIM Proposal