DATE: June 4, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Human Resources Department
TITLE: PUBLIC WORKS AGREEMENT TO REPLACE AND UPGRADE THE LIGHTING IN CITY COUNCIL CHAMBERS
RECOMMENDATION
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Staff recommends that the City Council approve a Public Works Agreement (PWA) with IES Communications, in the amount of $209,775, to replace and upgrade the lighting and related technology in the City Council Chambers; and authorize the City Manager to execute the agreement.
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BACKGROUND AND ANALYSIS
On August 7, 2024, the City Council approved a Professional Services Agreement with a vendor to replace the lighting in the City Council Chambers with energy-efficient LED studio lighting. Prior to beginning the work, the vendor informed the City that they were unable to procure the necessary equipment for the project. After staff had discussions with the vendor, as well as the City Attorney’s Office, both parties agreed to mutually terminate the agreement.
On March 24, 2025, staff posted a Request for Proposals (RFP) to solicit new quotes for upgrading the lighting in the City Council Chambers. Staff received two proposals, and after reviewing the submissions and meeting with both vendors, it was determined that staff would proceed with recommending the proposal submitted by IES Communications (IES). IES has demonstrated a thorough understanding of the technology and work required, and has staff with a positive history of completing projects of a similar nature for the City. The proposal from IES also presented the best value for the City.
In addition to the agreement with IES for lighting, staff is also completing upgrades in the City Council Chambers related to the sound system, as well as new touch screens at the dais. All upgrades are anticipated to be completed in the coming months.
FISCAL IMPACT
The cost of the PWA with IES is $209,775 which includes a 10% contingency to handle unforeseen circumstances. This will be charged to the Audio Visual Account 155155841.5706. This account has an available balance of $170,600. The remaining $39,175 will be transferred to that account from the Information Systems account 155010841.5320, which has an available balance of $64,611.
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.
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Prepared by: Chris Freeman, Information Technologies Procurement Analyst
Reviewed by: Rob O’Brien, Deputy City Manager
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. Public Works Agreement - IES
3. Quote