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City of San Leandro <br />City Council <br />Meeting Date: July 7, 2025 <br />Agenda Number: 5.l. <br />Agenda Section: CONSENT CALENDAR <br />File Number: 25-341 <br />File Type: Staff Report <br />Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Service <br />Agreement with ELB US Inc. for the Council Chambers Audio/Video Modernization Project in Fiscal Year <br />2025-2026 in the Amount of $415,994 <br />COUNCIL PRIORITY <br />•Infrastructure <br />•Sustainability & Resiliency <br />•Fiscal Sustainability and Transparency <br />SUMMARY & RECOMMENDATIONS <br />Staff recommends that the City Council adopt a resolution to approve and authorize the City <br />Manager to execute a Consulting Services Agreement with ELB US Inc. for the modernization of <br />the audio/video systems in the City Council Chambers, including related improvements in the City <br />Manager’s Office and Sister Cities meeting room, for a total not-to-exceed amount of $415,994 in <br />FY 2025-2026; and authorize the appropriation of $415,994 from the PEG Fund. <br />BACKGROUND <br />The Information Technology Department (IT) manages the City’s audio/video (A/V) infrastructure, <br />including the systems used in the Council Chambers and other public meeting spaces. These <br />systems are essential to the conduct of City Council meetings, Board and Commission hearings, <br />and public transparency through live and recorded broadcasts. <br />The current A/V infrastructure in the Council Chambers is outdated, frequently unreliable, and <br />lacks compatibility with modern platforms such as Zoom and hybrid conferencing systems. This <br />results in operational inefficiencies, disruptions to public meetings, and increased maintenance <br />burden. Routine equipment failures negatively impact the City’s ability to conduct accessible, <br />high-quality civic engagement. <br />To address these challenges, staff developed and issued Request for Proposals (RFP No. <br />63236 - Audiovisual Technology Enhancement) in May 2025. The City received six responses <br />and conducted a rigorous evaluation based on technical expertise, service offerings, cost, and <br />qualifications. <br />ELB US Inc. was selected as the most qualified and cost-effective vendor, with a proposal that <br />includes a comprehensive redesign and installation of modern A/V systems, as well as <br />preventative maintenance and value-added services at no additional cost to the City. <br />Analysis <br />The IT Department and City Manager’s Office released a Request for Proposals (RFP) in May <br />2025, received six proposals from Audio/Video installers and service providers, and selected <br />ELB US Inc., taking into consideration technical capabilities, reliability, functionality, <br />Page 1 City of San Leandro Printed on 9/4/2025