Title
[Contract] Audio Visual Services [Published for 10-Day Review 06/11/2026]
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FileID
File ID: 2026-01086
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Location
Location: Citywide
Recommendation
Recommendation: Pass a Motion authorizing the City Manager or designee to execute nonprofessional service agreements with: 1) AV SPL, LLC for audio-visual (AV) services for an amount not-to-exceed $300,000, with five one-year automatic renewal, for a total contract amount of 1,500,000; and 2) FORTÉ for AV services for an amount not-to-exceed $300,000, with five one-year automatic renewal terms, for a total contract amount of $1,500,000.
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Contact
Contact: Manuel Martinez, IT Manager, (916) 808-8785, mmartinez@cityofsacramento.org; Darin Arcolino, CIO, (916) 808-0403, darcolino@cityofsacramento.org; Cassy Vaioleti, Program Specialist, (916) 808-8047, cvaioleti@cityofsacramento.org; Department of Information Technology
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-AVI SPL Agreement
3-FORTÉ Agreement
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Description/Analysis
IssueDetail
Issue Detail: The City’s AV infrastructure is outdated and lacks uniformity, particularly in critical locations such as council chambers and conference rooms, where dependable systems are essential for legislative functions and remote participation. The Department of Information Technology oversees AV systems across various meeting environments. However, limited staff and expertise hinder the City’s ability to meet increasing demands for hybrid meetings, modernization, emergency repairs, or routine maintenance. Numerous spaces require specialized installation and programming beyond the capabilities of in-house staff. Engaging qualified AV contractors is crucial for timely technical support and sustaining operational reliability and transparency. Engaging qualified AV contractors is crucial for timely technical support and sustaining operational reliability and transparency.
The City issued a Request for Proposal (RFP) (PP26071011001) to identify suppliers with proven expertise in AV system installation and maintenance. Notifications were sent to over 400 suppliers, resulting in seven (7) proposals being submitted.
Respondents were evaluated and ranked based on several criteria, including company profile, references, staff qualifications, industry certifications, pricing, overall value, and quality and completeness of their proposals. The evaluation panel consisted of city staff with varying levels of experience working with AV integrators, including project managers, technicians, and telecommunications engineers. After a comprehensive review of all proposals and completion of reference checks, the panel concluded that AVI-SPL and Forte provided the strongest proposals that best met the City’s needs to support our existing projects and ongoing AV requirements.
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PolicyConsiderations
Policy Considerations: The recommendations in this report are consistent with the provisions of Sacramento City Code chapter 3.56, Purchasing of Supplies and Services and consistent with the requirements of the City’s Non-Professional Services Administrative Policy (API) AP-4101, Section 3.2 regarding non-professional services over $250,000. This item was published for 10-day review on June 11, 2026, in compliance with the City Code.
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EconomicImpacts
Economic Impacts: None.
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EnvironmentalConsiderations
Environmental Considerations: Contracting for AV services is an administrative activity that will not result in direct or indirect physical changes in the environment and is not a project subject to California Environmental Quality Act (“CEQA”) review. CEQA Guidelines section 15378 (b)(5).
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Sustainability
Sustainability: Not applicable.
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Commission/Committee Action
Commission/Committee Action: Not applicable.
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RationaleforRecommendation
Rationale for Recommendation: The City will engage new contractors to upgrade equipment, enable hybrid teleconferencing, perform preventive maintenance, and respond quickly to critical issues, ensuring reliable AV systems for meetings and collaboration. With limited staff and expertise, the Department of Information Technology relies on qualified AV contractors for system upgrades, repairs, and complex integrations. These suppliers are essential to maintain consistent, future-ready AV operations that support public engagement and internal teamwork.
The selected contractors will provide on-call AV installation, programming, hybrid meeting integration, and maintenance for all City facilities. Using these contractors enables the City to efficiently handle urgent or high-priority AV needs, specialized projects like Public, Educational, Government (PEG) broadcasting, and maintain reliable operations. Staff recommends awarding contracts to AVI-SPL and Forte to ensure consistent and expert support for the City’s AV infrastructure.
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FinancialConsiderations
Financial Considerations: No additional funding is required. Funding for this service will be paid for by the requesting department on an as-needed basis.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): AVI SPL is an LBE; however, FORTE is not an LBE.
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