Title
[Contract Supplement] Audio Visual Implementation for Public Education Governmental (PEG) Grant Funding [Two-Third Vote Required]
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FileID
File ID: 2026-01751
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion by two-thirds vote: 1) waiving the 10-day posting requirement of City Code section 4.04.020 C for the audio visual implementation for Public Education Governmental (PEG) grant funding agreements and 2) authorizing the City Manager or designee to execute; Supplemental Agreement No. 1 to City Agreement PRC004355 with AVI-SPL to support the PEG upgrades for audio visual services by $1,018,339.02, increasing the total not-to-exceed amount to $2,518,339.02; and 3) Supplemental Agreement No. 1 to City Agreement PRC004316 with Forte to support the PEG upgrades for audio visual services by $530,282.38, increasing the total not-to-exceed amount to $2,030,282.38.
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Contact
Contact: Mollie Chacon, IT Manager, (916) 808-8785, mchacon@cityofsacramento.org; Darin Arcolino, Chief Information Officer, (916) 808-0403, darcolino@cityofsacramento.org; IT Department
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Supplemental Agreement for AVI-SPL
3-Supplemental Agreement for Forte
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Description/Analysis
IssueDetail
Issue Detail: On July 16, 2026, the Sacramento Metropolitan Cable Television Commission (SMCTC) awarded the City $1,658,324 in PEG funding for Fiscal Year 2026/27. City Council accepted the award on August 18, 2026 (Resolution No. 2026-0227).
The PEG funding will modernize and improve the City's audiovisual infrastructure supporting City Council meetings, public hearings, presentations, and other governmental proceedings. The project is necessary to replace aging and obsolete audiovisual equipment, improve system reliability, and provide the infrastructure needed to continue delivering high-quality public meeting broadcasts and streaming services.
The project includes installing and integrating new audiovisual presentation control hardware in the Historic Hearing Room and upgrading the City's broadcast camera system. The project will also replace obsolete and unsupported equipment in the City Hall Council Chambers and integrate the upgraded systems with additional City Hall meeting rooms. These improvements will create a more consistent and reliable audiovisual environment across City facilities used for public meetings and governmental functions.
Additional improvements include replacing playback speakers in the Council Chambers; implementing more granular audio controls for Clerk and Control Room displays; replacing and integrating digital signal processor (DSP) audio amplifiers; and installing new video switchers and centralized audio and video control panels in the Media Control Room. Collectively, these improvements will modernize the City's audiovisual production infrastructure and strengthen the transmission of meeting audio and video into the City's streaming environment.
The supplemental agreements with AVI-SPL and Forte will provide the specialized equipment installation, integration, configuration, and low-voltage services necessary to complete the PEG-funded improvements. These services build upon the City's existing audiovisual infrastructure and require coordination among multiple systems to minimize disruption to City Council meetings and other public proceedings.
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PolicyConsiderations
Policy Considerations: The agreement is in alignment with the Mayor and Council Budget Priorities and the Demonstration Partnerships Policy adopted by the City Council on April 25, 2017 (Resolution No. 2017-0150).
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EconomicImpacts
Economic Impacts: Not applicable.
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EnvironmentalConsiderations
Environmental Considerations: Not applicable.
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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 recommended supplemental agreements will allow the City to implement the improvements identified in the approved PEG-funded project and meet the requirements associated with the $1,658,324 PEG award. The work involves specialized audiovisual, broadcast, low-voltage, equipment integration, and system configuration services that are beyond the City's routine day-to-day audiovisual maintenance workload.
The Department of Information Technology provides and maintains audiovisual services throughout the City and will continue to provide ongoing operational support for these systems. However, the scale and specialized nature of this project require additional qualified contractor resources to complete the equipment installation, integration, configuration, and testing within the required project timeframe while maintaining continuity of City Council meetings, public hearings, and other governmental proceedings.
AVI-SPL and Forte have the specialized expertise and qualified personnel necessary to perform the required audiovisual and low-voltage work and to integrate the new equipment with the City's existing infrastructure. Utilizing these contractors will allow the City to complete the PEG-funded improvements efficiently while minimizing impacts on ongoing City operations and public meetings.
As such, staff recommends approval of Supplemental Agreement No. 1 with AVI-SPL in the amount of $1,018,339.02 and Supplemental Agreement No. 1 with Forte in the amount of $530,282.38 to complete the PEG-funded audiovisual improvements.
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FinancialConsiderations
Financial Considerations: The Council Chamber/Hearing Room Program (A07001000, CIP Reimbursable Fund 3702) was established to record the reimbursement expenses for the equipment and services from the PEG award There are sufficient funds in the project to complete these upgrades.
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LocalBusinessEnterprise
Local Business Enterprise (LBE): Not applicable.
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