Title
Report regarding a resolution to authorize a professional services agreement with EIDIM Group, Inc., for the installation and commissioning of a new LED video wall at the Emergency Operations Center in the amount not to exceed $227,830; authorize the expenditure of Public, Educational, and Government funds for the purchase including a 10% contingency of $22,783 for a total of $250,613; and authorize the City Manager to execute the agreement (Tony Barrera, Information Technology Director).
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RECOMMENDATION
Recommendation
It is recommended that City Council adopt a resolution to authorize a professional services agreement with EIDIM Group, Inc., for the installation and commissioning of a new LED video wall at the Emergency Operations Center in the amount not to exceed $227,830; authorize the expenditure of Public, Educational, and Government funds for the purchase including a 10% contingency of $22,783 for a total of $250,613; and authorize the City Manager to execute the agreement.
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BACKGROUND/DISCUSSION
The Emergency Operations Center (EOC) video wall system was originally installed in 2018. The current configuration includes eight 55” LCD displays and an AV processor that manages 12 input sources, projecting content to both the video wall and external displays. Since its installation, the system has supported a range of critical functions, including COVID-19 operations, emergency response in support of large fire incidents and severe storm periods, city meetings and trainings, and county wide training exercises. The EOC also functions as the Fire Department’s primary training facility and is utilized daily.
However, over the past four years, the system has experienced a failure rate of approximately 80%. The Information Technology Department has been repeatedly dispatched to address issues ranging from simple equipment resets to complex reconfigurations of layout and operating system settings. Despite engaging three different audiovisual (AV) companies-one of which was the original system implementer-none have been able to resolve the persistent issues.
Given the EOC’s vital role in citywide emergency management and countywide training efforts, staff issued a Request for Proposal (RFP) to replace the existing video wall system. The RFP was posted on the City’s procurement website in April 2025, with a mandatory site visit to review the existing system and room layout. Fifteen local AV companies attended the meeting, where they asked detailed questions and gained a clear understanding of the system’s requirements and current challenges. As a result, the City received eight comprehensive proposals which aligned with the RFP specifications and insights gathered during the site visit.
Below are the list of companies and proposal costs:
|
Vendor |
Solution |
Costs |
|
CTI |
LCD |
$147,819 |
|
EIDIM Group, Inc. |
LED |
$178,643 |
|
Pacific Coast AV |
LCD |
$188,306 |
|
PCD |
LED |
$188,324 |
|
W. Bradley Electric |
|
$221,173 |
|
CDW-G |
|
$445,343 |
|
Jfiniti |
|
$1,235,559 |
|
Walker Telecomm Inc |
|
$1,423,785 |
City staff reviewed all submitted proposals and invited the four lowest-cost vendors for interviews to further explain their proposed solutions. The interview panel consisted of the IT Director, a Computer Services Technician, and the Emergency Services Captain-all of whom are familiar with the existing system’s ongoing issues.
Following the interviews, staff selected EIDIM Group, Inc., as the preferred vendor.
While EIDIM did not submit the lowest-cost proposal, their solution was determined to be the most comprehensive and effective. Unlike two other vendors who proposed using eight 55” LCD displays-a less expensive option that results in visible seams between panels-EIDIM recommended a seamless LED video wall. This solution offers a continuous, high-resolution display that enhances clarity and usability during emergency operations and training sessions.
In addition, after further discussions with EIDIM, City staff recommended including a five-year support plan and the addition of wireless gooseneck microphones. These enhancements will provide full support of the equipment and allow the room to be used for special City Council meetings and other public sessions that can be broadcast on the City’s Public, Educational, and Government (PEG) cable channel.
EIDIM’s scope of work includes installation of a seamless LED video wall, a new processor to manage multiple outputs, two web cameras to support virtual meetings, four new side displays, replacement of the existing overhead speakers, installation of new ceiling microphones, a new network rack, and a confidence monitor. Furthermore, the proposed solution will support over 12 input sources, enabling projection to both the video wall and external monitors-ensuring scalability to meet future operational needs. In addition to supporting emergency operations and training exercises, the new system will also serve as a platform for creating and broadcasting content for the City’s PEG channel.
The total cost for equipment, installation, five-year warranty and a 10% contingency is $250,613.
FISCAL IMPACT
Project funding is included in the fiscal year 2025-26 adopted budget from the PEG fund account. This project will not impact the General Fund.
CONCLUSION
The Emergency Operations Center (EOC) plays a vital role in managing emergency responses and hosting county- and city-wide training exercises. Reliable audio-visual equipment is essential to support these functions. EIDIM has proposed a comprehensive solution designed to improve system stability, ensure operational reliability in all scenarios, and provide five years of continued support, along with all necessary features for effective EOC operations and allow new functionality to broadcast to the PEG cable channel.