Agenda Item Wording:
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Authorization to purchase audio and video equipment for the Phase 2 City Civic Center - Authorize the City Manager to bypass the City purchasing policy and enter into a sole source purchase agreement with NTM Productions for audio and video technology equipment for the Phase 2 City Civic Center Building Project to outfit the Council Chambers, Public Safety Building, and Police Evidence Building in the amount of $220,162.
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Agenda Date: 11/02/2026
Prepared by:
Jaime Salazar, IS Supervisor, 559-713-4121, jaime.salazar@visalia.gov
John Howison, IS Manager, 559-713-4122, john.howison@visalia.gov
Renee Nagel, Finance & Technology Services Director, 559-713-4375 renee.nagel@visalia.gov
Department Recommendation:
Staff recommend that the City Council authorize the City Manager to bypass the City purchasing policy and enter into a sole source purchase agreement with NTM Productions for audio and video technology equipment for the Phase 2 City Civic Center Building Project to outfit the Council Chambers, Public Safety Building, and Police Evidence Building in the amount of $220,162.
Summary:
The Phase 2 Civic Center Building Project includes audio and video technology equipment for the Council Chambers, Public Safety Building, and Police Evidence Building. The proposed purchase will provide the displays and audio/video equipment necessary to support presentations, meetings, and enhanced communication for each facility.
Staff recommend a sole-source purchase to NTM Productions because the equipment must integrate with the audio and video systems being implemented for the Phase 2 City Civic Center Building Project. NTM Productions is a sub-contractor of Seals Construction and is responsible for the system design, programming, installation, and integration of audio-visual equipment and has established the equipment specifications and configurations required for the Council Chambers, Public Safety Building, and Police Evidence Building.
Procuring the equipment through NTM Productions will maintain compatibility with the approved system design and provide a single point of responsibility for equipment performance, configuration, and integration. Purchasing through another vendor would require proprietary programming access and coordination with NTM Productions which may adversely affect system integration and functionality. Based on these requirements, staff recommend purchasing the equipment directly from NTM Productions.
Background Discussion:
Audio and video technology is a large component of the Phase 2 City Civic Center Building Project. The Council Chambers, Public Safety Building, and Police Evidence Building require equipment appropriate to their respective uses and compatible with the planned building infrastructure.
For the Council Chambers, the proposed equipment will support the presentation and communication of information during City Council meetings, provide informative displays in the lobby, break-out room and conferencing rooms. Displays and equipment for the Public Safety and Police Evidence buildings will support meetings, training, presentations, and other operational functions.
The proposed purchase includes equipment such as displays, audio visual network switches and control systems. Equipment selection has been coordinated with the project team to address room requirements, compatibility, ease of operation, and ongoing support.
Purchasing the equipment in coordination with the construction schedule will allow delivery, installation, configuration, and testing to be completed in preparation for occupancy and use. This purchase is part of the Furniture Fixtures and Equipment budget for the Civic Center Phase 2 project. These are items that were included as part of the bid for audio visual connections, power, and wiring and are required to complete the project scope.
NTM Productions is the sub-contractor for Seals Construction who is responsible for the computer network wiring, audio visual networking, and audio-visual integrations. It is vital that the displays and audio-visual components be provided and installed by the same contractor during the construction phase. NTM Productions will ensure compatibility with the design and take responsibility for ensuring that every aspect of the audio-visual system is functional. Having a single vendor responsible for the integration will remove the potential for conflict and allow for timely and expedient remediation of any issues.
Fiscal impact including annual maintenance and operating costs:
The total purchase cost is $220,162, including equipment, freight, taxes, and other applicable costs. Funding will be provided through the Civic Center fund, CIP 3010-72000/CP0374-999.
Estimated annual licensing costs are $2,235. Future equipment replacement and support costs will be addressed through the City’s technology maintenance and replacement planning.
Prior Council Action:
Approval of the Civic Center Phase 2 project and design.
Alternatives:
Council can direct staff to issue a request for proposal for the equipment purchase, installation, and programming of the additional audio video components. This alternative could provide additional pricing comparisons. However, it would require additional time for solicitation, evaluation, and coordination with the project team to confirm compatibility and responsibility for system integration. This could delay equipment delivery and installation and affect readiness for occupancy.
Recommended Motion (and alternative motions if expected):
recommendation
I move to authorize the City Manager to bypass the City purchasing policy and approve a sole source purchase agreement for $220,162 with NTM for the Phase 2 City Civic Center Building Project.
Deadline for Action: 11/02/2026
Attachments:
Audio Video Quote.pdf
Ownership Disclosure and Levine Act Statement.pdf
Strategic Goal: Indicates which City Strategic Goal(s) this item supports. Select all that apply.
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