CC - Item 6B – Audiovisual System Upgrades to the City Council Chambers – City Project No. 31030ROSEMEAD CITY COUNCIL
STAFF REPORT
TO: THE HONORABLE MAYOR AND CITY COUNCIL
FROM: BEN KIM, CITY MANAGER
DATE: APRIL 22, 2025
SUBJECT: AUDIOVISUAL SYSTEM UPGRADES TO THE CITY COUNCIL
CHAMBERS — CITY PROJECT NO. 31030
SUMMARY
Staff is seeking City Council direction on design elements for the City Council Chambers audio
and video (audiovisual) upgrades project. This project aims to implement permanent audiovisual
improvements to enhance public meetings and virtual accessibility. Upgrades include replacing
the existing equipment with state-of-the-art equipment, including new display(s) system(s),
enhanced audio system with all new direct -beam microphones, wireless connectivity, two video
cameras with pan -tilt -zoom capabilities, a broadcast video switcher, new speaker amplifier, web
conferencing equipment, and a PC workstation with 27 -inch monitor.
The existing audio-visual equipment in the City Council Chambers, originally installed in 2008,
has not only become obsolete but also poses substantial operational challenges. Over the years,
the audio and visual quality have greatly deteriorated, emphasizing the urgent necessity for a
complete system overhaul. The current projector often displays poor and opaque visuals, making
it difficult for both council members and attendees to clearly see presentations or visual content.
Additionally, the microphones often emit a screeching feedback sound and produce poor audio
quality and making it challenging for participants to hear and understand discussions clearly.
This degradation in equipment performance has led to frequent maintenance needs, and these
issues often disrupt the smooth flow of public meetings, significantly impacting their overall
efficiency and reliability.
More recently, during the COVID-19 pandemic in 2020, the city implemented temporary audio-
visual adjustments and workarounds to the system in order to pivot and facilitate remote virtual
participation in public meetings while maintaining transparency. Adjustments included installing
a tripod -mounted camera within the public seating area and setting up a TV screen to display
Zoom -driven presentations for the City Council. These makeshift solutions effectively supported
the city during a period of urgency and rapid adaptation but were meant to be temporary as they
were not aesthetically pleasing due to the loss of audience seating and the presence of above -
surface wiring. Now that operations have resumed to in-person and hybrid formats, it is an
AGENDA ITEM 6.13
City Council Meeting
April 22, 2025
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appropriate time to transition to permanent audiovisual enhancements that address both current
and future needs.
To address this, staff included the audiovisual upgrade project in the FY 2024-25 Capital
Improvement Program (CIP) and allocated $80,000 for its implementation. On August 28, 2024,
staff circulated a Request for Proposals (RFP) for a design -build approach to the project.
However, during the RFP process, staff decided to switch to a more conventional design -bid
process. A total of three (3) proposals were received and reviewed by Staff. After reviewing the
proposals received, the staff selected Studio Spectrum, Inc. as the preferred vendor to design and
prepare the implementation plans for the audiovisual system upgrades. Studio Spectrum is the
most familiar with the audiovisual system because they are the original vendor and currently
maintains it.
Considering the diverse range of audiovisual technologies available, staff is seeking input from
the City Council before initiating the design process. This input will help determine the most
appropriate design approach and any additional technologies that best align with the City's
objectives for performance, aesthetics, and long-term functionality. In preparation for the City
Council presentation, staff conducted a preliminary study of the latest cutting-edge technologies,
including:
Advanced Displays
Within a Council Chambers setting, advanced large displays can serve as the backbone for
interactive and productive council meetings. They allow real-time collaboration and the
presentation of content -rich materials, crucial for engaging and informative sessions. The ability
to display dynamic content in real-time is invaluable for making live announcements and sharing
pertinent information quickly with council members and attendees. These displays can be
scheduled to run content for 8, 16, or even 24-hour intervals, ensuring information remains
accessible throughout extended meetings or events. This functionality supports a diverse range of
needs, from detailed budget reports to visualizing planning proposals.
Wireless Presentation Systems:
Wireless presentation systems modernize the way Council members and staff share information
during meetings. These systems allow seamless content sharing from any device, be it a laptop,
tablet, or smartphone, thereby enhancing efficiency and user experience. This ease of access
ensures that staff members can present data, documents, and visuals without technical delays,
keeping discussions fluid and uninterrupted. The flexibility provided by wireless systems ensures
that presentations are smooth and technologically hassle -free, allowing participants to focus on
decision-making and policy discussions.
Advanced Sound Systems:
In a Council Chamber setting, advanced sound systems are essential to ensure that all members
and participants are heard clearly, regardless of the room's size or acoustics. Microphones with
next -generation array architecture offer superior directional pickup, capturing natural speech
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April 22, 2025
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while minimizing ambient noise. Noise -canceling features further enhance sound clarity, making
sure that discussions are intelligible and focused. This high-quality audio setup is crucial for
maintaining the formality and professionalism expected in council meetings, ensuring that
proceedings are recorded accurately and that all voices are heard equally.
Video Conferencing Solutions:
Video conferencing solutions enable council chambers to connect effortlessly with remote
participants, whether they are council members, experts, or the public. Equipped with features
like 4K resolution and multi -point conferencing capabilities, these systems provide crystal-clear,
high-quality remote communication. This capability is essential for engaging participants who
cannot be physically present, allowing for broader participation and input during meetings. The
integration of such systems supports transparency and public engagement by making it easier to
broadcast meetings to a wider audience, fostering community involvement in the council's
decision-making process.
Control and Automation
Control and automation solutions play a pivotal role in optimizing the functionality and
efficiency of Council Chambers. By simplifying meetings and streamlining presentations, these
systems ensure seamless operation of audiovisual equipment, lighting, and climate controls from
a centralized interface. This integration allows for quick transitions between different meeting
setups and enhances the overall user experience. Additionally, control and automation systems
help manage the core infrastructure, reducing the need for manual interventions and minimizing
the risk of errors. This modernization not only contributes to a smoother meeting environment
but also supports sustainability goals by optimizing energy use and extending the lifespan of
equipment.
With these parameters in mind, Studio Spectrum submitted a proposal for design services of a
comprehensive audiovisual system. The scope of work includes new display system, enhanced
audio system, wireless connectivity, video cameras with pan -tilt -zoom capabilities, a broadcast
video switcher, new speaker amplifier, web conferencing equipment, and a PC workstation with
27 -inch monitor. However, prior to moving forward with the preparation of the plans, staff
would like to review several design options at various technological stages with varying cost
impacts with the City Council to obtain direction.
To guide Council discussion, staff has developed three design options based on a "Good, Better,
Best" framework:
• Good Option — NEC 4K LCD Display System (= $83,000) — This entry-level option
features dual 98 -inch Sharp/NEC UHD 4K flat panel LCD displays wall -mounted on
both sides of the Chamber walls adjacent to the dais. It includes a full video routing and
control system, updated broadcast capabilities, PTZ cameras, and upgraded audio for all
council and staff positions. This solution delivers strong functionality with the lowest
investment and minimal disruption.
City Council Meeting
April 22, 2025
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• Better Option — Philips Unite LED Display System (= $120,000) — The mid -tier
proposal introduces dual 110 -inch seamless Philips Unite LED video walls for a sleeker,
high -brightness visual presentation. This version enhances visibility, especially in large
or well -lit environments. The proposal includes additional integration labor and modern
control systems using Extron hardware, PTZ cameras, and an updated audio suite.
• Best Option — Planar MieroLED Display System (= $133,000) — The premium
configuration includes the audio and control capabilities in the previous option and it
upgrades to dual 109 -inch Planar All -in -One MicroLED displays with ultra -fine 1.2mm
pitch and integrated features such as built-in audio, multi -source viewing, and 10 -point
IR touch. It also includes the highest -performing visual technology, with 24/7 operation
reliability and high brightness levels for exceptional clarity.
In addition to the audiovisual enhancements, staff is proposing to incorporate city branding into
the Chamber. To make this decision, staff is requesting the City Council's direction, specifically
on whether to display the City Seal or the City Logo as the primary visual emblem on the
Chamber's back wall. The City Seal, which embodies Rosemead's civic identity in a formal and
traditional manner, is ideal for official government functions. However, it may appear visually
overwhelming. In contrast, the City Logo presents a modern and streamlined design that
enhances visual clarity and brand recognition, particularly in digital or video conference settings.
Nevertheless, it might be perceived as less formal. Staff seeks Council's preference on whether
to include this scope into the project.
STAFF RECOMMENDATION
Staff recommends that the City Council review the proposed design options and provide
direction on the preferred audiovisual and branding upgrade configuration.
FISCAL IMPACT
The project has been programmed in the FY 2024-25 Capital Improvement Program (CIP)
budget with an appropriation of $80,000. Final cost will depend on the design elements selected
by the City Council.
ENVIRONMENTA REVIEW
This project is exempt from CEQA under Section 15301 (Existing Facilities).
STRATEGIC PLAN IMPACT
This project supports the City's Strategic Plan goal of enhancing public transparency and access
through upgraded technology infrastructure.
PUBLIC NOTICE PROCESS
This item has been noticed through the regular agenda notification process.
City Council Meeting
April 22, 2025
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Attachment: Rendering of Council Chamber Emblem
Attachment A
Rendering of Council Chamber Emblem
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