Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Dr. Shruti Dhapodkar, Director, Department of Emergency Management
Subject: Amendment to the Agreement with Creation Networks, Inc. for Audio-Visual Infrastructure Upgrades in the San Mateo County Regional Operations Center (ROC)/Emergency Operations Center (EOC) to Include the Purchase and Installation of a new Integrated Command-Center Display
RECOMMENDATION:
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Adopt a resolution authorizing an amended agreement with Creation Networks, Inc. to purchase and install a new Integrated Command-Center Display and associated audio-visual system upgrades for the San Mateo County Regional Operations Center (ROC)/Emergency Operations Center (EOC), in increased amount of $579,445.71 for a total not to exceed $775,770.33.
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BACKGROUND:
The current video display in the San Mateo County Regional Operations Center (ROC)/Emergency Operations Center (EOC), located at the County Center in Redwood City, has exceeded its projected lifespan and is now outdated technology. The ROC serves as the County’s central hub for mission-critical emergency operations, housing the Emergency Operations Center (EOC), 9-1-1 Public Safety Dispatch, and Emergency Management (SMC EM). Designed as a seismically safe, state-of-the-art facility, the ROC is capable of sustaining emergency personnel 24 hours a day, seven days a week, in response to emergency activations and to support countywide major incidents and operations.
A modern integrated command-center display is a foundational requirement for any effective EOC. Research and industry standards for emergency operations centers consistently emphasize that large-scale, high-resolution display systems are essential for maintaining situational awareness during emergencies. Integrated command-center displays consolidate multiple real-time data sources such as live camera feeds from traffic, security, body-worn cameras or drones; GIS mapping layers; weather overlays; resource status boards (shelters, personnel, equipment); incident reports; social media streams; and inter-agency dashboards into a single, shared Common Operating Picture (COP) visible to the entire command team simultaneously. This capability enables faster pattern recognition, reduces cognitive load on operators, supports multi-agency coordination, and accelerates decision-making when seconds count. Without it, fragmented information on individual monitors can lead to delays, miscommunication, or overlooked details, compromising response effectiveness.
The California Emergency Services Act and federal guidelines (e.g., FEMA’s Comprehensive Preparedness Guide) underscore the need for robust command-and-control technology to ensure 24/7 operational readiness. The existing Integrated Command-Center Display, installed when the ROC opened, has exceeded its projected lifespan, is now out of warranty, and no longer meets current performance standards for resolution, brightness, reliability, or flexibility in handling today’s data-intensive emergency scenarios (e.g., wildfires, earthquakes, hazardous materials events, or large-scale public safety incidents common to the Bay Area). In the event of a malfunction or component failure, obtaining replacement parts is becoming increasingly difficult and costly. Replacement of this system is therefore imperative to position the ROC/EOC as a fully capable, resilient functional center ready to handle any emergency activation at any time.
DISCUSSION:
Emergency Management (SMC EM) has obtained an approved piggyback contract waiver that has been reviewed and approved by the Procurement Department. The existing agreement is held by the Chief Executive Officer’s Office and was awarded through a competitively bid process. Staff has determined that the proposal submitted by Creation Networks, Inc. (Project No. CREAT-5261, dated April 3, 2026) is the most comprehensive and cost-effective solution to modernize the ROC/EOC’s audio-visual infrastructure. The scope replaces the existing video display with a new Absen M54 LED display (19.69 ft x 6.64 ft, 130.74 sq ft, 9600 x 3240 resolution) using advanced LED technology for superior brightness, seamless tiling, longer lifespan, and lower maintenance.
This is a complete turnkey solution that includes all labor, programming, shipping, travel, tariffs, and installation. The project preserves the County’s existing operational workflows and multi-window video configurations while delivering significantly improved performance, reliability, and future-proofing. The quote from Creation Networks represents a fixed-price proposal developed specifically for the County of San Mateo and will not exceed the quoted amount.
This upgrade aligns with best practices observed in Emergency Operations Centers nationwide, where modern integrated command-center display systems have demonstrably improved response times, enhanced coordination, supported scalability for surge staffing during major activations, and enabled seamless integration with existing 9-1-1 Public Safety Dispatch and multi-agency partners. No disruption to ongoing operations is anticipated beyond scheduled installation windows.
COMMUNITY IMPACT:
This upgrade directly supports the County’s ability to protect lives, property, and critical infrastructure during emergencies. By restoring and enhancing the ROC/EOC’s core visualization capability, the County ensures timely, coordinated responses across all 20 cities and unincorporated areas. The modernized system will benefit every resident by enabling more effective handling of wildfires, earthquakes, hazardous materials incidents, public health emergencies, or other events, ultimately strengthening community resilience and public safety.
FISCAL IMPACT:
The amendment with Creation Networks, Inc. is for an amount not to exceed $579,445.71. This includes Equipment ($411,717.62), Misc. Parts Adjustment ($10,292.58), Labor ($103,596.93), Sales Tax ($40,618.48.), and Shipping ($13,220.10). Funding for this purchase is included in the FY 2025-26 budget and the FY 2026-27 recommended budget and there is no other impact to Net County Cost.