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Home My WebLink About12 - Community Room Audio -Visual Improvements — Award of C- 7817-1 (19F02)Q SEW Pp�T CITY OF z NEWPORT BEACH c�<,FORN'P City Council Staff Report May 12, 2020 Agenda Item No. 12 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Tom Sandefur, Assistant City Engineer, tsandefur@newportbeachca.gov PHONE: 949-644-3321 TITLE: Community Room Audio -Visual Improvements — Award of Contract No. 7817-1 (19F02) ABSTRACT: Staff received construction bids for the Community Room Audio -Visual Improvements Project and requests City Council approval to award the construction contract to VMI, Inc. RECOMMENDATION: a) Find this project exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (a) (Interior or exterior alteration involving electrical conveyances) of the CEQA Guidelines, because this project results in negligible or no expansion of existing capacity; b) Approve the project drawings and specifications; c) Award Contract No. 7817-1 to VMI Inc. for the total base bid amount of $122,492.21, and authorize the Mayor and City Clerk to execute the associated construction contract; d) Establish $12,250.00, (approximately 10 percent) contingency to cover unforeseen conditions, extra work and/or material quantities; and e) Approve Budget Amendment No. 20-045 appropriating $118,842.21 in increased expenditures from unappropriated General Fund, PEG Fee Reserve fund balance to Account No. 01201925-980000-19F02. 12-1 Community Room Audio -Visual Improvements — Award of Contract No. 7817-1 (19F02) May 12, 2020 Page 2 FUNDING REQUIREMENTS: Upon approval of the proposed budget amendment, sufficient funding is available within the current Capital Improvement Program budget for the award of this contract. The recommended Budget Amendment appropriates $118,842.21 of increased expenditures from the General Fund, PEG Fee Reserve fund balance to Account No. 01201925- 980000-19F02. Public Education and Government (PEG) funds are designated for projects that improve communication between the City and the public. The following funds will be expensed: Account Description Account Number Facilities Maintenance Master Plan 01201925-980000-19F02 $ Proposed expenditures are as follows: Vendor VMI, Inc. VMI, Inc. Various DISCUSSION: Purpose Construction Contract Construction Contingency Printing & Incidentals Total: Amount 136,742.21 $ 122,492.21 $ 12,250.00 $ 2,000.00 $ 136,742.21 The Civic Center Community Room hosts events, classes, forums, and serves as overflow seating for City Council meetings. In the current environment, where we are following social distancing requirements in response to the COVID-19 Pandemic, the room provides the venue for public attendance and comment at City Council meetings. The audio-visual (A/V) system currently consists of a roll down screen and a projector mounted on the ceiling. The system suffers when the room is brightly lit or the sun shines through the glass curtain wall and washes out the video screen. This project replaces the video projection with a video wall consisting of nine linked video monitors that create a single screen measuring approximately 165 -inches across. The project also updates the control panels and boxes and provides for a power supply backup to the server rack in the room. At 10 a.m. on April 7, 2020, the City Clerk opened and read the following bids for this project: Bidder Total Bid Amount Low VMI, Inc. $ 122,492.21 2nd Digital Networks Group $ 129,146.05 3rd EIDIM Group, Inc. dba EIDIM AV Technology $ 135,186.11 12-2 Community Room Audio -Visual Improvements — Award of Contract No. 7817-1 (19F02) May 12, 2020 Page 3 The low bid amount is 18 percent below the Engineer's Estimate of $150,000. The low bidder, VMI, Inc., possesses a California state contractor's license classification "C-7" as required by the project specifications. The contractor is registered with the California Department of Industrial Relations as required by California law to work and bid on public contracts. A check of the contractor's references indicates satisfactory completion of similar projects for other local public agencies. The work necessary for the completion of this contract consists of installing a video wall display and all related wiring and audio-visual equipment; installing structural mounting system for installation of the video wall; and modifying the existing fabric panels for the mounting of the video wall. The contract also includes the acquisition of any required Building Permit and any plans required for the acquisition of the permit. Pursuant to the Contract Specifications, the Contractor will have 15 consecutive working days to complete the work. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this project exempt from the California Environmental Quality Act (" CEQA") pursuant to Section 15301 (a) (Interior or exterior alteration involving electrical conveyances) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because the replacement or reconstruction of existing structures and facilities will have substantially the same purpose and capacity as the structure replaced. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Budget Amendment 12-3 City of Newport Beach BUDGET AMENDMENT Department: Public Works Requestor: Angela Crespi 0 CITY MANAGER'S APPROVAL ONLY 2 COUNCIL APPROVAL REQUIRED ONE TIME: F] Yes E No Approvals ATTACHMENT A BA#: 20-045 Prepared by: Walid Harding Finance Director: Date Citv Clerk: Date EXPLANATION FOR REQUEST: To increase expenditure appropriations to be used for an agreement with VMI Inc. for the Community Room 0 from existing budget appropriations Audio Visual upgrade. El from additional estimated revenues El from unappropriated fund balance REVENUES Fund # Or Object Project 012 01299 691010 Description I Interfund Transfers - Transfer In General Fund Increase or (Decrease) $ $118,842.21 Subtotal �$— 118,842.21 EXPENDITURES Fund # Or Object 012 01201925980000 010 01099 991012 Project 119F02 Description Increase or (Decrease) $ :Facilities - CIP Expenditures For GL i....... .. $118,842.21 'General Fund Interfund Transfr -Transfer Out CIP Fund + --- ------- - ---- f --------- - -- -----------i I - - ----- Subtotal $ 237,684 42 FUND BALANCE Fund # Object_ Description --------- Increase or (Decrease) $ 1010jGeneral Fund - PEG Reserve t $118,84221;! ---- ........... ...... J ......... .............___. _._..._ __...._..--_--.___+--------- Subtotah$ (118,842.21)J Fund Balance Change Required 12-4