RESOLUTION NO. (XX)
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COTATI AWARDING
THE CONSTRUCTION CONTRACT FOR THE COTATI CITY HALL, CITY
COUNCIL CHAMBERS AUDIO VISUAL SYSTEM UPGRADES PROJECT TO
CODA TECHNOLOGY GROUP AND AUTHORIZING THE CITY MANAGER TO
EXECUTE THE SAID AGREEMENT AND ANY NEEDED CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT UP TO THE BUDGETED PROJECT AMOUNT WHEREAS, the City Council Chambers Audio Visual System was originally installed in 2014, with a significant change in operations in 2020 to add live remote participation by Zoom; and
WHEREAS, in the past several years, the frequency of unexpected audio or broadcast issues has increased, primarily due to the age of portions of the system and the complexity of the current system, which was backed into with the changes in 2020; and WHEREAS, the City Council directed staff to work on upgrades to the system to improve reliability (“Project”), subsequently authorized design work by the Shallack Collaborative and budgeted $306,000 for construction in the FY 24/25 City budget; and WHEREAS, the Project will replace the broadcast system to simplify the operations and improve system reliability; and
WHEREAS, the design was completed, the Project advertised for bidding and bids were opened on September 19, 2024; and
WHEREAS, two bids were received: one from PCD with a base bid of $366,934.00 and the other from CODA Technology Group with a base bid of $253,571.95; and WHEREAS, the Engineer’s Estimate for the base bid is $260,000; and WHEREAS, the lowest responsive and responsible bidder was CODA Technology Group with a base bid of $253,571.95; and
WHEREAS, as is common in most bids, the bid from CODA Technology Group included minor irregularities that the City is waiving; and WHEREAS, the proposed Project design and schedule requires the contractor to build and test the system off-site prior to installation to allow for construction and commission the system in an extremely compressed timeframe during the holiday break in December and be ready for the first meeting in January 2025; and
WHEREAS, this action is found to qualify for a Class 1 Categorical Exemption under CEQA Section 15301 in that the Project consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of the existing or former use.
NOW THEREFORE BE IT RESOLVED by the City Council of the City of Cotati:
1. All the above recitals are true, correct, and incorporated herein by reference; and
2. The construction contract for the Project is awarded to CODA Technology Group for $253,571.95; and
3. The City Manager (or designee) is authorized to execute the construction contract for the Project and any needed change orders, amendments and miscellaneous Project expenses up to $306,000.
IT IS HEREBY CERTIFIED that the foregoing resolution was duly adopted at a regular meeting of the City Council of the City of Cotati held on September 24, 2024, by the following vote, to wit:
Approved:___________________________
Mayor
Attest:______________________________
Kevin Patterson, Deputy City Clerk
Approved as to form:______________________________
City Attorney