Agenda #: 5.6
Meeting Date: September 19, 2023
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: PUBLIC WORKS AGREEMENT WITH EIDIM GROUP, INC. DBA EIDIM
AV TECHNOLOGY FOR WINDMILL/WILLOW ROOM AUDIO VISUAL
& PRODUCTION CONTROL ROOM SYSTEMS UPGRADE PROJECT
(FP 23504).
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
A. Determine that approving the construction contract for the proposed Project is exempt from the California Environmental Quality Act pursuant to Sections 15301(c) and 15302 of the CEQA Guidelines;
B. Adopt Resolution No. 2023-31 approving the design plans, specifications, and working details for the Windmill/Willow Room Audio Visual & Production Control Room Systems Upgrade Project;
C. Approve, and authorize the City Manager to sign a construction contract with EIDIM Group, Inc. dba EIDIM AV Technology; in the amount of $355,065.70, plus a contingency amount of $53,260 for contract change orders, if any, to be approved by the City Manager, for a total authorization amount of $408,325.70; and D. Appropriate $108,326 from the PEG Fund (Fund 270) fund balance to the CIP Fund (Fund 301) for Project #FP23504.
FINANCIAL IMPACT:
The Project currently has an approved budget of $300,000, from the Public, Educational, and Governmental (PEG) Fund, in the FY 2023/24 Capital Improvement Program (CIP) (carried over from FY 2022/23). The total not-to-exceed amount of the proposed construction agreement is $355,065.70. An additional appropriation of PEG funds in the amount of $108,326 is needed to cover the revised project cost, which includes a fifteen percent (15%) contingency amount for unforeseen costs. Therefore,
the proposed project fund is as follows:
City Hall Cable Channel
Broadcast and A/V Equipment
Upgrade Project (CIP# FP23504)
Budget Encumbrance/
Expenses Balance
Approved Budget - PEG Funding $300,000.0
0 $300,000.00
New Request - PEG Funding $108,326.0
0 $408,326.00
Construction Agreement ($355,065.70)
Contingency (15%) ($53,260.00)
Balance $0.30
Sufficient funds are available within the PEG Fund to cover the cost of the project. PEG fees may be used only for capital expenditures related to the City’s operation of its PEG channels. The total contingency amount of $53,260 will only be used if unforeseen circumstances warrant a contract change order. General Fund monies will not be used for this project.
BACKGROUND:
The City Hall’s Windmill/Willow Room Audio Visual and Production Control Room Systems are proposed to be upgraded under the City Hall Cable Channel Broadcast and A/V Equipment Upgrade Project (Project). This upgrade will provide staff with the ability to broadcast meetings and other events from the City Hall Windmill Room.
From a budgetary standpoint, this Project was broken down into two phases: 1) Design and 2) Construction.
On July 1, 2021, a Consultant Services Agreement was entered into with Vidiflo, LLC for the audio/visual project management services associated with the design phase of the aforementioned Project. This included the review of vendor system design and bill of materials, compatibility of a new system with the existing broadcast system, verification of cabling paths within the Windmill Room to the Broadcast Room, daily oversight of the installation crew, and system commissioning oversight.
ANALYSIS:
The City received and opened seven (7) bids for the construction phase of this Project on April 26, 2023, as follows:
• Artistic Resources Corp - $328,133.00 (Non-responsive) • EIDIM Group, Inc. dba EIDIM AV Technology - $355,065.70 (Recommended) • Western Audio Visual - $377,240.03
• Matrix Audio Visual Designs, Inc - $387,852.42
• Sunset Electrical Contractors, Inc - $403,828.00
• Key Code Media - $439,739.67
• Southern California Sound Image Inc. - $449,000.00
After careful review, the lowest bid submitted by Artistic Resources Corp. was rejected as nonresponsive. EIDIM Group, Inc. dba EIDIM AV Technology was deemed the lowest responsive bidder, with a bid in the amount of $355,065.70. The license and references of EIDIM Group, Inc. were checked and found to be in good standing.
Upon City Council award of the contract, EIDIM Group, Inc. will furnish the necessary bonds and insurance, which will be approved as to form. After the award and subsequent execution of the contract, a “Notice to Proceed” will be issued.
The proposed Project is exempt from the California Environmental Quality Act pursuant to Sections 15301(c) and 15302 of the CEQA Guidelines.
The project schedule is tentatively set as follows:
Award of Contract September 19, 2023
Start of Construction October 2023
Completion of Construction June 2024
LEGAL REVIEW:
The City Attorney has reviewed and approved the Agreement as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Resolution No. 2023-31
2. 5.6.b Public Works Agreement - Windmill Willow Room AV System Upgrade Project
3. 5.6.c Windmill/Willow Room Audio Visual RFP