Agenda #: 5.19
Meeting Date: June 17, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: NOTICE OF COMPLETION FOR THE CITY HALL CABLE CHANNEL BROADCAST & AV EQUIPMENT UPGRADE, PROJECT #FP23504.
STRATEGIC
GOAL: Open, Engaged & Responsive Government
RECOMMENDATION:
Approve, and authorize the Director of Public Works/City Engineer, to file the Notice of Completion.
FINANCIAL IMPACT:
Funding was included in the FY23/24 Capital Improvement Program and carried over to FY24/25. The final construction cost of the Project is $373,307.72 which is $35,017.98 under the total authorization amount of $408,325.70.
BACKGROUND/DISCUSSION:
The Windmill/Willow Room Audio Visual & Production Control Room Systems Upgrade Project (FP 23504) included the upgrade of broadcast and A/V equipment at City Hall, which provides staff with the ability to broadcast from the City Hall Windmill Room. This ensures greater transparency and accessibility for residents who wish to stay informed about City business, especially those that cannot attend meetings in person. This aligns with the City Council’s goal of fostering an Open, Engaged and Responsive Government. 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 the new system with the existing broadcast system, verification of cabling paths within the Windmill Room to the Broadcast Room, oversight of the Installation Crew, and system commissioning oversight.
The City Council awarded the construction contract to EIDIM Group, Inc., dba EIDIM AV Technology, on September 19, 2023, in an amount not to exceed $355,065.70. To cover unforeseen expenses, a 15% contingency of $53,260.00 was proposed, resulting in a not-to-exceed total of $408,325.70. This Project is fully funded using PEG Funds.
The City authorized the Notice to Proceed for the construction project on October 10, 2023.
EIDIM Group, Inc. has completed all work required of this Project, including all punch list items, on May 22, 2025. There were five approved change orders associated with this Project:
1) A change order in the amount of $10,692.52 to allow for additional equipment, wiring and revision to the shop drawings.
2) A change order in the amount of $960.99 to substitute a piece of equipment with a replacement item.
3) A change order in the amount of $2,178.28 to substitute a piece of equipment with a replacement item.
4) A change order in the amount of $3,518.15 to replace the existing Assisted Listening System in the Windmill Room.
5) A change order in the amount of $892.09 to replace the existing podium microphone in the Windmill Room; with no financial impact, and added five (5) calendar days to the contract due to delivery of equipment and installation.
The total construction cost was $373,307.73.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.19.a Notice of Completion