TO: HONORABLE MAYOR FROM: Matt Cano
AND CITY COUNCIL
SUBJECT: SEE BELOW DATE: January 24, 2022
Approved Date
2/2/2022
COUNCIL DISTRICT: 3
SUBJECT: 9979 - CITY HALL COUNCIL CHAMBERS AND COMMITTEE ROOMS
AUDIO VISUAL SYSTEM UPGRADE
RECOMMENDATION
Adopt a resolution authorizing the Director of Public Works to:
(a) Award and execute a contract for the City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade Project to the lowest responsive, responsible bidder in an amount not to exceed $1,500,000;
(b) Decide any timely bid protest(s) and make the City’s final determination as to the lowest responsive bidder that is responsible as needed to award the contract; and (c) Establish a construction contingency of up to fifteen percent of the amount of the construction contract for the project.
OUTCOME
Approval of this item will allow the City to award and execute the contract timely in order for the contractor to prepare and start demolition work during the July 2022 Council recess if possible. This project will upgrade the Audio Video Systems at the Council Chambers and the Committee Rooms at the City Hall Wing Building, as well as the voting system replacement at Council Chambers. The Council Chambers will be unavailable for use on Fridays, Saturdays, Sundays and Mondays for the length of the project, expected to last from July 2022 through February 2023. Approval of a fifteen percent contingency will provide funding for any unanticipated work necessary for the proper completion and/or construction of the project.
COUNCIL AGENDA: 2/15/2022
FILE: 22-143
ITEM: 2.13
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 9979 - City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade
BACKGROUND
The Audio and Visual System at San José City Hall Council Chambers, Committee Rooms, and the Rotunda was originally installed in 2004. Separate elements and functions of the electronics and software system have been upgraded and modified independently over the years resulting in a configuration that is unreliable and difficult to repair.
Advancements in the fast-changing audio and video technology and software market limit options for repair and prevent upgrades due to the system compatibility issues. Over the years, maintaining the system in a working condition has become a challenge in regard to cost for the specialized expertise needed due to its fundamental overly complicated software system.
Based on the current system issues, this project is designed to upgrade the Audio and Visual System for the Council Chambers and the Committee Rooms and upgrade the existing voting system and its user interface system. The new voting system will be a standardized product for easy maintenance and market tested reliability. The upgraded audio, visual, and sound systems will be completely compatible with the current market technology with the intent to facilitate a planned future Rotunda audio and video system add-on.
ANALYSIS
Many stakeholders will be involved to ensure the systems -audio, video, voting system, broadcasting system, and media control system, interact with the planned function result. This upgrade will include: the headend system for the audio mixers, sound amplifiers, digital signal processors, new visual terminals, voting system, new software programming, and all-new infrastructure cabling that will support up to 10Gbps information transfer.
To continue providing normal business operations at Council Chambers and Committee rooms, a temporary mobile voting system will be in use during the construction demolition and installation period which is scheduled to be from July 2022 to February 2023. The mobile voting system will provide the similar end user experiences as the final stationary system. Mobile voting system will serve as a backup system for the future Council Chambers and Committee rooms’ meetings.
The ideal schedule for the demolition of the existing system for this project is for demolition to start on July 5, 2022 which is the start of the Council recess month. This would allow the contractor to be most efficient in demolishing the existing system. The project is scheduled to be on the Biddingo website for bidding beginning in early February, and the bid opening date is scheduled to be in March 2022. Due to current supply chain issues, the lead time for procurement of key components is expected to be approximately four months. To account for this long lead time and ensure the project construction can take place during the Council recess month, bidding needs to occur early in the year.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 9979 - City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade
If construction is unable to begin in July 2022, staff is planning on coordinating closely with the contractor to perform the demolition during a time when council is not in session. The Council Chambers will be unavailable for use on Fridays, Saturdays, Sundays and Mondays for the length of the project, expected to last from July 2022 through February 2023. If any City Council Study Sessions or other meetings need to occur during these days, staff will coordinate closely with the Mayor and City Council on alternative arrangements.
The project has a tight and aggressive schedule; therefore, staff is requesting Council to delegate authority for the Director of Public Works to award and execute this contract. Delegation would include the authority to hear and decide any bid protests, to make the City’s final determination as to the lowest responsive and responsible bidder, or to reject all bids and re-bid the project.
The Director will follow the bid protest process in Part 6 of Chapter 27.10 of Title 27 of the San José Municipal Code, entitled “Bid Protests.” Consistent with Part 6, the specifications for the Project will include the following process regarding bid protests:
1. Bid results and a Notice of Intent Regarding Contract Award to the Apparent Low Bidder by the Director of Public Works will be posted on the Biddingo website.
2. All bidders will be e-mailed or faxed a copy of the Notice of Intent Regarding Contract Award and will have five working days to file a formal written bid protest.
3. The Director of Public Works will then decide any timely bid protests, including any issues of bidder responsiveness or responsibility and will award the contract or reject all bids.
One element not included in the project’s scope is the acoustic improvements in the Council Chambers due to the schedule, budget, and aesthetic constraints. The acoustic study performed in the Council Chambers on November 12, 2021 showed that the existing sound system in the Council Chambers has significant issues, specifically the loudspeaker system. This issue will be revisited in the future.
Council Policy provides that the contingency for a building renovation project not exceed 15 percent of the cost of the project unless Council approves a higher amount. Staff recommends a 15 percent contingency for this project as this should provide adequate funding for any unanticipated work necessary for the proper completion or construction of the project.
Project Labor Agreement
A project labor agreement (PLA) is not likely to be applicable to this project as the engineer’s estimate is under three million dollars and the revised Project Labor Agreement to lower the threshold will likely not be executed prior to this project going out to bid.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 9979 - City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade
CONCLUSION
Approval of the recommendations will facilitate the timely award and execution of the contract by the Director of Public Works to the lowest responsive and responsible bidder. Approval also allows for the project to adhere to the tight construction schedule while upgrading and replacing the antiquated software, audio, video and voting systems to a more reliable system.
EVALUATION AND FOLLOW-UP
No additional follow up action with the Council is expected at this time.
CLIMATE SMART SAN JOSE
The recommendation in this memo has no effect on Climate Smart San José energy, water, or mobility goals.
POLICY ALTERNATIVES
Alternative #1: Council could elect not to delegate authority to the Director of Public Works.
Pros: None.
Cons: The purpose of the delegated authority is to award the project as soon as possible to avoid potential loss of construction window during July 2022 Council recess time.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the February 15, 2022 Council Meeting. This project will be advertised on Biddingo website for public bidding.
COORDINATION
This Project has been coordinated with Information Technology Department, the Department of Planning, Building and Code Enforcement, the City Clerk’s Office, the City Attorney’s Office, and the City Manager’s Budget Office.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 9979 - City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade
COMMISSION RECOMMENDATION/INPUT
No commission recommendation or input is associated with this action.
COST SUMMARY/IMPLICATIONS
1. AMOUNT OF RECOMMENDATION/COST OF PROJECT:
Project Delivery: $392,410
Construction (Engineer Estimate): $1,081,731
Contingency (15%): $162,260
Total Project Costs: $1,636,401
Prior Cost Expenditures1: $0
Remaining Project Costs: $1,636,401
2. COST ELEMENTS OF ENGINEER’S ESTIMATE OF THE CONTRACT:
Council Chamber Upgrade $562,651
Committee Rooms Upgrade $226,614
13-units portable system $151,370
Contractor Mark-up $141,096
Engineer’s Estimate: $1,081,731
3. SOURCE OF FUNDING: 001 – General fund
4. FISCAL IMPACT: This project is considered an upgrade to current systems and no additional operations and maintenance costs above current budgeted levels are anticipated.
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contract recommended as part of this memorandum and remaining project costs, including project delivery, construction, and contingency costs.
1 Cost expenditures are as of 06/30/2021.
HONORABLE MAYOR AND CITY COUNCIL
January 24, 2022
Subject: 9979 - City Hall Council Chambers and Committee Rooms Audio Visual System Upgrade
Fund
#
Appn
# Appn. Name
Total
Appn
Amt. for
Contract
2021-2022
Adopted
Capital
Budget
Page
Last Budget
Action (Date,
Ord. No.)
001 413C City Hall Antenna
and Rotunda Audio
$300,000 $300,000 1022 6/22/2021,
30621
001 427L Recovery
Foundation and
Drive to Digital –
Audio Visual
Upgrades to
Chambers and
Committee Rooms
$1,131,000 $781,731 N/A 11/30/2021,
30693
Total Current Funding Available $1,431,000 $1,081,731
CEQA
Categorically Exempt, File No. ER22-005, CEQA Section 15301, Existing Facilities
/s/
MATT CANO
Director of Public Works
For questions, please contact Walter Lin, Deputy Director, at (408) 535-1298, [email protected].