Title
Staff Report for a City of San Leandro City Council Resolution to Accept the Work for the Main Library and Marina Community Center Audio-Visual Equipment, Project Numbers 2016.0210 and 2016.0500
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract replaced obsolete audio visual (AV) equipment in the Karp / Estudillo Meeting Rooms and Carnegie Lecture Hall at the Main Library, as well as the Titan Auditorium in the Marina Community Center (MCC). This contract also installed AV equipment in the new Surlene Grant Community Meeting Room at the South Offices/Helen Lawrence Building.
Staff recommends the following actions:
• Accept the work of EIDIM;
• Direct staff to File the Notice of Completion; and
• Authorize the City Manager to release the Performance and Payment Bonds and release the Maintenance Bond for the subject project upon successful completion of the one-year maintenance period.
BACKGROUND
This project completely replaced existing AV equipment in the following public meeting rooms that were no longer functioning: the Karp/Estudillo Room and Carnegie Lecture Hall in the Main Library, and the Titan Auditorium in the Marina Community Center. In addition, this construction contract also installed new AV equipment for the new Surlene Grant Community Meeting Room in the remodeled South Offices building.
Included in this project was the installation of cameras, speakers, projectors, projection screens, microphones, assisted listening devices, input panels and wall controls, sound control equipment and electrical equipment rack enclosures at each of the sites. This project also replaced the deteriorated ceiling tiles and window shades in the Karp/Estudillo Rooms at the Main Library and installed acoustic sound panels in the Titan Auditorium.
The completed improvements will greatly enhance the quality of activities conducted at these busy public meeting rooms.
Analysis
Contract work was completed and was performed in compliance with the contract documents and City specifications.
The EIDIM Group did not meet the Local Business Participation Goal by subcontracting with San Leandro businesses for 25% of the contract value; however, the EIDIM Group submitted Good Faith Efforts documentation demonstrating its efforts to meet compliance. This project is not subject to the provisions of the Community Workforce Agreement (CWA) because its value was less than $1,000,000.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure.
Previous Actions
• On November 4, 2019 by Resolution No. 2019-183, the City of San Leandro City Council Awarded a $670,798 Construction Contract to EIDIM Group for the Main Library and Marina Community Center Audio Visual Equipment, Project Numbers 2016.0210 and 2016.0500; Authorized the City Manager to Negotiate and Approve Individual Change Orders Up to 5% or $33,540 of the Original Contract Amount; Authorized the City Manager to Negotiate and Approve Change Orders up to a Cumulative Value of 11.2% or $75,000 of the Original Contract Amount; and Appropriated $890,000 from the Public Education and Government (PEG) Fund for the Project.
Committee Review and Actions
• On February 1, 2017, and March 7, 2018, staff provided updates on the project to the City Council Facilities and Transportation Committee.
• On May 2, 2018, the Facilities and Transportation Committee reviewed the Police Building and South Office Modification Project, which included discussions on the Surlene Grant Community Room and its associated AV equipment.
Applicable General Plan Policies
• Policy CSF-3.1 Library Expansion and Upgrades:
Support the expansion and upgrading of public library facilities and services to keep pace with changes in information technology and community needs.
• Policy CSF-4.2 Information Technology:
Encourage the use of the internet, cable TV, and other forms of information and communication technology as a way to widely disburse information about City and community services, event, and resources.
• Policy CSF-6.8 Maintenance:
Ensure that sufficient funding is provided for the ongoing maintenance of City-owned facilities, including public buildings and other infrastructure.
Permits and/or Variances Granted
Building Permits for the work were obtained from the City of San Leandro Community Development Department. Permit B19-0572 (Main Library), and Permit B19-0573 (Marina Community Center). Work in the Surlene Grant community meeting room was inspected as part of the permit for the remodeling project, which was contemporaneous with this AV work.
Environmental Review
This project is categorically exempt from the California Environmental Quality Act per Section 15301(c) of the guidelines. The Notice of Exemption was filed with the Alameda County Recorder on October 2, 2015.
Code Compliance Review
The project was inspected for code compliance by City of San Leandro Building Inspectors as part of the building permit process.
Summary of Public Outreach Efforts
The Notice to Bidders was published in the Daily Review, the South County Post, Visión Hispana and Sing Tao. Staff also notified twenty-three builders’ exchanges and construction data firms as well as a list of contractors that asked to be notified of bidding opportunities via email.
Fiscal Impacts
The total cost of this project is detailed below. The budget authority section details the funding types, accounts, and authorizations. CIP accounts are carried forward for five years or until the work is complete, whichever occurs first.
Design and permitting $185,964
Total Construction Contract (EIDIM) $742,178
Construction Administration $111,858
Total Cost $1,040,000
EIDIM Construction Contract Change Order Summary (included in total cost above):
CCO No. Description Amount %
1 Added receptacles and wall plates $1,839 0.3%
2 Added AV bridge for web conferencing in
Main Library and MCC $29,385 4.4%
3 Added touch screen control panels,
projector security cage, and AV bridge in
Surlene Grant conference room $23,765 3.5%
4 Added portable audio cart $16,390 2.4%
Change Order Total $71,380 10.6%
Budget Authority
The AV project was funded as follows:
Account No. Source FY Amount
210-38-370 General Fund FY15/16 $50,000
210-38-374 General Fund FY15/16 $100,000
180-38-370 PEG CC Res. No. 2019-183 $250,000
180-38-374 PEG CC Res. No. 2019-183 $490,000
180-38-418 PEG CC Res. No. 2019-183 $150,000
Total Project Funding: $1,040,000
Attachment to Staff Report
• Completion photo
PREPARED BY: Mark Goralka, Associate Engineer, Engineering and Transportation Department