Title
Staff Report for a Resolution Authorizing Amendment No. 1 to an Existing Consulting Services Agreement with Media Support Associates for the Preparation of Construction-Ready Plans, Specifications and Estimates for the Main Library AV Equipment Project; Project No. 2016.0210 and Marina Community Center (MCC) AV Equipment Project; Project No. 2016.0500; Authorizing the City Manager to Negotiate and Approve Individual Change Orders Up to 10% of the Original Contract Amount; and Authorizing the City Manager to Negotiate and Approve Cumulative Change Orders up to 25% of the Original Contract Amount
Staffreport
SUMMARY AND RECOMMENDATIONS
This contract provides for the design of audio-visual (AV) equipment upgrades for the Main Library and the Marina Community Center (MCC).
Staff recommends the following actions:
• Approval of Amendment No.1 to an existing consulting services agreement totaling $48,257 with Media Support Associates for an additional amount of $12,628 such that the amended contract amount is $60,885 ; and
• Authorization for the City Manager to Negotiate and Approve Individual Change Orders Up to 10% ($6,089) of the Amended Contract Amount; and
• Authorization for the City Manager to Negotiate and Approve Cumulative Change Orders up to 25% ($15,221) of the Amended Contract Amount.
BACKGROUND
The existing audio-visual (AV) systems in the Karp/Estudillo Room at the Main Library and in the Thunderbolt Auditorium at the Marina Community Center (MCC) are past their useful life spans. This project will replace the outdated equipment in both rooms with up-to-date systems that will allow both City staff and the public the ability to use these facilities for AV presentations using current media devices. These improvements will bring these systems to par with similar facilities in nearby cities and will also allow for the integration of current technology.
The completed project is envisioned to incorporate provisions at both sites for the following:
• Wall or ceiling-mounted overhead projectors and screens
• Support for a wide variety of current media inputs, including both high and low resolution data streams
• New speakers and audio system with ADA compliant assisted listening devices
• Multiple wireless microphones with mixing capability for up to eight speakers
• Wall-mounted touch panel control displays with customizable menus
• Ability to play AV content from cable, internet, computer or DVD inputs
• Ancillary lighting and electrical work required to accommodate the above improvements
• Operation of each half of the Karp/Estudillo meeting room separately or as once space.
In addition, the following items will be designed as bid alternates and constructed if bids fall within the project budget.
• Installation of acoustical panels in the Titan Auditorium to dampen echoes
• Installation of window blackout shades in the Karp/Estudillo rooms for better visibility
Because of the similar nature of both projects, staff recommends merging the design and construction of both projects into one design services contract. In addition, staff believes that the City will derive construction costs savings from combining the projects.
Analysis
On November 17, 2016, the City entered into a consultant services agreement with Media Support Associates in the amount of $48,257 to provide design services for both sites. This contract was not awarded by the City Council since the value was below the $50,000 threshold for City Manager approval.
During the design phase of this project, staff identified that Public, Educational, and Government access (PEG) funds could be used to fund an expansion of the project to allow for the broadcast of public meetings. Specifically, equipment can be added to record stage presentations using several fixed camera and sound streams for broadcast on cable television using the existing facilities at City Hall Council Chambers. Audio and video streams will be saved digitally for future mixing, editing, and broadcast without the need for a real-time operator during the event. Cameras are proposed for both the Estudillo / Karp room and the Carnegie Lecture Hall.
In order to accommodate the new camera, other existing AV equipment in the Carnegie Lecture Hall will also be replaced with units that meet current standards. This equipment upgrade is also a valid use of PEG funds since it is required to achieve the desired functionality. Further, originally planned upgrades to the equipment in Estudillo / Karp room are also required for the camera in those rooms to function and are thus a valid use of PEG funds.
The design of these additional features requires an amendment to the existing design contract that increases the fee by $12,628 such that the amended contract amount is $60,885.
The proposed contract and amendment represent staff’s current understanding of the work required. Occasionally, changes to the scope of contracts are necessary to respond to new information and/or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff additionally requests authorization to issue individual change orders to the consultant up to 10% each, and cumulative change orders up to 25% of the amended contract.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure
• Support and implement programs, activities and strengthen communication that enhances the quality of life and wellness, celebrates the arts and diversity and promotes civic pride
Committee Review and Actions
Staff provided the Facilities and Transportation Committee with information on this project on February 1, 2017 and April 16, 2016.
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 changing 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, events, and resources.
Permits and/or Variances Granted
A building permit from the City’s Community Development department will be obtained for this work.
Environmental Review
A CEQA Notice of Exemption was filed with Alameda County on October 2, 2015. The project is covered under a Categorical Exemption under Section 15301(a) for existing facilities.
Code Compliance Review
Project will obtain a building permit from the City Community Development Department.
These improvements would also comply with current accessibility requirements, including microphones and assisted listening devices.
Fiscal Impacts
The total cost of this project, when expanded to include features eligible for PEG funding is $620,000. This cost includes design, construction, construction management, and contingency. Consultant Services Agreement cost for design services, including Amendment No.1 is $60,882, of the total project cost.
Budget Authority
This project is funded as follows:
Account No. Resolution. Appropriation Date Amount
Marina Community Center (MCC) AV
210-38-370 Res. 2015-100, FY 2016-16 $220,000
Main Library Audio-Visual (AV) Equipment
210-38-374 Res. 2015-100, FY 2016-16 $270,000
PEG available funding (180-11-035) $400,000
Total Available Funding: $890,000
An appropriation of PEG funds will be requested with the award of a construction contract to make up any difference in needed funding.
Attachments to the Resolution
• Amendment 1 and Contract Services Agreement with Media Support Associates
PREPARED BY: Mark Goralka, Associate Engineer, Engineering and Transportation Department.