HomeMy WebLinkAbout03 - CC-4 - Costa Mesa City Hall A/V Improvement - 12/3/20191
CITY COUNCIL AGENDA REPORT
MEETING DATE: DECEMBER 3, 2019 ITEM NUMBER: CC-4
SUBJECT: COSTA MESA CITY HALL AUDIO VISUAL (A/V) IMPROVEMENT AND
BROADCAST PRODUCTION UPGRADE PROJECT – CITY PROJECT
NO. 18-05
DATE: NOVEMBER 18, 2019
FROM: PUBLIC SERVICES DEPARTMENT / ENGINEERING DIVISION
PRESENTATION BY: RAJA SETHURAMAN, PUBLIC SERVICES DIRECTOR
FOR FURTHER INFORMATION
CONTACT:
BALTAZAR MEJIA, CITY ENGINEER
(714) 754-5335
BALTAZAR.MEJIA@COSTAMESACA.GOV
RECOMMENDATION:
Staff recommends that the City Council:
1. Accept the work performed by Key Code Media, Inc. for the subject project and authorize
the City Clerk to file the Notice of Completion.
2. Authorize the City Manager to release the Labor and Material Bond seven (7) months
after the filing date, release the Faithful Performance Bond if appropriate, at the
conclusion of the one-year warranty period, and release the retention monies
immediately after the Notice of Completion filing date.
BACKGROUND:
On July 17, 2018, a contract in the amount of $1,754,509.86 was awarded by the City
Council to Key Code Media, Inc. The work included installation of new state-of-the-art
audio/video presentation technology in the Council Chambers, Conference Room 1A, and
the old print shop. Additional work included a complete upgrade of the broadcast system,
new control room, lighting, and a voting and meeting management system, and
modifications to staff furniture and speaker podiums.
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During Construction After Construction
ANALYSIS:
The work required by the contract documents was completed on June 26, 2019, to the
satisfaction of the City Engineer. The final contract amount is $1,766,933.68 and a report
of the final costs is included herein as Attachment 1.
A summary of the costs is as follows:
Original Contract Cost: $ 1,754,509.86
Change Orders 1-4: $ 12,423.82
Final Contract Cost: $ 1,766,933.68
The change orders are briefly described below:
Change Order No.1 was to recognize a $1,176.02 credit due to changes in the
design.
Change Order No. 2 in the amount of $12,317.76 was processed to cover the cost
of additional equipment (eight additional Protocol Data Units (PDU), two monitors,
power grommets, etc.) and installation services that were deemed to provide a more
comprehensive and complete upgraded system with higher final quality that were not
included in the original design. This Change Order also includes compensation for
the difference in cost to replace discontinued items.
Change Order No. 3 granted the contractor an additional 17 working days to extend
the completion date beyond the first two live meetings held in the renovated council
chambers with the new A/V and broadcast production system to provide technical
support and ensure successful equipment performance during the meetings.
Change Order No. 4 in the amount of $1,282.08 was processed to provide additional
equipment (i.e. Cable box, cable, and housing for 2 extenders) and installation not
covered in the original scope of work.
The final contract price reflects a 0.7% increase to the original contract.
As of this date, there are no Stop Notices filed against the monies due to Key Code Media,
Inc.
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ALTERNATIVES CONSIDERED:
There are no alternatives considered for this item.
FISCAL REVIEW:
This project was one component of a larger facility improvement project budgeted in prior
fiscal years from the Capital Improvement Fund. This project budget includes improvements
completed as part of the Council Chambers / First Floor Improvement Project discussed
herein as well as the City Hall Audio Visual (A/V) Improvement and Broadcast Production
Upgrade Project. The $3.357 million budget includes a budget adjustment approved by City
Council at the November 5, 2019 City Council meeting that covers unexpected expenses
related to work required to meet current building code requirements in the Community
Room. The breakdown below provides a summary of the project expenses and remaining
balance.
Total Project Budget $3,357,000.00
Total Council Chambers/First Floor Improvement Project
Expenditures
$597,250.97
Total AV Improvements Expenditures (this project) $1,766,933.68
Design, Construction Management, Community Room and
Restroom
Projected Remaining Project Expenses
$836,808.13
$120,000.00
Remaining Project Balance $36,007.22
The original contract amount for this project was $1,754,509.86 and the final expenditures
amounted to $1,766,933.68. Since there was sufficient funding in the project budget, the
marginally increased contract costs were funded by remaining project funds.
This project account number is also being used to fund the Community Room
improvements, Restrooms and Americans with Disabilities Act (ADA) upgrades, which have
not been completed.
The current preliminary cost estimate to complete the upgrades to the Restrooms and
Community Room is $330,000. Additional funding of approximately $294,000 will be
requested for consideration in future CIP budgets to complete the remaining construction
work.
LEGAL REVIEW:
The City Attorney’s Office has reviewed this report and approves it as to form.
CITY COUNCIL GOALS & PRIORITIES:
In 2019, the City Council adopted a list of goals and priorities. This project works toward
achieving the following City Council goals and objectives:
Goal 3: Keep the City Fiscally Sustainable. To address our long-term obligations as well as
immediate needs:
(a) Take measures to reduce expenditures by including but not limited to:
Implementing energy efficiencies and sustainability practices at city hall, in
public buildings, parks and public spaces; and,
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Goal 6: Good Government and Community Engagement:
(b) Improve the way that we listen to and provide information to our residents and
businesses, including providing more information in Spanish and English;
(f) Maintain up-to-date and accessible information about public works projects,
significant private development sites, and other city activities.
CONCLUSION:
The City Hall Audio Visual (A/V) Improvement and Broadcast Production Upgrade Project,
City Project No. 18-05, was completed to the satisfaction of the City Engineer. Staff
recommends that the City Council accept the work performed by Key Code Media, Inc. for
the subject project; authorize the City Clerk to file the Notice of Completion; release the
retention monies immediately after the Notice of Completion filing date and authorize the
City Manager to release the Labor and Material Bond seven (7) months after the filing date
and Faithful Performance Bond, if appropriate, at the conclusion of the one-year warranty
period.
________________________________
DANE BORA
Public Affairs Manager
________________________________ _____________________________
BALTAZAR MEJIA RAJA SETHURAMAN
City Engineer Director of Public Services
________________________________ _____________________________
KELLY A. TELFORD, CPA KIMBERLY HALL BARLOW
Director of Finance City Attorney
ATTACHMENTS: 1 - Cost Summary
DISTRIBUTION: City Manager
City Attorney
City Clerk
Staff
File
F or the period: �-J_u_n _e _2 _3_,_2_0_1_9 __ J_u_n_e_3_0_, __ 20 _1_9 ______ _ Jo b:
Contractor: _K_e�y_C _od_e_M_e_d_i_a _______________ Date :
Audio visual (A/V)
Improvement and Bro adc ast
Product ion Upgrade Project
Ju ne 30, 2 01 9
Address: _2_7_o_s_._F_l_o_w_e_r_s_t _. _____________ �Pr oject ��-----1_8_-_o_s _____ _
City: _B_u _r_b_a _nk_, _c_A_9_1_s_o2 ______________ Payment Request No . : 8
Total Completed to Date
Breakd ow n Scheduled Value % $
Original Contract 1, 754,509.86 100% $ 1,754,509.86
Change order # 1 ($1,176) 100% ($1,176)
Change order # 2 12,317.76 12,317.76
Change order # 3 0.00 0.00
Change order # 4 1,282.08 1,282.08
TOTAL 1,766,933.68 100% 1, 766,933.68
ATTACHMENT 1
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