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Home My WebLink About _ 4.11(a)--Approve Increase to Project Budget for Council Chambers Audio Visual Upgrades Project � � �' � � � � � � ' � �' � � ' � ` CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: February 18, 2025 FROM: Michael Webb, Public Works ITEIVI NO. 4.11(a) Director ***APPROVED BY*** � �c a� � �bEi� 'c�r�Cs I7�reetcsr '?il�r'2t}`?� r5�' �p�i��,C�i �r� �, ?�'1(l�'2{�?. mwebb@cityofredding.org btippin@cityofredding.org SUBJECT: 4.11(a)--Approve Increase to Project Budget for Council Chambers Audio Visual U rades Pro'ect Recommendation Authorize and approve increases to the project budget in the amount of $18,356.92 for the completion of Bid Schedule No. 5302 (Job No. 5424-98), City Council Chambers Audio Visual Upgrade Project as outlined below for additional improvements: (1) Increase of$13,666.33 to the construction management budget, bringing the construction management total to $69,666.33; and (2) Increase of $4,690.59 to the construction contingency budget, bringing the construction contingency budget to $56,690.59. Fiscal Impact The City Council Chambers Audio Visual (AV) Upgrade Projec� (Project) is being funded by Public, Ed�ucation, and Government Access (PEG) fee revenues, The current revenues from PEG fall short of the total project budget and the General Fund is covering the current expense. It is estimated that the General Fund will be fully reimbursed by spring of 2026. The $18,356.92 cost increase to the project is covered by budgeted funds. The total project eost, including the proposed increase, is expected to be $643,689.92. Alte�native Action The City Council (Council) may choose not to approve the request and provide alternative direction to staff. �3ackground/flnalysis On December 6, 2022, the Council awarded the construction contract for the project to Conti, LLC. The project consists of upgrading the existing system with a complete and adequate operating system. The project includes: a wireless mic system, individual monitors, video upgrades—to include an upgraded video panel and presentation management technology, a touch panel/control system, a broadcast system, features to enhance virtual meeting capabilities, Community Room upgrades, and a lobby kiosk. Report to Redding City Council February 11,2025 Re: 4.12(a)--Approve Increase to Project Budget for Council Chambers Audio Visual Upgrades Project Page 2 During the course of construction, conditions in the field warranted changes to meet the project intent and functionality needs. These changes include additional wireless connectivity to the video system in both the Council Chambers and the Community Room, additional control and video conferencing capabilities in the Community Room, as well as, work performed by the Building Maintenance Division to facilitate the new video wall. These changes and others have exhausted much of the contingency funds and construction management funds originally awarded for the project. The City Manager funds were allocated to the construction management and contingency funds on May 8, 2024. The additional work will cause the project budget to exceed the awarded amount. An additional. $18,35692 is requested to cover the construction contingency ($4,690.59) and construction management($13,666.33)project components. COST SUMMARI' Item Awarded Amount Pr�o'ected Amount Increase Contract Administration, $56,000 $69,666.33 $13,666.33 Ins ection, Testin Construction Contin enc $52,000 $56,690.59 $4,690.59 Environmental Review On December 6, 2022, the Council determined that the project is categorically exempt from review under the California Environmental Quality Act, pursuant to Section 15301(a) - Existing Facilities. No further action is required. Council P�io�ity/City Manager Goals This agenda item is a routine operational item. Attachments Previous Staff Report 120622 Transfer of Projeet Funds - May 8, 2024, Internal Communication � � �' � � � � � � ' � �' � � ' � ` CITY OF REDDING REPORT TO THE CITY COUNCIL MEETING DATE: December 6, 2022 FROM: Chuck Aukland, Public ITEIVI NO. 4.11(b) Works Director ***APPROVED BY*** � r ,.� � _,tr,,,�� c�k��nc�,P��rlic G�+c��•�s�irect i;�li`�(?�2 � � �p�z��,C`i �� 1lr'2?��'2{�2`�� caukiand@ci.redding.ca.us btippin@cityofredding.org SUBJECT: 4.11(b)--Award Bid Schedule No. 5302, Job Order No. 5424-98, City Council Chambers Audio Visual U rade Pro'ect and Ado t Bud et Resolution Recommendation Authorize the following actions relative to Bid Schedule No. 5302 (Job No. 5424-98) City Council Chambers Audio Visual (AV)Upgrade Project: (1) Award to Conti, LLC, in the amount of$456,333; (2) Approve an additional $52,000 to cover the cost of administration and inspection fees and $61,000 for project development costs; (3) Approve $46,000 to provide construction contingency funding; (4) Authorize the City Manager to approve additional increases in either the construction management or construction contingency amounts up to a total of$10,000; (5) Adopt Resolution approving and adopting the 74th Amendment to City Budget Resolution No. 2021-078 appropriating $105,340 in funds for the project; and (6) Find that the project is categorically exempt from review under the California Environmental Quality Act Guidelines,per Section 15301(a) - Existing Facilities. Fiscal Impact The City Council Chambers AV Upgrade Project (Project) is being funded by Public, Education, and Government Access (PEG) fee revenues. There is no impact to the General Fund, as any costs absorbed now will be reimbursed by current and future PEG fee revenues. Cost Summar Item Amount Pro�ect Develo ment Costs $61,000 Construction Contract+ Contin enc $502,333 Contract Administration, Ins ection, and Testin $52,000 Additional Cit Mana er Authorit $10,000 Total Pro'ect Costs �625,333 Report to Redding City Council November 22,2022 Re: 4.12(b)--Award Bid Schedule No. 5302 City Council Chambers AV Upgrade Project Page 2 Project cost components are estimates and some shifting of the project development and construction contingency funds may be necessary to balance the project within the approved budget. Alternative Action The City Council may choose to not award the bid for the Project and provide staff with alternative direction Background/Analysis The Project will upgrade the existing system with a complete and adequate operating system. The following items are included in the scope of this project: a wireless mic system, individualized monitors, video upgrades — to include an upgraded video panel and presentation management technology, a touch paneUcontrol system, a broadcast system, features to enhance virtual meeting capabilities, Community Room upgrades, and a lobby kiosk. Attached is a tabulation of bids received and opened on October 25, 2022, for the Project. The one bid in the amount of $456,333 was received from Conti, LLC, of Sacramento, California. The engineer's estimate was $332,000. Total project development costs for this project are estimated to be $61,000 including staff, engineering, and consultant services costs. Construction contract administration and inspection costs for this project are estimated to be $52,000. Environmental Review Staff has reviewed the project and determined that the project is Categorically Exempt from review under the California Environmental Quality Act G�uidelines, per Section 15301(a) - Existing Facilities. Class 1 exemptions include minor alteration of existing public facilities and equipment. The project will require modification of the existing system and installation of new equipment. The upgraded audiovisual system will enhance communication, and make meetings more accessible for public meeting attendees. The updated equipment will be installed within the existing public facility and the project will not result in expansion of use. The action area does not have significant values for wildlife habitat or other environmental resources and the project has no potential to have a significant effect on the environment. Council P�ioNity/City Manager Goals • This agenda item is a routine operational item. Attachments ^Resolution ^Bid Tabulation ^Location Map ^Notice of Exemption RESOLiJTION NO. 2022- A RESOLUTION OF THE CITY OF REDDING APPROViNG AND ADOPTING THE �4��`H AMENDMENT TO CITI' BUDGET RESOLUTION NO. 2021-0'T8 APPROPRIATING $105,340 TO INCREASE FUNDING FOR THE COUNCIL CHAMBER UPGRADES PROJECT FOR FISCAL YEAR 2022-23 BE fT RESOL VED BY THE CITY COUNCIL OF TI�E CITY OF REDDING THAT Budget Resolution No. 2021-078 be and is hereby amended as follows: FUND DIVISION DESCRIPTION INCREASE DECREASE 111 42'7 N�on-Departmental $105,340 THAT account titles and numbers requiring adjustments by this Resolution are as follows: USE SOURCE OF FUNDS OF FUNDS Decrease (Increase)Beginning Balance 1 ll-427-01-0001-01 Beginning Balance $ 105,340 Increase Expenditures 111-427-�663-07 Council Chamber Upgrades $105,340 Total $ 105,340 $ 105,340 THAT the purpose is to appropriate $105,340 to increase funding for the council chambers upgrade proj ect for fiscal year 2022-23. I HEREBY CERTIFY that the foregoing resolution was introduced at a regular meeting of the City Council of the City of Redding on the 6th day of December, 2022, and was duly adopted at said meeting by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: , Mayor ATTEST: FORM APPROVAL: PAMELA MIZE, City Clerk BARRY E. DeWALT, City Attorney BID TABULATION FOR: CITY COUNCI�CHAMBERS AV UPGRADE PROJECT Bid Schedule No.: 5302 ENGINEER'S EST Conti ��C 10/25/2022 UNIT UNIT UNIT UNIT ITEM DESCRIPTION UNIT QTY PRICE TOTAL PRICE TOTAL PRICE TOTA� PRICE TOTAL 1 U rade LS 1 $332,000.00 $332,000.00 $456,333.00 $456,333.00 TOTAL-CONTRACT ITEMS $332,000.00 $456,333.00 V o �/ � � � ,` ,� o � , O � a� , , ��,oR��. " �� , S"��F �,= 0 U ��' V ' �f' ' , � ��` ' � �,� ,� �' V � Q, �� ° �' . t '. �� Q � C>0 � ��o ,f , -_�.. , ��. Q ... 0 , ' , �� ; .. � , �; � , �� ' U� O \ � pqR��/F� � '� O� ��F PROJECT LOCATION _ :....... O , O�`' ...... � 5069 ,,� 0 0�, � , . � � ^ � �� . � , T , , � , � �� , , � , � � o� � -, � ,_ O a��° � �� ,�. a,��, , � �� o � � �,�,�a � 0�� Q o�� °� o� � , __ _ _ _ � OTqTFST ?�v�'' ,� '�,` ��/�,��, �_, _ � �, �� , �� o �� ,� ,�� , � o�,�� ,� � o � �� C� o O �P � � � �� a � � . Q� o ��o �� o� �, �aQ�� o a� � oa a �� a� Qa O � �o O � �� 3 0 � �-�� . , � � 0 � � Q �. _ � t�r�� n� �'C'�� ° � �C�� o� R�oa CITY OF REDDING 777 CYPRESS AVENUE '� '2 � '"" � PUBLIC WORKS CITY NALL COUNCIL CHAMBERS � , : ii � �.��f��,�P DEPARTMENT LOCATION MAP NOTICE UF EXEMPTIt?N To: ❑ Of�ce of Planning aa�d Research FRoh1: City of Redding 1400 Tenth Street,Roo�n 121 Publrc Works Department Sacramento; CA 95814 '777 Cypress Avenue Redding,CA 96001 � Shasta County Clerk County of Shasta P.O.Box 990880, 1643 Market Street Redding, CA 96099-4880 Project Title. Council Chambers Audic�visual Svstem Up�rade Proj�ct J(�# 5424-9$ Project Lacation-Specific: Citv of Reddin� Project Location-City.Reddrn�Project Lacatian-Gaunty; Shasta Description of Project: The Citv of Reddin�?wi11 implement an audicrvisual s stem u� rada project zn the City Council Chambers and Community Roc�m The �roiect will require mc�difcatian of the existin� svstem and instatlation of new equipment. The up�raded audiavisual system will enhance c�mmunication and rnake meefin�s rnore accessible for public meetin�atten�ees: The system will include components such as mzerophanes speakers ampiifiers video Ii�hting, displavs proiectors mechanical and electrical ec�uipment and contrc�l systems All wr�rk wi11 be conducted within the public facilitv, Name of Public Agency Appraving Pra�ect: Citv of Reddin� Name of Person or Agency Carrying 0ut Projec�: Beckv Kraft,PrQ'eci t En�ineer Exempt S�a#us: (check one� ❑ Ministerial [Se�tion 21080(b)(1); 15268] ❑ Declared Emergency[Section 21080Cb)(3); 15269{a)] ❑ Emergency Prc�ject[Section 21080(b)(4); 15269(b)] ❑ Statutc�ry Exemptions. State code number` ❑ Common Sense Exemption(This prajecf does not fall within an exempt class,but it can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment{14 GCR 15601[6][3]). O Categoricat Exemption; State type and section number: Sectgon 15301(a.Existin�;Facilitres � Ncs exceptions apply that w�ruld barthe use c�fa categorical exemptic�n(PRD 210$4 and 14 CCR 153Q0.2). Reasons why project is exempt. Class 1 exemptions include the oneration repair mainten�nce or minor alteration csf existin� public facilities and mechanical equipment The�roject will be instatled within the existi��public facitities and will r�su�t in no expansion of use. The actian area does not have si�nificant values for wildlife habitat or other envirc�nmentat resources and the proaect has no potentiai to haVe a si�nificant effect on the enviranment Lead Agency Contact Persan:Amber Kelley Telephone. 530,225:4046 If Filed bY Applicant; 1. Attach certified document of ex�mption finding: Z: Has a notice of exemption been filed by the public agency apprcaving the project?o Yes o No ,� Signature: .�r ��,� �f�' Date: (��--�i- c�c.� Titte; Environmental Compliance .a a er �Signed by Lead Agency Llate rec�ived fi�r filing at OPR: ❑ Signed by Applicant � I T '1�' C7 � i � ,� �, ["1IC�'�1 _ f=- r � A L 1 F C� .:F� .;'.�.-�/ DATE: May 8,2024 TO: Barry Tippin,City Manager FROM: Michael Webb,Direcfor of Pubtic Warks SUBJECT: Request for Transfer of Project Funds City Councii Chambers Audio Visual Upgrade Project Bid Schedule No. 5302;Job 1�10. 5424-9$ In accordance with tl7e Council Approved Award of Bid Schedule No. 5302, a transfer of City Manager Funds (3ab No: 5424-98) to Project Cantingency Funds ($b,000) and C�nstructic�n Management Funds ($4,000) is requested. Additional contingency funds are necessary ta cover the change order costs for additional hardware and'prograrnming for the new AV system.Additic�nal Construct�on Management Funds are requested tQ cover staff tirne to implement the requested chartges. A transfer of$10,000 from the availab[e remaining City Manager budget is necessary to fully fund these change orders, Cnrrent Requested Newly Expended Balance Authorized I�ncrease Au#harized Pro'ected Pro.ected Cc�ntract $456;333 0.00 $456,333 $456,333 0.00 Ctrntingency $4b,000 $b,Ot?0 $52,000 $S1,Sd0 $SOO.UQ Construction $52,OQ0 $4,OU{} $56;Od0 $55,000 $10OO.Od Management City Manager ��O;d00 Funds ��1d��f��0� O,UD 0;00 0,00 Total $564,333 �0.00 �564,333 $562,833 �f,500.00 . There is currently a balanGe af$22,000 a�ailabie in�roject Contingency Funds,and a baiance of$3,000 in ` the Construction Management Funds. This leaves enough rncrney for forthcoming change crrders and stafF time tc� camplete this prc�ject. Please call me at 225-45$2 if you h �n quest�ons r need additional infarmation. ; , . . . ' � ` . ��c��/ C�ty Engineer Date �� ; d�_.. �� City Man r � Date nvlmk Attachments c: Construction Manager' Resident Engineer � .., Finance _''" ,_. t r ,•.,� =aw� ��: ;� , �:�: � j g x .. .. ... ... ..