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ITEM: |
CONSENT CALENDAR |
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5. |
AUTHORIZE EXPENDITURE OF
FUNDS FOR BOARD ROOM AUDIO/VISUAL SYSTEM UPGRADE |
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Meeting Date: |
December 12, 2022 |
Budgeted: |
Yes |
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From: |
David J. Stoldt, General Manager |
Program: |
Capital Asset Replacement/Repair |
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Line Item No.: |
XX-02-916000 |
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Prepared By: |
Joel G. Pablo, Board Clerk |
Cost Estimate: |
Cost
Not-to-Exceed $65,000 (Estimate for Labor/Equipment 45K plus 20K for
Contingencies) |
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Committee
Recommendation: The Finance and
Administration Committee reviewed this item on December 5, 2022
and recommended approval. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines Section
15378. |
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SUMMARY: Staff is seeking to do a full replacement of the Audio/Visual (A/V) and broadcast systems located in the District’s Main Conference Room, AMP Media Room and in the public overflow room (District Lobby). Staff seeks to implement a modern system that provides clear audio/visual experience, a hybrid option and an enhanced presentation viewing in all designated areas. The “MPWMD Board Room Audio / Visual (A/V) Upgrade” project will be lead by Kodiak Adams (AMP Media), Matt Lampi (Deveera) and Joel Pablo, District Clerk. Staff has met on-site with Deveera, Inc. and AMP Media on various occasions to consider options and recommendations in upgrading the technology found in the District’s Main Conference Room, Media Room and District lobby to enable Board/Committee meeting to resume in-person and offer the option of a hybrid meeting. As a result of those meetings, District Staff, Deveera and AMP have agreed upon work which is further described in the Exhibit 5-D (Scope of Work). Deveera, Inc. and AMP Media have submitted itemized quotes which includes cost of labor/equipment and as detailed in the following Exhibits:
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Project
Quotes to Include Equipment and Labor |
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Exhibit 5-A |
AMP Media: Gear List |
$ 11,501.90 |
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Exhibit 5-B |
Deveera, Inc.: Cabling (estimated costs include Equipment/Labor) |
$ 13,810.80 |
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Exhibit 5-C |
Deveera, Inc.: Hardware Requirements (estimated costs include Equipment/Labor) |
$ 12,184.75 |
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Exhibit 5-D |
AMP Media: Scope of Work (Labor) |
$6,375.00 |
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$ 43,872.45 |
Additionally, to facilitate and complete said project by the anticipated target date by end of December 2022 staff is seeking an additional $20,000.00 in contingencies due to any unforeseen needs and to be legally compliant with Brown Act Open Meeting Laws, the American with Disabilities Act (ADA) and other technological needs identified by Deveera, Inc. and AMP Media.
Approval of this matter will allow for the District to completely modernize it’s A/V and Broadcasting Systems and allow for District Board/Committees to be conducted in-person and via teleconferencing means, which will provide greater access for community members and increased public participation.
RECOMMENDATION: The Finance and Administration Committee recommends that the Board approve the FY 2022-23 Budgeted Funds not-to-exceed $45,000.00 plus $20,000 in contingencies.
5-A AMP Gear List
5-B Deveera,
Inc. Quote: Cabling
5-C Deveera, Inc. Quote: Hardware
5-D Scope of Work
U:\staff\Boardpacket\2022\20221212\Consent
Calendar\05\Item-5.docx