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Title:
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Approval of (1) Contract Change Order with Hoffman Video Systems in the Amount of $12,335 for the Mike Balkman Council Chamber Audio/Visual and Acoustics Upgrade Project (P-846 & P-849) and (2) Final Acceptance of the Work Performed by Hoffman Video Systems for this Project.
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City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council approve a change order to the contract with Hoffman
Video Systems (HVS) in the amount of $12,335 and accept the work performed by HVS and
authorize filing a Notice of Completion for the Mike Balkman Council Chamber Audio/Visual
and Acoustics Upgrade Project (P-846 & P-849).
BACKGROUND:
The goal of the project was to evaluate the original Audio/Visual equipment and voting
system in the City Council Chambers and replace those components that were in jeopardy
of failing, or had a poor history of reliability due to their age, as well as, enhancing the
system’s existing technology, features and functioning. An Audio/Visual consultant was
hired to assist with the evaluation of the original system, conceptual design, specification
preparation, bid evaluation and project initiation.
DISCUSSION:
The project consisted of four components: (1) the implementation of a new AMX voting
system and touch panels to operate the new voting system, as well as, all Audio/Visual
functions and room controls; (2) the installation of new Audio/Visual devices, such as a
digital multimedia projector, DVD/VCR combination players, and cameras; (3) sound
reinforcement including new ceiling speakers throughout the Chambers and new
microphones; and (4) new equipment for production control including a new production
mixer, character generation device and a media system that will allow the City to playback
archived meetings and other programming automatically.
In addition to the work described above, additional work was done outside of the original
scope of work to enhance the system including:
Meeting Date: 10/13/08 Item Number: C-5
AGENDA ITEM: Approval of (1) Contract Change Order with Hoffman Video
Systems in the Amount of $12,335 for the Mike Balkman Council Chamber
Audio/Visual and Acoustics Upgrade Project (P-846 & P-849) and (2) Final
Acceptance of the Work Performed by Hoffman Video Systems for this Project.
Contact Person/Dept:
Eric Mirzaian-Public Works
Phone Number:
(310) 253-6410
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Public Notification:
Master E-Mail Notification List (10/08/08)
Department Approval:
Charles D. Herbertson (10/03/08)
City Attorney Approval:
Carol Schwab (by H. Baker) (10/06/08)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) (10/08/08)
City Manager Approval:
Jerry B. Fulwood (10/08/08) City of Culver City, California
City Council Agenda Item Report
• Replacing old microphone wiring and outlets that had become corroded or damaged
• Rewiring and reprogramming the sound system to enhance quality and reduce noise
distortion
• Working with City Staff and Council members to modify the off the shelf voting
system to make it more “user friendly”
• Replacing the original scan converter to improve the picture quality of the City
Clerk’s PC during PowerPoint presentations
• Additional acoustical improvements to reduce noise interference from the HVAC
system in the Council Chambers
Staff from HVS and AMX also attended numerous City Council & Redevelopment Agency
meetings to ensure proper functionality of the new voting system and provided multiple
hands-on training to City Staff that use the new system.
FISCAL ANALYSIS:
Funding was allocated within the Capital Improvement Program budget in the following
accounts:
P-846……………………. $60,000
P-849……………………. $169,580
10145900.514640……….$3,000 (Fire Department’s contribution towards PA System)
Total………………………$232,580
The final project cost was as follows:
Consultant……………………. ……………………$13,425
Portable PA System…………. …………………….$13,457
Original Scope of Work by HVS …………………$204,852
Additional Work Outside of Original Scope………$12,335__
Total………………………. …………………………$244,069
$11,489 of the additional work was funded through the Building Maintenance CIP
(42000132). Subsequent upgrades and modifications that may be necessary or desirable
in the future to either upgrade or maintain the functionality of the system will be funded
through P-132 and line item accounts from the Building Maintenance division budget.
ATTACHMENTS:
1. Change Order # 1
MOTIONS:
City of Culver City, California
City Council Agenda Item Report
That the City Council:
1. Approve Change Order #1 in the amount of $12,335 to the contract with Hoffman Video
Systems and authorize the Public Works Director/City Engineer to execute said change
order; and,
2. Accept the work performed by Hoffman Video Systems for the Mike Balkman Council
Chamber Audio/Visual and Acoustics Upgrade Project (P-846 & P-849); and,
3. Authorize the Public Works Director/City Engineer to execute the Notice of Completion
and file it with the Los Angeles County Recorder’s Office.
4. Authorize the payment of any retention after the expiration of the 35-day lien period.