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File Number: 19-555 <br />equipment, and City staff have had to improvise with the use of portable and temporary <br />microphone equipment. This project will remove and completely replace the AV equipment in the <br />Karp/Estudillo Room and Carnegie Lecture Hall in the Main Library and the Titan Auditorium in <br />the Marina Community Center. It will also install the equipment for the new Surlene Grant <br />Community Meeting Room in the South Offices that is currently being renovated. <br />This project includes the installation of recording cameras in the Main Library and Marina <br />Community Center public meeting rooms to allow for recording of events. These recordings can <br />be posted on the City’s website or cable channel. The project also includes the installation of <br />speakers, projectors, projection screens, microphones, assisted listening devices, input panels <br />and wall controls, sound control equipment and rack enclosures at each of the sites. This project <br />will also replace the ceiling tile system in the Karp/Estudillo Room at the Main Library to <br />accommodate the installation of the new AV equipment as the materials to renovate the old <br />ceiling system are no longer available. Additionally, the project installs cameras and necessary <br />AV equipment to allow live broadcasting and teleconferencing in the Surlene Grant Community <br />Meeting Room in the South Offices. <br />Analysis <br />One bid was received at the October 3, 2019 bid opening. The total bid amount was $670,798 <br />and the engineer’s pre-bid estimate was $620,000. Staff recommends award to the lowest <br />responsive bidder, EIDIM Group, Incorporated for the total bid amount of $670,798, which <br />includes the Base Bid for work at the Main Library and Marina Community Center and the Bid <br />Alternate No. 1, which includes work at the South Offices. Staff verified that the contractor has a <br />valid license with the Contractor’s State License Board and is registered with the California <br />Department of Industrial Relations. <br />There were no bidders with an office in San Leandro that would qualify them as a local business <br />per the Local Inclusion Policy Ordinance. Also, there were no bidders who met the Local <br />Business Participation Goal by subcontracting with San Leandro businesses for 25% of the <br />contract value. The lowest responsive bidder provided documentation that demonstrated <br />completion of the required good faith efforts to meet the local business participation goal. At the <br />mandatory pre-bid meetings, staff presented the requirements of the Local Inclusion Policy <br />Ordinance, responded to bidder questions, and provided contact information for free technical <br />assistance if needed. Bidders were also provided with a list of contractors performing trades <br />applicable to the project’s construction that currently hold business licenses with the City of San <br />Leandro. <br /> <br />As is standard in the construction industry, staff balanced site investigation costs with the risk of <br />finding unforeseen conditions during construction as well as the design costs with the level of <br />detail on the plans. As a result, unforeseen conditions may be encountered during construction <br />and plan details may need to be adjusted or clarified. In order to minimize delay to the project and <br />ensure that the scope of work is adjusted as needed to provide the highest quality project, staff <br />requests that the City Council authorize the City Manager or his designee to negotiate and <br />approve individual change orders up to 5% ($33,540) of the original contract amount and <br />cumulative change orders up to 11.2% ($75,000) of the original contract amount. This will help to <br />Page 2 City of San Leandro Printed on 10/30/2019 <br />107