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Approve an Appropriation Transfer Request of $2,063,527 from the Capital Renewal Reserve Fund to the County Audio/Visual Systems Upgrades Project for additional design services and construction (4/5 vote required); and Delegate contractual signing authority to the County Administrator within the established project budget
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of General Services recommends that the Board of Supervisors:
1. Approve an Appropriation Transfer Request of $2,063,527 from the Capital Renewal Reserve Fund to the County Audio/Visual Systems Upgrades Project for additional design services and construction (4/5 vote required); and
2. Delegate contractual signing authority to the Director of the County Administrator within the established project budget.
SUMMARY/DISCUSSION:
On June 19, 2018, the Board of Supervisors approved funding of $1,000,000 for the County Audio/Visual (A/V) Systems Upgrades Project (Project) to perform A/V systems upgrades in the Board Chambers and shared conference rooms at the County Administration Center (CAC) and County Events Center (CEC). The Board Chambers A/V upgrade, originally managed by Department of Information Technology with support from General Services Department, was previously completed. The overall Project scope has since expanded to include additional common conference rooms in the CAC (24) and departmental conference rooms (typically one per department). This scope increase was derived from the Department of General Services (GSD) discussions with the County Administrator’s Office and other County stakeholder departments regarding their conference room equipment, which are generally in poor condition because minimal upgrades have been made since completion of CAC building construction. GSD, together with consultants and input from the Department of Information Technology, has developed layouts and recommended new A/V equipment for County meeting rooms depending on their size. Project phases with budgets are summarized in Attachment A.
For construction of upgrades to proceed, the Department of General Services recommends that the Board approve an Appropriation Transfer Request of $2,063,527 for the County A/V Systems Upgrades Project (BU 1796) and authorize the use of these funds for final design, equipment purchase, construction, and construction management services, and delegate contractual signing authority to the County Administrator within the established project budget.
FINANCIAL IMPACT:
Of the prior funding from Capital Renewal Reserve Fund, $881,551 was used for the first phase 2018 Board Chamber A/V upgrades as well as preliminary design of upgrades for CAC and CEC common meeting room and individual department A/V systems. A balance of $118,449 remains for use together with the requested $2,063,527 to complete the upgrade of A/V systems in these several meeting rooms. Of the amount requested, $28,527 will be used to purchase existing A/V and furniture equipment in CAC conference room Suite#5015 to allow the room’s use by all County staff. These assets were originally paid for with State funds for the exclusive use of the Department of Child Support Services (DCSS) and would otherwise preclude use of room by non-DCSS county staff.
The overall project budget is summarized in Attachment B. The costs associated with preparing this agenda item are nominal and absorbed by the department’s FY2023/24 Working Budget.
ALTERNATIVES:
The Board may elect not to approve additional funding or delegation of signing authority. This is not recommended as the requested funding is necessary to progress the project and upgrade A/V equipment at several common and departmental meeting rooms.
OTHER AGENCY INVOLVEMENT:
Representatives from Department of Information Technology and Department of General Services - Capital Projects Management Division collaborated to develop technology and layout standards for the various conference rooms.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION