FROM: Robert Thompson, General Manager
Originator: Mike Dorman, Director of Engineering
SUBJECT:
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HEADQUARTERS AUDIOVISUAL INTEGRATOR, CONTRACT NO. P1-128A-1 FOR HEADQUARTERS COMPLEX AT PLANT NO. 1, PROJECT NO P1-128
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GENERAL MANAGER'S RECOMMENDATION
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RECOMMENDATION:
A. Receive and file Bid Tabulation and Recommendation for Headquarters Audiovisual Integrator, Contract No. P1-128A-1 for the Headquarters Complex at Plant No. 1, Project No. P1-128A;
B. Award a Construction Contract to EIDIM Group, Inc. dba EIDIM AV Technology for Headquarters Audiovisual Integrator, Contract No. P1-128A-1 for the Headquarters Complex at Plant No. 1, Project No. P1-128A for a total amount not to exceed $1,580,000; and
C. Approve a contingency of $158,000 (10%).
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BACKGROUND
Orange County Sanitation District (OC San) is constructing a new Headquarters Complex under Project No. P1-128A. The new Headquarters Complex will require audiovisual equipment to function properly. The construction contract for the new building does not include the purchase, installation, and integration services of audiovisual equipment. The audiovisual equipment with known long lead times was procured separately from this contract to accommodate the possibility of delays.
RELEVANT STANDARDS
• Comply with California Public Contract Code Section 20103.8, award construction contract to lowest responsive, responsible bidder
• Ensure the public’s money is wisely spent
• Provide a safe and collegial workspace
PROBLEM
The new Headquarters Complex requires an audiovisual network to be functional. While long lead-time audiovisual equipment and audiovisual network equipment have been approved and purchased, the remainder of the readily available equipment and installation services for the entire system has not been awarded.
PROPOSED SOLUTION
Award a construction contract for Headquarters Audiovisual Integrator, Contract No. P1-128A-1 for the Headquarters Complex at Plant No. 1, Project No. P1-128A. This contract will purchase the remaining audiovisual components and install the entire audiovisual system in the new Headquarters Complex.
TIMING CONCERNS
The audiovisual network equipment must be installed by December 2023 to maintain the project schedule and allow staff to occupy the new building.
RAMIFICATIONS OF NOT TAKING ACTION
The new building will not be able to utilize audiovisual features and the building occupancy date will be delayed.
PRIOR COMMITTEE/BOARD ACTIONS
May 2023 - Approved a purchase order to SHI International Corp (SHI) for audiovisual network equipment for an amount not to exceed $205,447, plus freight and sales tax; and approved a contingency of $20,545.
February 2023 - Approved a purchase order to AVI-SPL LLC for long lead time audio visual equipment for an amount not to exceed $911,309, plus applicable sales tax.
ADDITIONAL INFORMATION
This construction contract will provide the remaining audiovisual equipment and will install the entire audiovisual system, including the long lead-time parts previously approved and purchased. The P1-128A design consultant, HDR Engineering, has assisted in the audiovisual network design to ensure the package is coordinated with the primary construction contract.
OC San advertised Contract No. P1-128A-1 for bids on May 2, 2023 and five sealed bids were received on June 7, 2023. The bids were evaluated in accordance with OC San’s policies and procedures. A summary of the bid opening follows:
|
Engineer’s Estimate |
$ 1,655,000 |
|
Bidder |
Amount of Bid |
|
ITECH 2 INC |
$ 868,347.07 |
|
EIDIM Group, Inc. dba EIDIM AV Technology |
$ 1,580,000.00 |
|
AVI-SPL LLC |
$ 1,774,789.64 |
|
Avidex Industries LLC |
$ 1,982,843.00 |
|
Cashel Corporation dba Integrated Media Systems |
$ 2,047,520.76 |
The apparent low bidder, ITECH 2 INC, was determined non-responsive due to not providing required documentation defined in the solicitation documents. The next lowest bidder, EIDIM Group, Inc. dba EIDIM AV Technology, was determined responsive and responsible. A notice was sent to all bidders on July 13, 2023 informing them of the intent of OC San staff to recommend award of the Construction Contract to EIDIM Group, Inc. dba EIDIM AV Technology.
Staff recommends awarding a Construction Contract to the lowest responsive and responsible bidder, EIDIM Group, Inc. dba EIDIM AV Technology, for a total amount not to exceed $1,580,000.
CEQA
The Headquarters Complex project is included in the Addendum to the City of Fountain Valley “Fountain Valley Crossings Specific Plan” Program Environmental Impact Report, State Clearinghouse No. 2015101042.
FINANCIAL CONSIDERATIONS
This request complies with the authority levels of OC San’s Purchasing Ordinance. This item has been budgeted (Budget Update, Fiscal Year 2023-2024, Appendix A, Page 8, Headquarters Complex, Project No. P1-128) and the budget is sufficient for the recommended action.
ATTACHMENT
The following attachment(s) may be viewed on-line at the OC San website (www.ocsan.gov) with the complete agenda package:
• Construction Contract
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