TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sonja El-Wakil, Associate Engineer
SUBJECT: Project creation and budget amendment for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38
RECOMMENDATION
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Approve and authorize creation of Capital Improvement Project 25012 for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38 and approve a Budget Amendment in the amount of $189,000 for design, plans specifications, project bidding services, and partial construction costs needed to support the project. (Fiscal Impact: $189,000 Expense; Health and Human Services Agency; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Health and Human Services Agency (HHSA) South Campus Building A conference rooms-Madrone (Room 238), Willow (Room 239), and Oak (Room 240)-are heavily used spaces that also serve as a backup boardroom for the Napa County Board of Supervisors.
Since the County acquired the building, it has been clear that the existing audio-visual (AV) system is no longer adequate. The current equipment, installed in 1993, is obsolete, unsupported, and cannot be repaired.
The AV needs have been identified based on how the rooms are currently used, input from AV design consultant AVI (who provided a preliminary scope in February 2024), and planning efforts. To further refine the system requirements, Napa County ITS surveyed the Sonoma County Board of Supervisors’ boardroom for comparison and best practices.
Replacing only the existing equipment without upgrades was considered but ultimately dismissed due to the risk of non-compliance with ADA accessibility standards and Brown Act requirements.
The proposed AV improvements will bring the rooms up to modern standards for meetings and trainings. The scope of work includes removing outdated projectors and screens and replacing them with large front-facing monitors and smaller rear-mounted displays. The project will also include ADA-compliant audio systems, integrated microphones, support for combined-room use, and compatibility with web conferencing platforms.
The estimated total cost for the project is approximately $255,000. This figure includes engineering, project management, and contingency funds, though it is based on a single, non-competitive proposal provided prior to the implementation of tariffs and does not account for cabling, prevailing wage requirements, or soft costs. A budget amendment is proposed to transfer project funds from HHSA Agency Administration Budget into the Capital Improvement Project. Additional funding for construction will come from the Capital Improvement Fund. Final costs will be confirmed through a competitive bidding process.
A Professional Services Agreement was executed on May 14, 2025 with Pacific Coast AV Installation, Service and Project Management, Inc. for design services. Construction is planned for the winter of 2025-26.
The Director of Public Works recommends approval to create Project 25012 and the Budget Amendment. Staff will return to the Board of Supervisors at a later date for approval of the Plans and Specifications, request for authorization to advertise for bids.
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Transfers Out appropriations by $189,000 in the HHSA Agency Administration Budget (Fund 2000, Sub-Division 2001000, Account 56100) offset by use of its available fund balance to transfer to Project 25012; and
b. Creation of a new project for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38 (Fund 3000, Sub-Division 3000504, Project 25012) and increase appropriations for Engineer Services by $189,000 (Fund 3000, Sub-Division 3000504, Project 25012, Account 52145) offset by a transfer-in revenue from the HHSA Agency Administration Budget.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval is necessary to begin the design. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Staff will return at a later date to request another budget amendment to fully fund the project. |
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Consequences if not approved: |
The work will not proceed to design and the needed AV improvements will be deferred. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California
Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.