TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sonja El-Wakil, Associate Engineer
SUBJECT: Award of Construction Contract to EIDIM Group, Inc. dba EIDIM AV Technology of Fullerton, California in the amount of $154,290 and Budget Amendment for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38
RECOMMENDATION
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Reject the low bid from Creation Networks, Inc as non-responsive; award a construction contract to the EIDIM Group, Inc. dba EIDIM AV Technology of Fullerton, California in the amount of $154,290 for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38; and approve a Budget Amendment. (Fiscal Impact: $70,000 Expense; Capital Improvement Projects Fund; 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 The current equipment, installed in 1993, is obsolete, unsupported, and cannot be repaired. 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.
On July 22, 2025, the Board of Supervisors approved the creation of the project as well as a budget transfer of $189,000 in HHSA available funds for the design and installation of the project. On October 7, the Board of Supervisors approved the plans and specifications for bidding.
Bids were received and opened on November 6, 2025. The bid results are attached for reference.
Creation Networks, Inc was the original apparent lowest bidder. Creation Networks, Inc, however, indicated their intention to, but did not in fact, submit a bid bond through Surety2000. No cash or check payment or hard copy of the bid bond was received by the time of bidding. Per the instructions to bidders:
“Bidders shall deliver bid security in an amount equal to at least 10% of the total bid amount to the Public Works Department prior to the bid opening… If sufficient bid security is not received prior to the bid opening either via Surety2000 or by physical delivery to 1195 Third Street, Suite 101, CA 94559, the associated bid shall be deemed incomplete and therefore non-responsive.”
Deeming the apparent low bid to be non-responsive, staff recommends awarding the contract to the lowest responsive bidder, EIDIM Group, Inc. dba EIDIM AV Technology of Fullerton, CA, (EIDIM) in the amount of $154,290. The total project cost is $258,363, including design phase funds previously approved; the request today is for $70,000. Approval of the requested actions today will initiate construction. It is not anticipated that this project will cross into next fiscal year. Construction is anticipated to occur in Winter 2025-2026.
EIDIM is not a local vendor, however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "A Notice of Invitation to Bid" to the local construction community.
Requested Actions:
1. Reject the bid from Creation Networks, Inc;
2. Award of construction contract for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38 to EIDIM Group, Inc. dba EIDIM AV Technology of Fullerton, California for their low base bid of $154,290; and
3. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Intrafund Transfers Out appropriations by $70,000 in the Capital Improvement Projects Fund (Fund 3000, Sub-Division 3000000, Account 57900) offset by use of its available fund balance to transfer to Project 25012; and
b. Increase Engineer Services appropriations by $70,000 (Fund 3000, Sub-Division 3000504, Project 25012, Account 52145) offset by an Intrafund transfer-in revenue from the Capital Improvement Projects Fund.
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 construction work. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The project is expected to complete within Fiscal Year 2026. |
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Consequences if not approved: |
The work will not proceed to design and the needed AV improvements will be deferred. |
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Additional Information: |
Strategic Initiative: Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Pursuant to California Code of Regulations, title 14, sections 15022 and 15268 (State CEQA Guidelines), issuance/approval of the following permits in the County shall be conclusively presumed to be ministerially exempt from the requirements of CEQA and thus preparation of an environmental document is not required: Building and Related permits (1) Building and related permits, including driveways up to 300 feet (e.g. demolition, plumbing, electrical, solar panels). As noted in the project description this project involves interior building improvements and will not impact the outside of the building or the building envelope, will not result in the need for the removal of any trees, will not require any grading and will not change the underlying existing use of the facility, as such due to this the project is ministerially exempt from the requirements of CEQA and preparation of an environmental document is not required.