TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sonja El-Wakil, Associate Engineer
SUBJECT: Approval of Plans and Specifications, and Authorization to Advertise the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38
RECOMMENDATION
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Approval of plans and specifications for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38 and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the Director of Public Works pursuant to Public Contract Code section 20150.8. (No Fiscal Impact)
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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 The current equipment, installed in 1993, is obsolete, unsupported, and cannot be repaired.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. The scope of work includes removing outdated projectors and screens and replacing them with large front-facing monitors and smaller rear-mounted displays.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.
On May 14, 2025 the Director of Health and Human Services signed an agreement for design services with Pacific Coast AV Installation, Service and Project Management, Inc. On July 22, 2025 the Board of Supervisors approved a budget amendment of $189,000 in HHSA available funds for the design and installation of the capital improvements project. The design is now nearing completion and project is ready to be advertised. Construction is planned for the winter of 2025-26.
The estimated total cost of 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. Final costs will be confirmed through a competitive bidding process. Staff will return to the Board of Supervisors at a later date to request approval of the contract award and anticipated required funding for construction.
Requested Actions:
1. Approval of plans and specifications for the “Low Voltage AV South Campus HHSA Conference Rooms Project” PW 24-38, and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the Director of Public Works.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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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 move forward with needed improvements. |
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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 and the needed AV improvements will be deferred. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Pursuant to Section 15022 and 15268 of the 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.