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 The current equipment, installed in 1993, is obsolete, unsupported, and cannot be repaired.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 The scope of work includes removing outdated projectors and screens and replacing them with large front-facing monitors and smaller rear-mounted displays.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 in...
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