HomeMy WebLinkAbout1997-11-17 City CouncilTO:
FROM:
City
City of Palo
Manager’s Report
HONORABLE CITY COUNCIL
CITY MANAGER DEPARTMENT:PUBLIC WORKS
AGENDA DATE:
SUBJECT:
NOVEMBER 17, 1997 CMR:429:97
RECOMMENDATION TO REVISE PROPOSED LONG
TERM COUNCIL CHAMBERS IMPROVEMENTS,
COUNCIL CHAMBERS REFURBISHING, CIP Project 19625
RECOMMENDATIONS ,.
Staff recommends that Council:
2.
Direct staff to proceed with the implementation of an "Enhanced Basic Project" in
the amount of $390,000 for the refurbishing of the Council Chambers, as detailed
in this report.
Direct staff to proceed with hiring an architectural consultant for the design of the
Council Chamber improvements defined by the selected scope.
Confirm that Council’s direction as to the scope of work will allow staff to proceed
directly to the consultant selection stage without additional review by the Finance
and Policy and Services Committees.
POLICY IMPLICATIONS’
Approval of this action does not represem any change to existing policies.
BACKGROUND ~ _
In 1996, Council initiated the Council Chambers Refurbishing Project and approved a list
of conceptual improvements for the Council Chambers (CMR:250:96 and CMR:364:96).
On May 5, 1997, staff presented a conceptual design study that incorporated the basic
improvements and recommended placing the project in the FY 1997-98 budgetary process
(CMR:213:97). On that date Council directed staff to proceed with the full spectrum of
improvements. Subsequently, .on June 23, 1997; Council rescinded that approval and
requested that staff provide additional cost information on the proposed improvements, and
directed staff to consider the inclusion of enhancements to the audio and visual presentation
systems as part of the basic project.
CMR:429:97 Page 1 of 7
DISCUSSION
Staff has separated out the basic package of improvements from the proposal presented in
CMR:213:97. Additional option packages that could be added to the basic improvements
are also shown. The options are packaged to present varying levels of improvement to
visual presentation systems and associated architectural improvements. If none of the
packages are found to be desirable, an itemized list of all the improvements with their
approximate cost is attached for use in creating additional packages of improvements.
Staff is recommending the approval of an "Enhanced Basic Project" consisting of the
original basic improvements plus Option Package #2, in the amount of $390,000 in project
construction costs. This alternative will provide for a fully functional renovation of the
Council Chambers, including both the originally proposed refurbishments and
enhancements which respond to the Council’s direction to address concerns over the
adequacy of the sound system, lighting, and visual presentation equipment.
The proposed improvements do not include either architectural enhancements to the
Chambers or the provision of state of the art technology for computer based systems with
digital data formats. Should the Council desire to provide for those capabilitites either now
or in the future, the inclusion of additional alternative packages would be required.
Basic Improvements
The basic improvements address areas of safety and accessibility, and several of Council’s
concerns regarding the sound system, public seating, staff area congestion, lighting for the
dais, and the separation of staff and public. The estimated cost of the improvements for
the basic project is $320,000. The scope of work includes:
General Replace all of_~the carpeting in the Council Chambers. The carpet is
worn in heavily traveled areas throughout the Council Chambers and
has become a safety concern. Also a majority of the carpet will be
removed due to the ADA improvements in the public area.
.Council Area Improve lighting in the Council area.
Staff Area Remodel the staff tables to reduce congestion and redesign the low
wall between staff and the public to reduce the appearance of
separation.
,~Upgrade the sound system, microphones and speakers.
Public Are_______~a
CMR:429:97
Remove the TV booth to increase site lines for the public (relocation
¯ would be the responsibility of MPAC/Cable Coop). Refurbish public
benches to increase seating comfort. Provide Americans with
Disabilities Act improvements, including allocation of space for wheel
chair seating, podium redesign and flattening the sloped floor to meet
ADA standards.
Page 2 of 7 [
Option Packages
The option packages are discrete improvements which can be added to the basic
improvements listed above. There are five packages presented below which range from
replacing the existing screen and projector to installing a new vi~ aal presentation system.
Option Package #1 - Upgrade Existing Projector and Screen (Recommended)
This option incorporates a new projector in the podium constructed as part of the basic
improvements, and replaces the existing screen. This option updates the existing
equipment to the latest quality for stand-alone components. This equipment will not be
upgradeable if, in the future, a complete digital audio/visual presentation system is
installed per Option Package #5.
Estimated Additional Cost: $40,000
Components include:
Screen - The existing screen will be replaced with a screen that has a higher reflective
material and disperses the image at a wider angle to provide a more visible image.
Overhead Projector - The existing overhead projector will be replaced with a new high
intensity projector located on a new cabinet. The projector would be a transparency
based unit. The new cabinet will be located adjacent to the new podium included in the
basic improvements.,
Slide Projector- New slide projector will be located with the new overhead projector.
The projector would be a photographic (35 ram) slide based unit.
Option Package #2 - Add Motion Projector (Recommended)
This option includes adding a new motion projector in the new podium construction and
includes Option Package #1. This equipment will not be upgradeable if, in the future, a
complete digital audio/visual presentation system is installed per Option Package #5.
Estimated Cumulative Total Additional Cost for alternatives one and two: $70,000
Components include:
Option Package #1 - Listed above.
Motion Projector - A new motion projector will be placed with the overhead projector.
The projector would be a video cassette (VHS) unit which would operate on a stand
alone basis without system integration into the other presentation media. The cabinet
in Option Package #1 will be modified and expanded to accommodate the projector.
_Option Package #3 - Upgrade Existin Dg__.~a.~ (Optional)
This option updates the dais to accommodate Option Packages #4 and #5. This option
would be required in order to incorporate either monitors or computers at the Council seats
CMR:429:97 Page 3 of 7
and to preserve flexibility fo~ future improvements and possible future phasing of the
additional project components over a multi-year period of time. These improvements
would allow for the addition of computer based system in the future with only minimal
disruption to the Chambers.
Estimated Additional Cost: $150,000
Components include:
Dai____~s - The existing dais .will be replaced with a redesigned dais to accommodate future
improvements for lighting and video imaging. The location of the dais will not change.
Individual Council Seating Locations - This improvement would provide the
opportunity to install individual display monitors for each Council Member, either in
conjunction with options 4 and 5 at this time or with some future improvements.
Staff area - The staff tables will be architecturally incorporated into the dais.
Wiring- Wiring will be installed so as to accommodate the proposed controller in
Option Packages #4 and #5, should it be desired to install it in a subsequent future
project.
Option Package #4 - Install Analog Visual Presentation System (Optional)
This option provides a rear projection system which uses the existing rear projection screen
with an analog (magnetic) control system that can accommodate overhead projection, slides
and video presentations on an integrated multi-media format. Also, this system allows
interactive input by the City Clerk for agenda and agenda items that will be displayed on
the rear projection screen. This is the first level of improvements which would include
individual display monitors at each Council seating location. This equipment will not be
upgradeable if, in the future, a complete digital audio/visual presentation system is
installed per Option Package #5.
Estimated Additional Cost: $328,000
Components include:
Option Package #3 - (new dais) listed above.
Rear Projector & Screen - The existing rear projection screen will be refurbished with
a new viewing surface to provide a sharper image.
Video System - A new analog control system and presentation components will be
installed adjacent to the new podium. This system would provide the capability for
integrated multi-media presentations. The components will consist of a slide-to-video
unit, document camera for hard copy material, analog VCR and an analog computer
connection. The system will present images on the rear projection screen that are
CMR:429:97 Page 4 of 7 i
viewable at all lighting levels. Individual display-only monitors would be provided at
each Council seating location.
Arc~itectural Improvements - Additional architectural improvements can be added to
this package and are listed in Attachment B. The items are discrete architectural
features that can be added individually, or in any combination, to the project. The total
cost of all the improvements is $220,000 and is not included in the cost listed above.
Option Package #5 ~ Install Digital Visual Presentation System Medium Level Technolog~
.(.Optional)
This option provides a rear projection system which uses the existing rear projection screen
with a digital (optical) control system that can accommodate overhead projection, slides,
and video presentations on an integrated multi-media format, with input from computer-
based systems. Also, this system allows interactive input by the City Clerk for agenda and
agenda items that will be displayed on the rear projection screen and at individual display.
monitors at each Council seating location.
Estimated Additional Cost: $420,000
Components include:
Option Package #3 - (new dais) listed above.
Rear Projector and Screen - The existing rear projection screen will be refurbished with
a new viewing surface to provide a sharper image.
Video System - A new digital control system and presentation components will be
installed adjacent to the new podium. This system represents state of the art technology
and can incorporate input from computer based systems. The components will consist
of a slide to video unit, document camera for hard copy material, digital VCR and a
digital computer connection enabling, the creation of "seamless" multi-media
presentations which are digitally integrated from multiple input sources. The system
will present images on the rear projection screen that are viewable at all lighting levels
and at individual display-only monitors at each Council seating location.
Architectural Improvements - Additional architectural improvements can be added to
this package and are listed in Attachment B. The items are discrete architectural
features that can be added individually, or in any combination, to the project. The total
cost of all the improvements is $220,000 and is not included in the cost listed above.
It should be noted that Option Package #5 incorporates "medium level" capabilities in the
hardware and control systems. It does not include personal computers at individual seating
locations. A digital presentation system with "high end" capabilities incorporating
personal computers at individual seating locations so as to provide e-mail, Internet access,
and connectivity to City data bases and systems along with the same basic function as
CMR:429:97 Page 5 of 7
Option Package #5 could cost up to $500,000 or more depending on the level and
complexity of the desired systems.
Project Schedule
It is staff’s intent to construct the proposed improvements during the Council’s vacation
in the summer of 1998. To accommodate this schedule, the consultant selection process
needs to be initiated as soon as possible. To facilitate the consultant selection time line,
staff requests that Council approve the project scope of work at this time rather than refer
it to Committee, as would normally be done under Policy and Procedure 1-10. In order
to provide further information on the details of the improvements, it is suggested that staff
present preliminary design plans (35 percent completion stage) to the Finance and Policy
and Services Committees for review. This timetable would allow staff to construct the
improvements during the summer of 1998.
The chambers are being used by the SuPerior Court during the period from November
1997 through March 1998 while their own facilities are also being remodeled. Recent
correspondence from the Court to the City Clerk’s office has indicated their desire to
extend the use to a total of eight months, which would run through June 1998. That would
’be the maximum extent to which their usage could run without impacting the City project
schedule. The City Manager’s Office and the City Clerk’s office will coordinate a
response to the Court indicating the City’s project schedule issues.
Dependent on the timing of the decision as to a preferred alternative, and the magnitude
of that selected alternative, the construction duration may extend beyond the Council’s
normal August/September vacation period. Such an impact could require temporary
relocation of the Council meetings to alternative facilities. Staff will review these issues
dependent upon the selected alternative and will report back to Council at the time of the
consultant contract award.
FISCAL IMPACT
It is proposed to fund this project by using the current ADA project (CIP project 19309),
combined with General Fund and Utility Fund reserves by a Budget Amendment
Ordinance when the consultant contract is awarded later this year. The construction cost
estimates contained in this report do not include any potential cost of temporary relocation
of the Council meetings to alternative facilities, should the selected alternative require a
construction duration longer than the Council vacation. Staff will review those issues
dependent upon the alternative which is selected and will report back at the time of
consultant contract award and Budget Amendment Ordinance.
ENVIRONMENTAL
The project is exempt from the California Environmental Quality Act (CEQA) under
Section 15301 of the CEQA Guidelines.
CMR:429:97 Page 6 of 7 ~
ATTACHMENT8
A - Option Package Table
B - Architectural Improvements, Description and Costs
PREPARED BY: John A. Carlson, Acting Assistam Director of Public Works
DEPARTMENT HEAD REVIEW:
GLENN S. ROBERTS
Director of PuNic Works
CITY MANAGER APPROVAL:
CMR:429:97 Page 7 of 7
ATTACHMENT A
COUNCIL CHAMBERS REFURBISHING PROJECT
OPTION PACKAGE TABLE
OPTION PACKAGES
IMPROVEMENT DESCRIPTION
1 2*3 ! 4 5
Basis Improvements1 X i X X i X X
Basic Improvements Cost ($1000s)1 $320 i $320 $320 ! $320 $320
Individual Component Upgrades
New Front View Screen X .............~ ................." .............................i, ....
New Overhead Projector X X
New Slide Projector X X
New Motion Projector X
Component Upgrades Cost ($1000s)$40 $70
Visual Presentation System
Replace/Upgrade Dais X X ’X
Rear View Screen X }.X
Rear Projector X X
Analog Video System il X
Digital Video System (Medium Level),ii X
Architectural Improvements i ~:,X X
Architectural Imp. Cost ($1000s) .......................i ................................................$220 $220
TotalProject Cost ($1000s)$360 i $390* $470 I $820 $960
Note 1 Basic Improvements include: Replace carpet throughout Chambers; Improve Council area lighting; Remodel staff
tables, public podium and low wall; Upgrade sound system, microphones and speakers; Remove the TV booth; Install
ADA improvements; and Refurbish public benches.
*Recommended
ATTACHMENT B
COUNCIL CHAMBERS REFURBISHING PROJECT
ARCHITECTURAL IMPROVEMENTS
o
go
Entrance Improvements $90,000
The improvements would include installing a wooden louvered wall at the
northern wall public entrance in the vicinity of existing TV booth which
will be removed as part of the basic improvements. The wall will be
similar in architecture as the wooden louvered wall behind the public
seating. The improvements will include credenzas for Council and
Planning Commission packet material.
Dais Backdrop Improvements . ....................... $34,000
The improvements will include a curved wall behind the dais and contain
the City Seal.
Rear Chambers Improvements $73,000
The improvements will include an enclosed area for radio (and possibly
TV) personnel and equipment.4.
Chambers Lighting $23,000
The improvements will include overall chamber lighting which would be
controlled through the presentation control system and will automatically
dim during presentations.
5.Total Architectural Improvements $220,000