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HomeMy WebLinkAbout1996-05-06 City Council (12)City of Polo Alto City Manager’s Report 9 TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: Public Works DATE:MAY 6, 1996 CMR: 250:96 SUBJECT:ESTABLISH A CAPITAL IMPROVEMENT PROJECT TO REFURBISH THE COUNCIL CHAMBERS AND BUDGET AMENDMENT ORDINANCE, AND REQUEST FOR COUNCIL DIRECTION ON ALTERNATE APPROACHES TO DEVELOPING A LONG TERM IMPROVEMENT PLAN. REQUEST This report requests Council authorization of a Budget Amendment Ordinance to fund the establishment of a Capital Improvement Program project (CIP), for improvements to the Council Chambers. The report also requests that Council provide direction to staff as to one of two approaches and time lines for developing a long-term improvement plan. RECOMMENDATIONS Staff recommends that .Council: Approve the attached Budget Amendment Ordinance in the amount of $11,300, to fund a Capital Improvement Project for improvements to the Council Chambers, and Direct staff as to the desired approach and timing to develop a long-term improvement plan for the Council Chambers. POLICY IMPLICATIONS This report does not contain any changes to existing City policies. EXECUTIVE .SUMMARY Background The Council Chambers has not been comprehensively upgraded since its original construction in 1970. The facility has deficiencies ranging from its audio-visual equipment to its seating for the public and Council. The Chambers no longer meets the needs of today’s presentation technologies, nor does it allow effective communication between Council Members, staff and members of the public. CMR: 250:96 Page 1 of 4 Several months ago, staff surveyed all of the Council Members to identify their issues with the state of the Council Chambers and received suggestions for improvements which could be incorporated into a refurbishing project. The key areas of concern related to the audio- visual equipment and the public seating. Short-Term Improvements A committee, chaired by the City Clerk and comprised of staff from all departments involved in the refurbishing project, met to review the Council suggestions. The group identified improvements which could be implemented relatively quickly and at minimal cost, versus those which involved more expensive long-term solutions. The appropriate staff then gathered information and price estimates for each proposed improvement. Improvements, such as extending the Council microphones, relocating the radio broadcaster’s table, moving some staff out of the "pit," and relocating the public microphone were implemented promptly. Short-term improvements that will require additional funding were identified as follows: replacing microphones for staff and the public podium; installing two-way communication between the Mayor, City Manager, Clerk and Attorney; and finalizing reconfigurations to accommodate some staff outside of the pit. These improvements were evaluated to ensure that they would not conflict with long-term improvements. Long Term Improvements Long-term improvements are required to correct deficiencies with respect to audio and visual presentation capabilities, cable television and radio transmission accommodations, Council dais and staff area layouts, public accessibility and seating, and overall aesthetics. To address these issues, consultant expertise will be required in the areas of audio-visual, architectural and space utilization design. The consultant would assist staff in refining the list of possible Council Chambers improvements to address each deficiency, taking into account physical limitations, technical constraints and cost implications. The consultant would interview the Council Members, to ensure all deficiencies are identified, and develop three alternative improvement scenarios. Each scenario would be different in how individual improvement elements are interrelated and emphasized. All scenarios would maximize incorporation of any short-term improvements. The alternative scenarios, with a range of estimated costs, would be presented to Council for comment and selection. The consultant would then prepare a schematic design and develop a budget for the chosen scenario, which would be incorporated into the Council Chambers Refurbishing CIP project. The project time line would vary depending on the method used for selecting a consultant. Staff has developed two alternate time frames for Council’s consideration. One utilizes the standard approach of soliciting consultant services through an RFP process. The CMR: 250:96 Page 2 of 4 second "expedited" approach utilizes the services of the consultant already hired to design ADA improvements for City facilities, including the Council Chambers. The time frame for the standard approach of soliciting services of a new consultant is displayed in Attachment A. The 13-month process would identify a defmed plan and budget cost by June 1997. With this timing, the plan implementation would be considered for the FY 1998-99 CIP budget, unless funded during FY 1997-98 through a Budget Amendment Ordinance. The expedited approach, shown in Attachment B, reduces the time to seven months by foregoing the six-month consultant selection process, and instead, amending an existing agreement with CSS Associates Architects. The firm is already providing design services for ADA improvements in the Chambers. The firm has indicated a willingness to augment its consultant team to provide the required audio-visual and space utilization design expertise. In addition, if authorized, the firm would be able to immediately start on the first task of refining the list of possible Chamber improvements, utilizing the additional services provisions of the existing ADA agreement. The expedited schedule results in identifying a defined plan and budget cost by December 1996 and allowing it to be considered with other projects proposed for the FY 1997-98 CIP interim budget. Next Steps With Council approval of the attached Budget Amendment Ordinance, a CIP project will be established, and staff will begin immediately to implement the proposed short-term improvements. Based on Council direction, staff will either proceed with the consultant selection process to hire a new consultant or begin negotiations with the existing consultant. Staff would return to Council with an agreement and a Budget Amendment Ordinance to increase the CIP project funding for consultant services, which is estimated to be in the range of $40,000 to $60,000. An exact cost will be determined after negotiation with the selected consultant. The consultant would work with Council Members to complete a refurbishing plan and corresponding budget. The timing for long- term improvements design and construction implementation would be dependent upon the approach approved by Council. FISCAL IMPACT Funding of $11,300 is requested to establish a 1995-96 CIP project for short-term improvements to the Council Chambers. The funding will cover the costs of display racks for public notices and agenda items; improvements to and replacement of Council, staff and public microphones; communication equipment between the Mayor, City Manager and City Attorney; and a work center for the City Clerk, including space for housing and securing audio-visual and computer equipment. Funding will be provided through the Budget Stabilization Reserve (BSR). The costs of the design consultant will also be paid from the BSR and added to the newly created CIP. The cost of the long-range improvements can come either from the BSR or be funded as part of the Capital Improvement Program allocation of General Fund revenues. CMR: 250:96 Page 3 of 4 ENVIRONMENTAL ASSESSMENT This project is categorically exempt from the provision of the California Environmental Quality Act (CEQA) pursuant to section 15301 (existing facilities) of the CEQA guidelines. ATTACHMENTS A - Council Chambers Preliminary Design Time Table Using a New Consultant B - Council Chambers Preliminary Design Time Table Using Existing Consultant C - Budget Amendment Ordinance PREPARED BY: DEPARTMENT HEAD APPROVAL: George Bagdon, Assistant Director of Public Works GLENN S. ROBERTS of Public CITY MANAGER APPROVAL: Manager CMR: 250:96 Page 4 of 4 IL! -’r" III P- < © ORDINANCE NO. ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO AMENDING THE BUDGET FOR THE FISCAL YEAR 1995-96 TO CREATE A CAPITAL IMPROVEMENT PROJECT, NUMBER 19625, CITY COUNCIL CHAMBERS REFURBISHING WHEREAS, pursuant to the provisions of Section 12 of Article III of the Charter of the City of Palo Alto, the Council on June 19, 1995 did adopt a budget for fiscal year 1995-96; and WHEREAS, the City Council Chambers has never had a comprehensive upgrade and has many of the origina! elements from its 1970 construction; and WHEREAS, the Chambers no longer meets the needs of today’s presentation technologies, nor does it allow effective communication between Council Members, staff and members of the public; and WHEREAS, staff has reviewed with the City Council possible changes to the Chambers and has identified both short-term and potential long- term improvements to the Chambers; and WHEREAS, the City Council desires to approve short-term improvements to the Chambers; and WHEREAS, implementation of such projects require that the budget be amended to create and fund Capital Improvement Project (CIP) number 19625, "Council Chambers Refurbishing"; and WHEREAS, City Council authorization is needed to amend the 1995-96 budget as hereinafter set forth. NOW, THEREFORE, the Council of the City of Palo Alto does ORDAIN as follows: E~. Capital Improvement Project (CIP) 19625, ~Council Chambers Refurbishing" is hereby created. ~. The sum of Eleven Thousand, Three Hundred Dollars ($11,300)) is hereby transferred from the General Fund Budget Stabilization Reserve and appropriated to Capital Improvement Project No. 19625, Council Chambers Refurbishing. This transaction will reduce the Stabilization Reserve from $15,023,165 to $15,011,865 Budget SECTION 4. As specified in Section 2.28.080(a) of the Palo Alto Municipal Code, a two-thirds vote of the City Council is required to adopt this ordinance. SECTIQN 5. The Council of the City of Palo Alto hereby finds that the enactment of this ordinance is not a project under the California Environmental Quality Act and, therefore, no environmental impact assessment is necessary. SECTIQN 6. As provided in Section 2.04.350 of the Palo Alto Municipal Code, this ordinance shall become effective upon adoption. INTRODUCED AND PASSED: AYES: NOES: ABSTENTIONS: ABSENT: ATTEST:APPROVED: City Clerk Mayor APPROVED AS TO FORM:City Manager Senior Asst. City Attorney Deputy City Administrative Department Manager, Services Director of Public Works