HomeMy WebLinkAboutCity Council Packet 10-17-1995 SpecialPLYMOUTH CITY COUNCIL
SPECIAL COUNCIL MEETING
TUESDAY, OCTOBER 17, 1995
6:15 P.M.
City Council Chambers
I. City Manager Evaluation Process
H. Review of the Council Chambers Renovation Plans
Agenda Number:
For Expenditure Exceeding $15,000
TO: Mayor and City Council
FROM: Kathy Lueckert, Assistant City Manager
SUBJECT: Council Chambers Renovation --Final Plans and Project Budget
DATE: October 12, 1995 for October 17, 1995
1. STATEMENT OF THE PROBLEM, ISSUE OF PROJECT: For the past year we
have worked on plans for the renovation of the existing Council Chambers. The Council
Chambers renovation is the last phase of the overall City Center improvement project. The
project will install a new audio-visual (AV) system and make necessary alterations to the
room to improve cablecasting, acoustics, lighting, and presentation capabilities. The
estimated project budget is $668,000. Funding for the project will come from the Cable
Television Reserve Fund and the Project Administration Fund.
2. IDENTIFY AND DOCUMENT THE NEED FOR THE EXPENDITURE: The
primary focus of the Chambers renovation is to enhance the audio-visual capabilities of the
room. Currently, the Council Chambers is cable television "unfriendly," and public
presentations are difficult to see for both the audience in the Chambers and at home.
4. ALTERNATIVES: The City Council could choose not to renovate the Council
Chambers, or to postpone the project to a later date. However, the existing problems with
the room would not be corrected. In addition, from an aesthetic standpoint, the Chambers
would look like "old City Center," a stark contrast to the remainder of the building.
The Council also could choose to purchase and install a new audio-visual system, but only
partially renovate the Chambers. A partial renovation would include installing a new AV
system and making the necessary room modifications without expanding the Chambers to
the rear and relocating mechanical equipment. This would somewhat restrict audience
seating, but would save approximately $50,000 and still correct many of the cablecasting
problems with the room.
5. DISCUSSION: In January, the Council discussed but did not approve a larger project
that would have added a major entry corridor to the Council Chambers and City Center.
At a May study session, the Council approved a room layout known as "Option 1. " This
design placed the council dais at the center of the room, and used large television monitors
on either side of the dais for audience viewing of presentation materials. The plan called
for monitors in the dais for council use. Presentations will be made from a large podium,
equipped with overhead camera and computer capabilities. The presentation podiums and
staff desks will be movable, so that the room can be used for functions other than official
meetings.
Since the approval of this room layout, staff has worked with the architect and the AV
system consultant to develop the final plans, specifications, and budget for the project.
These are now ready for Council review. Attached to this memo is detailea information on
the components of the AV system and cost estimates for the physical renovation of the
room. The AV system cost is slightly higher than the detailed information. The increased
cost is based on providing a monitor for each person at the dais. Also included is a
rendering of what the room will look like when completed, a large color rendering, and a
color board.
Changes from May. Some changes have been made since the last time the Council
reviewed the proposed plan. These are due primarily to needed modifications discovered
during the detailed design phase of the project. The audience television monitors are
moved to "kiosks" along the sides of the Chambers, and two additional monitors will be
installed in the ceiling to provide adequate viewing for the rear of the room.
The most significant change is that the existing ceiling in the Chambers will be removed,
and a new ceiling installed. This is to accommodate the new cameras and monitors in
soffits in the ceiling, new lighting, and new sound system requirements. As the design
progressed, it became obvious that building a new ceiling was preferable to retrofitting the
existing ceiling to meet the new requirements. In addition, the kitchen and equipment
room areas were redesigned.
Construction Schedule. If the Council approves the final plans and project budget,
construction could begin in January. The architect estimates 6 - 8 weeks for the physical
renovation of the room, during which time the Council Chambers will be unsuitable for
meetings. Once the room is completed, the audio-visual system will be installed and
tested. This phase also will take 6 - 8 weeks. In essence, the Council Chambers will not
be available for City Council or Planning Commission meetings for about four months.
Proposed Meeting Location. For many reasons, it is desirable to continue to hold City
Council and Planning Commission meetings somewhere in the City Center complex. Staff
believes that the best location for this meeting is the new City Center lunchroom. This is a
fairly large room with little permanent furniture to rearrange, unlike the Public Safety
Training Room. The lower lobby also will be available for overflow crowds, as well as a
public conference room. A second alternative would be to use the Community Room at
the new Plymouth Library.
Cable Television. At this point, the most likely option for televising both the Council and
Planning Commission meetings is to videotape the meetings for later replay. However, we
are exploring "live" options with Northwest Cable Television.
6. BUDGET IMPACT: The estimated project budget is $668,000. The source of funds is
500,000 from the Cable Television Reserve Fund, and $168,000 from the Project
Administration Fund. No property tax dollars will be used to fund this project.
Listed below is a summary of the project costs.
Audio -Visual System 260 650
Chambers Renovation
Demolition 33,000
Mechanical Equipment Relocation 30,000
Ceiling Renovation
36,000
Room Renovation (includes kitchen and TV room) 99,000
Carpet 13,000
Wall Covering
1,500
Acoustical Treatments 10,000
Millwork 23,000
Kitchen Millwork 1.500
Subtotal 247 000
Contingency (10% of construction) 50,800
Contractor's Overhead/Profit 83,800
Subtotal $134,600
Furniture
25,00
Total Project 667 250
In May, we had estimated that the AV system would cost $200,000 -- 250,000, and room
modifications among $200,000 -- 300,000. The primary reasons for the increase in cost
are the complete renovation of the ceiling, and the millwork necessary for the dais and for
movable staff desks and presentation stands. Because we will bid the project during the
winter and because its duration is short, we may receive favorable bids that will reduce the
project budget further.
The primary funding source is the Cable Television Reserve Fund. We will not entirely
deplete this fund (leaving about $60,000) so that any emergency equipment repair or
replacement can be funded. In 1997, we will begin budgeting to replenish the fund in
anticipation of future AV system enhancements.
7. RECOMMENDATION: I recommend that the City Council infonnally review the plans
and project budget for the Council Chambers Renovation project, and direct staff to place
formal approval of the project and authorization of bids on the a City Council agenda in
November.
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2. Equipment: All new equipment will be used for the .ADA listening assistance system.
Estimated sub -system budget with installation and tax: S 3..000
Video and Computer Nleetft Presentation Tools
1. The City would like to install contputer capability into the presentation trwlbox.
Presentation tools located for the side lectern will be as follows:
An (S )VHS VCR
An oyerhead high resolution graphics camera for use with the presentation of
analog maps, charts. photographs, printed tt''ct. "overhead" transparencies or
copies. etc.
A Pentium type computer %vith "niulti-media" configuration: CD-RONI, sound
capability, etc.
A 35IIM slide -to, idcu war. crier (tc1c6ie).
2. Equipment; .all new equipment mvill be used for titin presentation systems.
Estimated sub -system budget with installation and tax: S +0,000
In -Chamber Controb
1. Even though the presentation tools thentsel- es will be located at the side preserttntion
lactam, control and manipulation of tltt tools will be possible From sox-eral lcn:ations.
One wird control panel %Fill be pro-7ded at the presenting lectern. Simple controls
ill be installed at chit panel. Controls and displays will include:
Graphics camera xoom and focus
A lbnvard. or play, buttcnn vviiich will be svfiware configutti.d ou fin as-ncI;dsd
basis to fonyurd a computer presentation (electronic slides); or to operate some
future piece of equipment such as a forivard tray hutten on a 35N1N1 slide -to--% ideo
tamiu.
Basic motion controls for tate N'CR and slides
Selection of the presentation source (VCR Computer. etc.) to the nionitvrs
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One wireless control panel «ill be provided for use by a sta$'mamber to assist in
presentations. BcCause it is wireless, this panel can be uscd 41 any location in the
Chamber, including staff dellks and the presenting lectern. This panel will be a
duplicate of the prcwntution lectern panel.
2. Equipment, X11 new equipment will be used for the control systents.
Estimated sub -system budget with installation and tat: S 15,000
In -Chamber Displa s
1. Dais, side tables and presentation lectern to have built-in 10" video and data
compatible monitors.
2. Audience to have fotw large +'ideo and data capable monitors; »No in side kiosks (37")
and tv o in an overhead soffit (33").
3. Equipment: All new equipment will be used for the display system.
Estimated subsystem budget with installation and tax: S 48.000
Video & Audio Cable CovOrage
1. Ona 3 -CCD ct-waraae camera to be added on opposite -ide of chamber near NE corner
with re mote pan ttlt and zoom focus operation for presentation coy cragc.
2. Three 3 -CCD coverage cameras to be re -used in front of flic dais area for staff and
sonic preszntariun coverage with remote pan tilt and z«om.'focus uparalion.
3. One 3 -CCD overhead camera to be added for coverage of table -top graphics
presentation with remote tonna focus operation.
4. All audio and video feeds used for presentations are fed to the Control Room for direct
bv-wire" (cameras do not slioot in -chamber display screens) cal)lecast and,or
recording.
5. Control Room operator controls when current pres;.ntatitm source is aired vs. covernge
cameras.
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6. Equipment: Two to three existing cameras will be reused. Lcnsas may have to be
replaced. T`,%v new eamaras are required for the reverse shut and the ovcnccad
graphics shot. Two color monitors in the Control Room will also be reused for
monitoring the catncru shots. The new locations of tate threa reused cameras will
prohibit field use on attl' routine basis since cameras are difficult to access and de-
mount. The attachcd budget reflects reusing only two of these cameras.
Estimated sub -system budget with installation and tax: S 70..000
In -building CATV' Systems
1. There has been no re -design of the building CATV system, All TVs in the building
will remain as is. This design does add an in-housa request channel, which is a videv
and audio source cuttting fronn am• signal in the Council or Control Room, which can
be put onto the in -building TVs. An unused char tcl (such as HBO) will be used for
this channel, This clwwel is separate from the feedback to the cable carrier.. which
will be re -installed.
2. Lobby moniter(s) have not been replaced in this design.
3. Equipment: E%wapt lbr loan cost cabling and a modulator to provide for the new in-
house fcad. die axistittg CATX system will rc'nain.
Estimated sub-systam budget Nvith installation and tax: S 4.000
Control Room Features
1. Remote vtd direct control of all cable coverage tools: cameras. pulllilt units.
microphones, video and audio sources. etc.
2. Equipment: rte«- rack and operator's console system to be provided. Aesthetics of
ciposed enclosures and wiring to the Chamber aren hava been taken intv
consideration.
3, Equipment: Control Room will include a new automated playback system with
multiple VCRs. a new on -air graphics system ("bulletin board") to be provided to
replace all existing system of law qualit%.
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4. Equipment: Control Room to have title keying capability provided via reuse of on-- of
tZ existing title senerators. "Kris is typiealh used during meetings.
Estimated sub-systam budget (remaining miscellaneous equipment) with installation and
tax: $ 30,000
Total preliminary- estimated bid amount: S258.000
If you need any further information, or if you have any questions. please do not hesitate to
cull.
Sincerely.
Dickson Stewart