UPGRADES TO AUDIO/VISUAL EQUIPMENT FOR THE COUNCIL CHAMBER. May 1, 2017

Transcription

1 UPGRADES TO AUDIO/VISUAL EQUIPMENT FOR THE COUNCIL CHAMBER May 1, 2017

2 2 Staff Recommendations Adopt a Resolution approving a contract with PCD for an audio visual upgrade to the City Council Chamber in an amount not to exceed $132,509, increasing the contingency of Carr s Construction Service, Inc. by $50,957, amending the Gelfand Partners agreement increasing the not to exceed amount by $29,924, authorizing the City Manager to execute the contract and related change orders and increasing appropriations by $224,390 to cover the increased scope.

3 Open and Transparent Government 3 Staff s design recommendation strives for an open and transparent government. In addition to expanding the viewers, the live web streaming and televising the meetings will allow for the opportunity to include closed captioning reaching our hearing impaired residents.

4 4 Current issues with the existing equipment Exceeded its useful life Back noise on the microphones Inability to hear public comments TV screen for presentations is too small for anyone to see the screen past the second row Projection screen is not easily visible from the dais or by the audience Overall poor audio visual quality Council meetings are not televised Staff time to keep the current system operational

5 5 Current City Hall Project The scope of the City Hall Addition and Alteration Project includes: improvements to the acoustics in the City Council Chambers, HVAC upgrades, and over all aesthetic improvements including new carpeting. The Project does not include improvements to the equipment nor providing the ability to live stream meeting in the Council Chambers. With the Council Chamber going dark for construction from June 20 thru August 4, staff researched the possibility to enhance the outdated audio and visual system in the Council Chamber.

6 6 Finding a solution Staff reached out to PCD of Santa Rosa to review the existing system. PCD is an audio visual consultant with a resume of many projects including Green Music Center at SSU, and the Santa Rosa, Petaluma and Novato Council Chambers. PCD also maintains a CTS (Certified Technology Specialist) certification according to InfoComm s guidelines, which dictate that PCD must conduct themselves in a way that provides the best audiovisual solutions for an individual client s needs, both while delivering on time and within the set budget. Design team for this project also consists of Carr s Construction Service, Inc and Gelfand Partners Architects.

7 7 Proposed Design The proposed changes include the following: Raising the dais lights to place the projector screen above and behind the dais New high resolution laser projector and two confidence monitors Enlarging the electrical floor boxes to allow for an increased cabling and isolated circuits Hiding all cabling with a raceway around the perimeter of the Council Chamber Removal of the light racks on the west-side of the Council Chamber Demolition of the City Hall private restroom and construction of an audio video room including electrical design Infrastructure for a broadcast system, and all equipment including four cameras Website licensing with Acela and internet stream feed (or host channel)

8 9 Proposed Design Cost PCD, Inc. $ 132,509 Carr's Construction Service, Inc. 50,957 Gelfand Partners Architects 29,924 * Additional Hardware/Software 11,000 $ 224,390 * includes $27,494 to cover unanticipated design and electrical costs for the overall project. Other ongoing costs not included in the proposals above include annual software license costs, as well as, labor costs related to the need to hire a part-time Audio-Visual Services Technician.

9 10 Staff Recommendations Adopt a Resolution approving a contract with PCD for an audio visual upgrade to the City Council Chamber in an amount not to exceed $132,509, increasing the contingency of Carr s Construction Service, Inc. by $50,957, amending the Gelfand Partners agreement increasing the not to exceed amount by $29,924, authorizing the City Manager to execute the contract and related change orders and increasing appropriations by $224,390 to cover the increased scope.