HomeMy WebLinkAboutReg 2004-11-01 Item 2A - Presentation - Council Chamber Remodel and Upgrade COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
CAS NUMBER: 04-011 I ORIGINAL AGENDA DATE: NOVEMBER 1, 2004
AGENDA ITEM TITLE Council Chamber Upgrade Project
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date 11 /01 /04
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PW
SPONSOR'S Remodel will include new audio /video equipment and furniture for the Council Chambers.
SUMMARY
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
El Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE:
RECOMMENDATIONS:
SPONSOR /ADMIN.
COMM1 fnE
COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$452,683.20 $421,569.00 $475,000.00
Fund Source: 303 Facilities
Comments:
MTG. DATE RECORD OF COUNCIL ACTION
3/22/04 Council approved "Option 2"
11/01/04
MTG. DATE ATTACHMENTS
11/01/04 Information Memo dated October 27, 2004
Attachments 1 through 3
INFORMATION MEMO
To:
Mayor Mull~t
From:
Public Works Director
Date:
October 27,2004
Subject:
Status of Court/Council Chamber UUf:!rade
ISSUE
City Council has requested an update on the Council Chamber Remodel Project and another review
of the scope of work. Several changes have been requested to the approved scope-of-work and Staff
needs a decision on the requested changes.
DISCUSSION
Atthe March 22, 2004 City Council Meeting, "Option 2" was approved as the scope-of-work for the
proposed project (Included a lip for the dais). Attachmentl is the approved scope-of-work. The
estimated project cost was $421,569.00 (AudioNideo $257,572; Furniture $163,997). Attachment 2 is
the "Conceptual" Layout of the Chambers.
Since March there have been numerous user group (City Clerk, Court Administrator, IT Department,
Planning Department, Council's Legislative Analyst) meetings to discuss scope, scheduling, and
financing. As a result, the design costs have grown from an original estimate of$18,385 to
$49.499.20. This increases the total project costto $452,683.20.
Recently, the users and design team have put forth additional suggestions/changes:
. Eliminate the "goose-necked" microphones and replace them with wireless microphones.
. Provide "flat-panel screens" in the dais.
. Provide lap top computers in lieu of the flat-panel screens.
In order to eliminate the labor premium costs associated with working in the evenings, provisions are
being made to accommodate the needs of the Court in Conference Room 3 (Tuesdays and Thursdays)
during business hours. This will.require that the furniture in Conference Room 3 be re-arranged for
the duration of the construction (See Attachment 3). Because of this, the Court has offered the use of
the Law Library for Department Head and other meetirigs typically scheduled for Conference Room 3.
Conference Room 3 will also have the doorknobs changed on the doors leading to the Mayor's office
to ones that will lock from the Mayor's side.
Another user group and design team (David Clark and JW Tel-Tronics) meeting has tentatively been
scheduled for November 2. This meeting will be held to finalize the scope-of-work.
Construction activities will be limited to business hours (labor premium not approved), and will most
likely occur on Tuesdays, Thursdays and Fridays (with the exception of the first Thursday and Friday
of each month). This schedule will be an inconvenience to the contractor, and they will spend
approximately 1/6 of their time mobilizing, de-mobilizing and cleanup.
DECISION NEEDED ...
I. Eliminate the "goose-necked" microphones and replace them with wireless microphones?
Estimated that there will not be any additional cost.
2. Provide "flat-panel screens" in the dais.
3. Provide lap top computers in lieu of flat-panel screens.
Note: Estimate cost for either item 2 or item 3 is an additional $25000.
RECOMMENDATION
Project Management strongly recommends that the scope-of-work be "frozen" so that design can be
finalized, a construction scheduled can be.established, and final project costs detennined.
Council Chambers Upgrade Report
Technology Equipment and Labor Cost Estimates
Council Chambers Upgrade Project
Design Diagram
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