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HomeMy WebLinkAbout5J - AFB for Audio Visual Equip. Council Chambers MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 CITY COUNCil AGENDA REPORT August 21,2006 5J Kelly Meyer, Assistant to the City Manager CONSIDER APPROVAL OF A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR AUDIO VISUAL EQUIPMENT AND INSTALLATION FOR THE NEW CITY COUNCIL CHAMBERS. Introduction The purpose of this agenda item is for the City Council to approve the plans and specifications for the audio visual systems for the new City Council Chambers and to authorize staff to advertise for bids to provide the equipment and installation of the system. Historv As construction progresses on the new police station and city hall facilities, the project now must also focus on outfitting the internal systems and fixtures for the facilities. These systems include, for example, card reader and security systems, audio visual equipment, work stations and furniture, data and phone systems, and filing systems. Some of these systems, such as card reader and security, are part of the contract with Shaw Lundquist. The other systems have a budget estimate assigned in the Building Fund, but acquisition of those items is to be accomplished by City staff. These items could have been contracted through the architect, but it would have meant an added 6% to the cost estimate of the budgeted item. In the case of the audio visual systems estimate, which is $175,000, this is a savings of $10,500. Current Circumstances Construction of the new City Council Chambers not only includes a the physical space, but also the internal audio/visual systems that allow for presentations, as well as live broadcasts of public meetings. Because the systems are complex and beyond staff expertise, the Council previously authorized a contract with Appollo Systems, Inc. to design the system and prepare plans and specifications. Staff and Appollo Systems met on numerous occasions to discuss needs and options for both the new system, and the old equipment. Appollo Systems also met with the Building Committee to review their initial design and solicit input. Early on in the process, it became clear based on discussions between staff, the consultant, and the Building Committee, that it was important to plan a system that significantly improved the existing equipment, provided an infrastructure that had the capacity to adapt to future technology, and did not www.cityofpriorlake.com lPhenec95~;.447.4230 / Fax 952.447.4245 short-change a facility in which the community had made substantial investment. Conclusiol1 The design work and plans and specifications have now been completed, and reviewed by the City Attorney. The City Council is asked to authorize staff to proceed with the advertisement for bids. ISSUES: The plans and specifications divide the new system into three components: · Audio system · Video Presentation System · Video Broadcast System Attached to this report is a layout of the system inside the City Council Chambers. I've summarized some of the features of the system below: 1. The system proposes all new equipment that is high-definition ready, and based upon dvd technology rather than vhs. The system will allow for considerably more programming of cable channel 15 than is presently possible. 2. The existing editing equipment will be reassigned for public use, and the existing camera equipment will be relocated to the new AV studio area for taping other City cable programming. The existing audio system will remain at the fire station. 3. The system is constructed so that the presentation systems and the broadcast systems operate independently. This means that you do not need a person in the broadcast booth to use the room for presentations if you are not broadcasting the meeting. 4. The audio system provides a series of overhead speakers, as well as speakers in the overflow hall area, and individual speakers at each Council position. 5. The room will feature four new pan/tilt/zoom cameras, and a new document camera. 6. Each Council seat, staff seat, and podium will have flat panel monitors that will show the live broadcast. 7. There are six 50" flat panel plasma televisions for public viewing of the live broadcast or presentation material. Two of these televisions will be located in the hallway outside the Council Chambers to be used for overflow. One television will also be able to be used as a daily bulletin board or for PL TV-15 broadcasts in the lobby. 8. A Crestron system that controls the presentation inputs for VCR, Powerpoint, Document camera, and lighting will be located at the staff table and the podium, and can be manipulated without requiring assistance from the broadcast booth. 9. Microphones at the Council table are programmable, so that if a microphone should be muted, a button is pressed at the base of the microphone. In addition, the Mayor will have an override function that will allow him to cut off any microphone, if necessary, which is intended to help keep difficult discussions from becoming unruly. FINANCIAL IMPACT: The Building Fund budget estimated $70,000 for audio/visual systems. The Council previously authorized the expenditure of $5000 for the design of the system. The estimated cost of the proposed system is $175,000. Currently, there is undesignated funding in the Building Fund from interest earnings that could be utilized for this purpose. The Council will further consider funding sources once bids have been received and actual costs are identified. ALTERNATIVES: The Council has two alternatives: 1. Adopt Resolution Approving the Plans and Specifications for AudioNisual Systems for the New City Council Chambers and Authorizing Advertisement for Bids as part of the Consent Agenda. 2. Remove this item from the Consent Agenda for further discussion. RECOMMENDED MOTION: Alternative 1. 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx A RESOLUTION APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE NEW CITY COUNCIL CHAMBERS. Motion By: Second By: WHEREAS, WHEREAS, the construction of new Police Station and City Hall facilities is underway; and the internal systems for the project, such as furniture, phones, data, and audio visual equipment are to be solicited outside the construction or architect contracts in order to save project costs; and WHEREAS, the City entered into a contract with Appollo Systems, Inc. for the design of audio/visual and broadcast systems, and preparation of plans and specifications, and WHEREAS, the City Attorney and staff have reviewed the plans and specifications and recommends advertising for bids, and WHEREAS, funding for the project estimate is available from the Building Fund. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. Staff is hereby authorized to advertise for bids for the equipment and installation of audio/visual systems for the new City Council Chambers in accordance with the plans and specifications for said systems dated August 18, 2006. PASSED AND ADOPTED THIS 21ST DAY OF AUGUST, 2006. YES Haugen I Dornbush I Erickson I LeMair I Millar I NO Haugen I Dornbush I Erickson I I LeMair I I Millar I Frank Boyles, City Manager }~I\N\.v,.~ty9!w:iQrlake. com Phone 952.447.4230 / Fax 952.447.4245