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HomeMy WebLinkAboutagenda.council.worksession.202103161 AGENDA CITY COUNCIL WORK SESSION Amended 3/15/2021 3:10 PM March 16, 2021 4:00 PM, City Council Chambers 130 S Galena Street, Aspen WEBEX www.webex.com Enter Meeting Number 142 904 7591 Password provided 81611 Click "Join Meeting" OR Join by phone Call: 1-408-418-9388 Meeting number (access code): 142 904 7591# I.WORK SESSION I.A.City Offices Construction Update 1 Page 1 of 4 MEMORANDUM TO:Mayor Torre and City Council FROM:Robert Schober, Capital Asset Project Manager THROUGH:Scott Miller, Public Works Director/Interim Assistant City Manager DATE OF MEMO:March 10, 2021 MEETING DATE:March 16, 2021 RE:New City Hall Project Update –Overall Project Status and AV Equipment Options REQUEST OF COUNCIL: The project team has been tasked with providing: 1) An overall update on project status; 2) Finalize the Audio-Visual package for the building. BACKGROUND: The timeline for governmental approval, design and construction of this project is detailed below: September 10, 2019 –Staff presented to Council (2) options for final programming of the New Galena City Offices: Option #1: Council Chambers remains at the Armory Option #2: Council Chambers at the Galena City Offices building Council decision is that the best choice is Option #2 changing the location of the “seat of government” to the Galena City Offices building and establishing a final programming direction for the new building. July 27, 2020 –Staff presented to Council the final interior drawing package. Council gave direction to deploy REMP funding and interest income from debt financing proceeds to complete the GMP allowance reconciliation for the interiors. August 18, 2020 –Parks staff presented to Council the schematic design for Galena Plaza and was directed to take the design to construction documents. DISCUSSION: Overall project update -Currently, the project is moving into the finish stages of construction. While there is still a significant amount of mechanical, electric &piping work remaining in order to have the building systems ready for commissioning, the building is fully enclosed, and most of the drywall installation has been completed. In upcoming months there will be trim installed, painting, interior doors and fixtures will be hung as we push towards completion in the fall. 2 Page 2 of 4 Currently the project is working on a modified completion schedule due to the impacts from the ongoing Covid-19 pandemic. We have incurred schedule delays due to the initial shutdown, crew quarantines affecting critical path and limited manpower availability working within the Pitkin County Covid-19 guidelines (50%). To date we have contained the financial implications of the delays within project contingency and GMP savings and are working to minimize any further impacts moving forward. The completion schedule is outlined below: Substantial Completion –September 2021 Commissioning/FF&E –October 2021 Soft Opening –November 2021 Grand Opening –Thanksgiving As mentioned above, the project has managed to contain the impacts from Covid-19 within the contingency as well as the impacts of reprogramming the interiors during the construction process. This has left us with a limited contingency of $267,769 heading into the final stages of construction,although we are through the periods of highest risk. Audio Video Package -The past year of COVID has dramatically changed the expectations of how community members, staff, and elected officials conduct public meetings, complete work through remote participation, and support the use of technology for delivering public involvement and accessibility in policy making discussions. In the design of the AV system for the new city hall, staff and the consultant have considered several new preferences that are much different than pre-COVID days. These include: Councilmembers desire to fully participate including voting, remotely and having the flexibility of both on-site and remote elected officials at meetings in the future Staff and consultant preferences to have the option to present remotely, particular during evening meetings The potential to take remote public comment, should Council or a commission desire to allow it on specific agenda items For a more detailed explanation of the AV systems capabilities as designed please see the attached Exhibit A –Audio Video Experts Design Narrative. Staff is recommending an incremental approach to adding peripherals to the audio-visual systems of the new City Hall.For the small group (4-5 people)meeting spaces, we are recommending the rooms have basic audio- visual technology, focused on being able to share screens from a laptop for discussion purposes. Additionally, 6 rooms have been identified for increased AV equipment that allow for videoconferencing with more robust audio-visual hardware and software. These rooms are spread between the 2nd and 3rd floors of the new City Hall, as well as one room in the Rio Grande building.These rooms were identified due to a combination of size and purpose to support activities such as Council Chambers, and overflow areas; City Council’s executive sessions; 3 Page 3 of 4 Councilmember and staff remote participation in organization meetings (CML, NLC, CAST, etc.); remote interviewing of job applicants and consultants; use of trainers and/or consultants that can deliver services remotely; hybrid in-person and remote meetings, and potential community use of the multipurpose training room. By far, the build out of the technology for the new Council Chambers is the most elaborate and expensive component of the building. This system includes upgrades to the AV and microphone systems, allowing remote participation of Council members, staff,and the public, as well as upgrading the broadcasting system for Grassroots, Facebook, and the city’s website. A letter of endorsement from Grassroots is attached as Exhibit B. Below is a table which outlines the costs of (2) different options for outfitting the building with equipment. Option #1 (staff recommendation)includes the six rooms described above which will have the full AV functionality as outlined in Exhibit A. Option #2 is dialed back and only includes the 3rd floor areas (Council Chambers, Multi-Purpose Room, Civic Lobby) with the remaining rooms being outfitted with a basic package only. Please keep in mind that the rough- in for the full functionality of the 6 rooms was previously approved via Resolution #22-2021 so the equipment may be installed in the future. Option #1 Option #2 Room #/Description Equipment Cost: Full Connectivity Equipment Cost: 3rd Floor Only Council Chambers #3020 $166,142 $166,142 Multi-Purpose Room #3003 $47,937 $47,937 Conference Room #2002 (Large Mid-Level)$21,919 Civic Lobby #3002 $5,910 $5,910 HR Conference Room Rio Grande Building #2314 $23,142 Council Conference Room #2003 $25,105 Subtotal Equipment $290,155 $219,989 Commissioning $43,523 $32,998 Total Cost $333,678 $252,987 Existing Uncommitted AV Budget ($21,127)($21,127) Net New Spending Authority Request $312,551 $231,860 Cost for outfitting the building including Council Chambers are outside of the current project budget. The gap in costs will be funded via the AMP. City Hall Audio-Visual Project Budget Current Project Budget Audio Visual $155,000 Current AV Committed (Full Rough-In Option #1)$133,873 Uncommitted AV Project Funds $21,127 4 Page 4 of 4 Galena Plaza –In response to the “Friends of Galena Plaza” request to reimagine the plaza design from the original plan in the GMP,and per council direction (resolution #97-2019)a public outreach process was conducted in Fall/Winter of 2019. Schematic design was completed in August 2020 and Council directed the team to proceed forward and finalize construction documents. These documents were recently completed,and a value engineering process is underway. Staff is currently working with the contractor finalizing pricing and phasing options. The project team will be back in front Council to discuss this in the future. RECOMMENDED ACTION: Staff recommends approving Option #1 for the Audio-Visual package at the New City Hall. 5 NEW CITY OFFICES UPDATE City Council Work Session | March 16, 2021 6 TRA •Project Update •AV Equipment Decision AGENDA 7 TRA Progress Photos 8 TRA Progress Photos 9 TRA Progress Photos 10 TRA Progress Photos 11 TRA Progress Photos 12 TRA Project Update City Hall Schedule Update Substantial Completion September 2021 Commissioning/FFE October 2021 Soft Opening November 2021 Grand Opening Around Thanksgiving City Hall Project Contingency Update Percentage Complete 65% Project Contingency $2,400,000 Remaining Project Contingency $268,000 13 TRA Initial Covid shutdown cost an additional $39K and a 30-day addition to the schedule that was funded by contingency Shaw has noticed $60K reserve and 30 days for additional Covid delays and impacts which we are attempting to mitigate through GMP savings and schedule acceleration Future risks include Galena Plaza implementation, Covid, supply chain issues (Texas storms) Covid Impacts and Future Risks 14 TRA Council Chambers Rendering 15 TRA Audio Visual Per AV Experts, these are the highlights of the proposed system: •Each room is very similar in operation, creating synergy •All rooms feature video conferencing capacity, except for overflow space. Zoom, WebEx, Teams etc. •All rooms have a touchscreen, located on table in room •All rooms will have a scheduling panel outside room •All rooms will have pan tilt zoom cameras, desktop & hidden ceiling microphones, HDMI inputs at tables, and 4k flat panel displays Council Chambers will feature: •Video conferencing and TV broadcast •5 cameras, 3 large flat panel displays, monitor facing Mayor’s location, 14 gooseneck microphones, wireless microphone for movable presenter’s podium, large touch screen and audio recorder for clerk, overhead document camera, and hearing assist system •Video and audio can be shared to overflow, and each room can call another room or join all rooms together via video 16 TRA Audio Visual Financials •Additional spending authority for either option, if approved by Council, would be supported by existing fund balance from the Asset Management Plan Fund. City Hall Audio-Visual Project Budget Current Project Budget Audio Visual $155,000 Current AV Committed (Full Rough-in Option #1)$133,873 Uncommitted AV Project Funds $21,127 17 TRA •Things to Consider $290K additional expense today Allows us to operate today as needed and flexible in times like a public health crisis Forward thinking, universal connectivity to any conferencing platform Staff recommendation Audio Visual Option 1 – Full Package Room #/Description Equipment Cost: Full Connectivity Council Chambers #3020 $166,142 Multi-Purpose Room #3003 $47,937 Conference Room #2002 (Large Mid-Level)$21,919 Civic Lobby #3002 $5,910 HR Conference Room Rio Grande Bldg. #2314 $23,142 Council Conference Room #2003 $25,105 Subtotal Equipment $290,155 Commissioning $43,523 Total Cost $333,678 Existing Uncommitted AV Budget ($21,127) Net New Spending Authority Request $312,551 18 TRA Things to Consider $70K cost avoidance today, equipment could be landed over time With what we know now about COVID, this package may not be sufficient. Addresses infrastructure needs, but not diverse equipment needs. Does not land the equipment needed to effectively operate during a public health crisis. Audio Visual Option 2 – Partial Package Room #/Description Equipment Cost: Full Connectivity Council Chambers #3020 $166,142 Multi-Purpose Room #3003 $47,937 Civic Lobby #3002 $5,910 Subtotal Equipment $219,989 Commissioning $32,998 Total Cost $252,987 Existing Uncommitted AV Budget ($21,127) Net New Spending Authority Request $231,860 19 Email: newcityoffices@cityofaspen.com Webpage: cityofaspen.com/newcityoffices 24-Hour Hotline: 970-429-1793 Thank you for your time. 20 Exhibit A GrassRoots Television Inc. 110 E. Hallam St. Suite 132 Aspen CO 81611 970-925-8000 Aspen City Council 130 S. Galena Street Aspen, CO 81611 Re: New Aspen City Hall video broadcast and streaming capability An all-new contemporary video streaming and broadcasting system is essential for clearly and universally transmitting and archiving the content, speech and actions of Council, presenters, citizens and other entities using Council chambers and other meeting rooms in the new Aspen City Hall. This ability to include the citizens of Aspen and other interested parties both within and outside the City in civic discussions, and to disseminate their participation in government decisions, live over multiple digital media platforms, is integral to a healthy and engaged community. As the past year has demonstrated, the new system must be able to accommodate and integrate the reception, participation and transmission of multiple remote participants, including their presentation materials. Contemporary, main-stream, high-quality audio and video technology should be installed to ensure the longest possible life-time and technical relevancy of the system. All components of the video, audio, broadcast and streaming system currently in use in Council Chambers in the Armory relies on antiquated, standard definition video equipment that has served far past its expected life and technical relevancy. The computers are operating on unsupported software and operating systems. Streaming is possible only due to a patchwork of temporary solutions. The decade old video switcher is literally rattling and wheezing. The system is not totally obsolete, however. It can be kept in place and employed for ancillary meeting use in the current chambers until either the Armory building is renovated or the equipment fails. Respectfully, John Masters Executive Director GrassRoots Television Inc. 21 Audio Video Experts 565 25 Road Suite 106 Grand Junction CO 81505 Phone 970-242-3900 Fax 970-797-1470 www.myavexpert.com Aspen City AV Systems: We have designed AV systems that will all work very similarly so each room is very similar in operation. Our experience has been that when all rooms work similarly it creates synergy and ease of operation from room to room. All of the rooms feature video conferencing capacity with the exception of the overflow space. We recommend that the city furnish a fixed pc (small form factor for each conference room) This will allow universal connection to any type of video conferencing software, zoom, go to meeting, meets, and many others. All rooms will have a touchscreen for control of audio video devices, source selection display on and off, volume control etc. Each touch panel will reside on the table in the room. Outside of the room will be a scheduling panel which will say if the room is available or in use and when connected to the city’s calendar service will allow the room to be reserved for upcoming meetings. All rooms will have pan tilt zoom camera’s allowing for the camera to be adjusted for larger or smaller meetings. Each room will have hidden ceiling microphones with digital dsp to manage calls and audio quality. HDMI inputs will be at the table for laptop sharing with a concealed table box with power for devices. Large 4k light commercial grade flat panel displays will be in each room for good video quality and extended life over residential grade displays. Council chambers will feature video conferencing, as well as television broadcast. This will be capable of high definition video broadcast and features all new equipment. 5 camera’s will cover the room and 3 large flat panel displays, 1 behind council, and 2 next to council that can be aimed towards the audience or towards council. There will also be a monitor, facing the head of the table(Mayors location) below table height. There will be 14 gooseneck microphones for council and presenters, as well as a wireless microphone for the movable presenters podium. These microphone and the ceiling microphones will work to provide sound for both broa dcast and videoconferencing. There will be a large touch screen control at the clerk location and a local audio recorder for the record. There will be an overhead document camera for presentations. There will be a hearing assist system in the floor which will work with T-coil hearing adis and hip pack receivers for the hearing impaired. Video and audio can be shared to the overflow area. Each room could call another room via video conferencing or join all rooms together for larger meetings or social distancing. The city will need to furnish fixed pc’s and wireless keyboards for those devices. Laptops will be for local presentations, but will not join the larger video conferencing systems. Exhibit B 22