SR - BID-178-22 - ADVERTISE BIDS COUNCIL CHAMBER REMODEL PROJECT1. SUBJECT
Bid No 178 -22. ; SP -4029; Council Chambers Remodel.
2. SUMMARY
Plans and specifications have been completed for the Council Chambers Remodel. The project is
ready to be advertised for bids. The estimated construction cost is $430,000.
3. RECOMMENDED ACTION
Approve plans and specifications and authorize advertising for bids for the Council Chambers
Remodel.
4. FISCAL IMPACT
Funds are budgeted in the Capital Improvement Program and are available in the following
accounts:
130.1601.56032.20128 Council Chambers Remodel
$430,000
5. STRATEGIC PLAN GOAL(S)
1. Provide for a safe community —
b. Provide and maintain infrastructure necessary to ensure the safety of the public.
4. Provide outstanding public service —
b. Provide facilities and services to meet customer expectations.
6. GENERAL PLAN IMPLEMENTATION
Economic Development Element Goal 6.0 Provide sufficient infrastructure to support anticipated
economic development and growth.
Policy 6.2: Provide public improvements to support commercial, industrial, and institutional uses.
1 7. DISCUSSION and BACKGROUND
Four years ago, the City began to plan for making improvements to the City Council Chambers.
The project was divided into three phases: improvements to the "back of the house" technology,
improvements to the "front of the house" technology, and improvements to the Council Chambers
infrastructure and fixtures. The "back of the house" technology (Phase I) was completed
approximately two years ago and included new video production equipment, cameras, cabling and
a character generator. Following completion of Phase I, staff began work on Phase II and Phase
III of the project. This report specifically addresses Phase III of the project addressing the
Chambers infrastructure and fixtures.
The Council Chambers was built in 1962, along with the three City Hall buildings at the Orange
Civic Center. Minimal improvements have been done since its construction. As a result, the room
is showing its age with peeling Formica veneers, worn out carpeting, and frayed wall panel fabric
covers. This construction project consists of upholstering the Chambers public chairs, providing
updated electrical service, painting, new energy efficient LED lighting, new staff tables and
podium, and new acoustic fiberglass wall panels with new fabric.
The attached images illustrate the proposed improvements which represent the plans and
specification for the project.
Although this project will bring the Council Chambers into the 21S century standards in terms of
infrastructure, staff was considerate of the historic features of the chambers. A Historic Architect
researched archives to insure the new improvements are in line with the general theme of the
original Council Chambers. Further, several style elements were added to ensure a timeless
transition from the current environment to the proposed environment, with respect to the original
design intent of the early 1960's.
The proposed project is categorically exempt from the provisions of the California Environmental
Quality Act (CEQA) under CEQA guidelines Section 15301 "Existing Facilities" Class 1 (c). The
CEQA Notice of Exemption will be filed with the County Recorder's Office upon Council's
approval of the plans and specifications.
Phase II of the project addresses the outdated voting system, antiquated and low quality sound
system, and lack of a presentation system. In order to improve communications within the
Chamber, as well as with the City's residents viewing civic meetings at home via the web or the
City's cable TV channel, a complete, turnkey audio /visual (AV) system will be installed.
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The upgrades to the AV Systems include but are not limited to a new sound reinforcement system,
an electronic voting system, an audio and video switching system, an automated and touch - screen
control system, a new projector and screen, as well as several video displays, and other general
audio - visual system enhancements.
The following is the tentative timeline for both the Construction and Technology projects:
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..`
December 2017
Council authorize this
Release RFP for AV Presentation
p roject be advertised for bids
System Upgrade
January 2018
Construction Job walk
AV Presentation Job walk
March 2018
Council award
Council approves
April 2018
Construction begins.
Chambers closed through
Au must
June 2018
Construction 80% complete
AV Presentation work begins
August 2018
Construction complete.
Training and validation of all audio
visual systems and equipment is
completed
September 2018
Council Chambers is open
Staff will be working with the City Council, Planning, and Traffic Commissions to find alternative
meeting locations during the project construction period. Staff will provide the Council with
project milestones as this process begins.
It is important to note that funding for these two project comes from the Public Education
Government (PEG) Access funds provided by cable providers for the transmission of local
origination programs to cable subscribers. The use of these funds is reserved for equipment and
applicable for use in the Council Chambers considering it functions as our production studio.
California's Digital Infrastructure Competition Act (DIVCA) approved a 1% PEG access fee with
regulations that limit the use of these funds for video /cable capital costs. The City's annual PEG
revenue is approximately $250,000 and has restricted uses. The current available PEG fund
balance is sufficient to cover the cost of these projects.
8. ATTACHMENTS
Attachment A — Illustrations of project scope
Plans, specifications, and cost estimates are available for review in the Public Works Department.
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